Files and Communication
Drive, Folders, Files & Versions
How GreenVee stores uploaded files — the Drive structure, folder hierarchy, file version history and safety checks, and attaching files directly to work items.
The Drive
Section titled “The Drive”The Drive is GreenVee’s file storage system. Think of it like a company-wide shared folder, with one important extra feature: every project also has its own scoped view of that storage.
You can access the Drive in two ways:
| View | What you see |
|---|---|
| Global Drive | All files across the entire organisation |
| Project Drive | Only files that belong to a specific project (found on the project’s Drive tab) |
Folders
Section titled “Folders”Files inside the Drive are organised into Folders. Folders can be nested inside other folders, so you can build a hierarchy that matches your team’s workflow. From a folder’s menu you can rename it, move it into another folder, or delete it.
Every Drive (the Global Drive, and each project’s Drive) has one top-level root folder, which GreenVee creates automatically the first time you open that Drive. The root folder is protected: it can’t be renamed, moved, or deleted, but you can still upload into it and create folders inside it.
A File is any uploaded file — a PDF, an image, a spreadsheet, a video, or any other format. The same file storage backs two different places a file can live:
- organised in a Folder inside the Drive, or
- attached directly to a work item, such as a Task or an Issue (see Attaching files directly to work items below) — with no folder involved.
A file can even do both at once: attach a file to a Task, Decision, or Takeaway that belongs to a project, and it also shows up filed in that project’s Drive.
Every file has:
- Title — the display name shown in GreenVee
- Original filename — the name the file had when it was uploaded
- Kind — the file category: Image, Video, Audio, Document, Archive, or Other
- Extension — the file extension (e.g.
pdf), when known
The sidebar for a selected file also shows who created it, when it was created and last modified, and its unique ID.
File Versions
Section titled “File Versions”Every time you upload a new version of the same file, GreenVee creates a File Version. The original upload is version 1; subsequent uploads add new versions while keeping all older ones intact. Open Versions from a file’s menu to see the full history, preview any past version, or restore it as the current version.
Each version tracks:
| Field | Description |
|---|---|
| Version label | A name or number identifying this version (e.g. “v2 — client review”) |
| MIME type | The technical file format (e.g. application/pdf) |
| Size | File size in bytes |
| Upload status | Where the upload is in its lifecycle: Pending, Uploading, Processing, Ready, Failed, or Deleted |
| Security scan status | The result of GreenVee’s antivirus scan: Pending, Clean, Infected, or Error |
A version can only be opened, previewed, downloaded, or restored once it’s Ready and the security scan comes back Clean. While a version is still processing or being scanned, those actions stay disabled. As an extra safety check, GreenVee also compares a file’s actual contents against its declared type, and corrects the recorded MIME type if the two don’t match. For a few file types (plain text, for example), GreenVee can’t verify the content this way — those versions are simply left as unchecked, which doesn’t block them from being opened once the antivirus scan is clean.
This means you always have a full history of changes, know whether a file is safe to open, and can restore an earlier version if needed.
Attaching files directly to work items
Section titled “Attaching files directly to work items”Not every file needs to live in a Drive folder. A file can instead be attached directly to a Task, Issue, Decision, Takeaway, or a technical structure item, using the attach control on that item (a paperclip icon, or a Files button that opens the item’s own file list). Attached files go through the same versioning, MIME verification, and security scanning as Drive files — you’ll find them in that item’s file list rather than the Drive’s folder tree.
When you attach a file to a Task, Decision, or Takeaway that belongs to a project, GreenVee also places that same file into the project’s Drive, under a matching Tasks, Decisions, or Takeaways folder — so it shows up both on the item and in the project’s Drive folder tree. Files attached to an Issue, to a documentation note on a technical structure item, or directly to a technical structure item itself, stay only on that item and aren’t filed into the Drive.