A business keeps its files in its own Dropbox or OneDrive instead of in the app, so nothing heavy weighs the app down and the files are where the team already works with them. Once a store is linked, every file kept on a client, an account, an opportunity, a project or a task, a vendor, a product or a sheet goes into a folder of that record's there, and the app keeps only where it is, its name, its size and the record. Google Drive is next.
Linking the store
- Open Admin, Tools, Files (for an owner, or an admin with Business settings).
- Link Dropbox or Link OneDrive. The store asks you to let the app make folders and keep files in them, and you come back to Files.
- Organize now. It makes a folder for every account, vendor and project, and for every record that keeps files, under the folder /BookNovi: /BookNovi/Accounts/Acme Salon, an opportunity's inside its account's, a task's inside its project's. It brings in what was already put in those folders, and moves the documents the app was keeping itself into them. Pictures stay where they are.
Where and How Large sets the folder everything is kept under and the largest file kept, up to 150 MB, the most one upload carries. Unlink Dropbox (or OneDrive) forgets the sign-in; every file stays in the store.
Files on a record
A record's Files shows its folder in the store and what is in it. Add files sends each file from your browser to the store directly, however large up to the business's limit, and keeps it on the record once the store has it whole. Look in Dropbox (or OneDrive) brings in what someone put in the record's folder there. A file opens through the store's own link; a picture shows the store's thumbnail. Taking a file off a record leaves it in the store.
On an account, an opportunity and a project, pictures keep their place in the app as before, because the cards show them; everything else goes to the store. A record renamed keeps its folder, and two records of one name get their own folders.
Best practices
- Link the store before the team adds files, then Organize now once.
- Keep the /BookNovi folder shared only with the people who should see every record's files: the store's own sharing decides who can open them there.
- Put files a record should keep straight into its folder in the store when that is easier, then Look in Dropbox on the record.
- Keep pictures for the cards in the app, and the originals, artwork and videos in the store.