Drive and file storage

Drive holds every file in your workspace in one place: your own files, files the whole company shares, and files that came in on tasks, chats and records.

Open Drive under Work in the left menu.

The parts of Drive

The list on the left has five places:

• My Drive: your own files. Other people do not see them.
• Company Drive: files for everyone in the workspace.
• From tasks: files attached to tasks you can open. Click a task's name under the files to open it.
• From chats: files sent in chats you are part of.
• From records: files kept in fields on leads, deals, contacts and other records. You see the ones you uploaded; owners and admins see them all.

A file attached to a task, a chat or a record is the same file in Drive; it is not a second copy.

Add folders and files

In My Drive or Company Drive:

• Press New folder, type the Folder name and confirm. Click a folder to open it; the path above the files takes you back up.
• Press Upload to add one or more files to the folder you are in, or drag files from your computer onto the panel.

Switch between tiles and a list with the two buttons at the top right.

Open, rename, move and remove files

• Click a file to preview it. Pictures, PDFs, video, audio and plain text open in the preview; for other kinds press Download.
• In My Drive or Company Drive, hover over a file to see Download, Rename, Move and Remove. Move opens Move to…, where you pick the folder.
• Hover over a folder to rename it, move it to another folder with the arrow, or delete it.

You can rename, move and remove files you uploaded. Owners and admins can do it to any file. If a file is not yours, the CRM says so.

Delete a folder

Anyone can delete an empty folder, or one that holds only files they uploaded themselves. In Company Drive, a folder that holds files other people uploaded can only be deleted by an owner or admin. Anyone else is told how many of the files are other people's; move your own files out instead.

Find a file

Type part of a file name in Search files. The search covers Company Drive, your My Drive, and the files from tasks, chats and records that you are allowed to see.

How much storage is used

The Storage box on the left shows:

• Workspace: what the whole workspace uses against what your plan allows.
• My share: what you have uploaded, against your own limit if your plan sets one.

The bars turn amber and then red as they fill up. Every upload counts once, against the workspace and against the person who uploaded it, wherever it was attached. When the space runs out, uploads are refused until files are removed or the plan is changed.

Owners and admins also see By person: how much each person has uploaded, including people who have been dismissed.

Look at someone else's files

Owners and admins have Look at someone's files. Choose a person to see their My Drive and the files they uploaded to tasks, chats and records. This is how you reach the files of someone who has left. Choose Everyone (my own view) to go back.