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Managing Your Folio Folder Location in Google Drive

Updated over 3 months ago

Folio’s Google Drive integration allows you to store and organize Smart Folder content (including documents and attachments) directly in Google Drive. When the integration is enabled, Folio automatically creates structured folders ("Folio" and "Folio Archive") in your selected Drive location.

After you connect to Google Drive through the Integrations page and select your associated Google account, you'll be prompted to choose the location in Drive where your Folio folders will be stored.

This guide explains how to select that location, how to move existing folders if needed, and what to expect during and after the process.

Understanding Google Drive locations

  • My Drive is your personal Google drive. Only you can access it by default.

  • Shared drive is either a team or a company Google Drive. Great for collaboration as multiple people can access and organize documents here.

Who can choose or change a folder location?

To use a shared Drive folder with Folio, your Google Drive and Folio permissions must allow you to write to that location.

Role

Can create or move folders

Can delete old folders

Manager

✅ Yes

✅ Yes

Content Manager

✅ Yes

✅ Yes

Contributor

✅ Yes

❌ No

Viewer

❌ No

❌ No

As long as you have editing permissions for a Google Drive folder, you can set it as the location for your Folio folders.

How to change the folder location

  1. If Drive is already connected, click “Change location” (or disconnect and reconnect).

  2. Choose your new location:

    • Select My Drive for personal use.

    • Select a Shared Drive for team access.

  3. Confirm the change by clicking “Move”.

If you're new to Folio

  • New “Folio” and “Folio Archive” folders are created in the selected location. All future documents will be saved there.

If you're already using Folio

  • New Folio folders are created in the new location.

  • Old folders will remain in their existing location.

  • New documents will go to the new location only.

  • Timeline documents will continue to be organized automatically in the new location.

Manually added documents (those not uploaded by Folio), including all old files, are not moved automatically. If needed, you can move these files yourself to the new location.

Special cases for shared Drives

If you select a folder already named “Folio”

The system will not create another “Folio” folder inside it. Instead, only the subfolders (which are Smart Folders essentially) will be added directly into that existing “Folio” folder.

Moving between shared Drives

  • Your documents will be moved, but the old folders will remain in the previous shared drive, especially if others are still using them.

    • You can choose to delete these old folders once you're done, or leave them as they are.

  • This may lead to duplicate folder structures unless you manually clean up.

After the move

  • Documents and folders added via Folio will now appear in the new location.

  • Manual cleanup is optional: you can either delete or move the old folders if you're sure everything has been successfully moved.

  • Changes may take a few minutes to sync across your Google Drive.

  • Empty folders in My Drive from initial setups will be deleted automatically.

Pro tips

  • Use Shared Drives for team transactions or when others need access.
    Use My Drive for personal, private transactions.

  • Always coordinate with your team before moving shared folders.

  • Test with a few transactions first before making large changes.

  • Don’t see your shared drives? Make sure you have the right permissions.

  • Still having issues? Contact Folio support.

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