How to Organize Store Work Files in Google Drive

Start organizing your store files with a few simple agreements: where to store documents, how to name them and who can edit them. Create folders for work tasks and set access permissions for employees.

Keep your promotion plan in one Google Doc instead of sending out separate copies. Review changes before approval, and when a task is complete, check who still needs access.

Create folders for work documents

Google Drive lets you create folders to organize files. On a computer, click the create button, choose folder, enter a name and confirm. The steps are shown in Google’s guide to organizing files.

For example, create these subfolders inside a «Store» folder:

• «Suppliers» — materials for working with suppliers.
• «Price lists» — files with prices.
• «Marketing» — promotion plans and ad copy.
• «Instructions» — work instructions for employees.
• «Archive» — materials from completed tasks.

Adapt this example to your store’s tasks. Agree on file names, such as «Price list — supplier — date» or «Promotion plan — campaign name».

Find files by type and modification date

To narrow your search results, use filters by file type, people or modification date. For example, when looking for an updated price list, select the relevant modification period. Available filters are described in Google’s guide to searching for files.

Give specific employees access

Open the file’s sharing settings, enter the employee’s email address and choose a role. Google Drive offers viewer, commenter and editor permissions. The steps are described in the instructions for sharing files.

• Viewer — for reading an approved instruction.
• Commenter — for leaving feedback on a plan.
• Editor — for making changes to a document.

Before sharing an entire folder, check what it contains. Files and subfolders inherit permissions from the parent folder. This rule is explained in Google’s guide to folder access.

Work on one promotion plan

In Google Docs, several people can work at the same time and see each other’s changes as they are made. This feature is described in the guide to collaborating in Google Docs.

For example, the store owner edits the promotion terms, the employee in charge adds ad copy, and sales staff review the approved plan. Agree on who edits each part of the document.

Review earlier versions

In Google Docs, Sheets and Slides, you can review changes that have been made. You need edit permission to view earlier versions. Before approving a plan, check its history using Google’s instructions for viewing file changes.

Remove access that is no longer needed

You can revoke shared access at any time after granting it. When an employee or contractor has finished a task, check whether they still need access.

1. Open the file’s sharing settings.
2. Find the relevant user.
3. In the menu next to their name, select «Remove access».
4. Save your changes.

The steps are shown in Google’s instructions for removing access. If access is inherited from a folder, check that folder’s permissions. Before changing them, review which other files will be affected.

Place an exported Torgsoft price list in the «Price lists» folder

In Torgsoft, you can save the prices from a currency price list to an Excel file.

After exporting, ask the employee in charge to manually place the file in the selected Google Drive folder, such as «Price lists». Agree on the file name and check access to the folder. The option to save prices from a currency price list is described on the official page for Torgsoft inventory management software.