Keep a Google Drive folder for every job
Connect the shop's Google Drive and every quote and job gets its own folder.
What this is for
Connect the shop's Google Drive and every quote and job gets its own folder there, named like J-142 Acme Main Sign, with everything added in Sign OS copied in. Approved proofs are copied with APPROVED in front of the name. Staff can also link files from Drive onto a job without uploading them. Sign OS never deletes anything from your Drive.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Settings → Connections → Files & sync → Google Drive
- Connected · Not connected · Needs reconnecting
- Where the link stands. Needs reconnecting means Google stopped letting Sign OS in (access removed, or the account closed); nothing is copied until you press Reconnect, then files added meanwhile catch up.
- Connect Google Drive
- Sign in to Google and allow Sign OS.
- Google account · Job folders go in
- The account it's linked to, and the folder job folders are made in (marked shared drive if it is one).
- Choose a folder · Make a Sign OS Jobs folder for me · Change folder
- Pick an existing folder, or let Sign OS make one called Sign OS Jobs. Changing it later starts copying live jobs into the new one.
- copied · on the way · couldn't copy · Try those files again
- How the copying is going. Failed files are tried again by themselves; the button queues them straight away.
- Disconnect
- Asks first. Copying stops; everything already in your Drive stays where it is.
A job's or quote's Files tab
- Add from Google Drive
- Opens Drive at the job's folder. What you pick is linked to the job, not copied: it stays in Drive and uses none of your Sign OS storage. The first time, each person links their own Google account.
Before you start
- Your shop is on Workshop or above.
- You can manage files and sync. Anyone else sees the card but is asked to get someone who can to connect it.
- Ideally the Google account holds a shared drive, so the files belong to the business rather than whoever set it up.
Step by step
- 1
Open Settings → Connections → Files & sync and find the Google Drive card.
- 2
Press Connect Google Drive, sign in with the Google account that holds the shop's files, and allow Sign OS.
- 3
Back on the card, press Choose a folder to pick where job folders go, or Make a Sign OS Jobs folder for me.
- 4
Sign OS makes a folder for each live quote and job and starts copying their files in. The counts on the card show copied, on the way and couldn't copy.
- 5
On any job's Files tab, Add from Google Drive links files that are already in Drive, so nobody has to download and upload them again.
Tips & gotchas
- Sign OS copies one way, into Drive, and never deletes anything there. Tidy old folders yourself.
- A shop copies to one cloud at a time. Connecting Google Drive switches OneDrive off; what's already in OneDrive stays there.
- A Google Doc or Sheet linked to a job comes out as a PDF wherever Sign OS hands the file on, such as a supplier's purchase order or an email.
- Linked Drive files don't come down through the Sign OS Sync desktop app and can't be opened in SOS Vector. Upload a copy if you need either.
- If your plan drops below Workshop, copying stops; files added meanwhile catch up when it's back on your plan.