Copying documents to your drive

If your firm keeps working files in Google Drive, Dropbox or OneDrive, you can send a copy of a client's documents there whenever you ask. Cartenda stays where your records live. The drive receives a snapshot, and nothing is kept in step afterwards.

How copies work#

• One drive for the whole firm. An owner or admin connects it once, and everyone who can export uses the same one.
• Nothing is copied until somebody asks. There's no automatic sync, in either direction.
• Each copy is a snapshot. It's the files as they are at that moment. Later changes don't reach your drive unless you copy again.
• Cartenda can only write. It can write to its own folder in your drive and nowhere else. It never reads, changes or removes a copy once it's sent. That holds even if the client is later erased in Cartenda. Erasing them does take the link off their copies in the list on Settings → Copy to your drive, because the link names their folder. The copy itself stays listed, without the link.

What's in the drive is your firm's to keep or delete, under your own record-keeping policy.

Connect a drive#

1. Go to Settings → Copy to your drive. You may be asked to confirm your password.
2. Under Connect your firm's drive, pick a provider and click Connect Google Drive, Connect Dropbox or Connect OneDrive.
3. Sign in to that service and allow access.

You come back to Cartenda once it's connected. The page shows which account is connected, who connected it and when.

A drive is connected through the account of whoever connected it, so it belongs to them as much as to the firm. If that person leaves your workspace, or their role no longer lets them change the workspace's settings, the drive is disconnected and nothing more is copied to it. The page says why, and anyone who can still manage the workspace can connect your firm's drive again.

Copies go to:

• Google Drive: a "Cartenda" folder in My Drive, with a folder for each client.
• Dropbox and OneDrive: the Apps › Cartenda folder, with a folder for each client.

If no drive is connected yet, the button reads Copy to your drive. Clicking it takes you to connect one first, then straight back to finish your copy.

Copy documents#

Look for the Copy to button (for example, Copy to Dropbox) in these places:

• A client's page, under More: copies the client's whole record, the same as Export record.
• A submission in the inbox: copies that submission's documents, the same as Download all.
• The Requests list: select several submissions, then click Copy to your drive. Each goes to its client's folder.
• A firm document's page: copies the delivery record, which shows who was given which version.
• Settings → General: copies a finished whole-workspace export.

Before anything is sent, you're asked to confirm where the copy will go. After a copy, the page shows when it was made and by whom, with a link to open it in your drive. If new documents have arrived since, it says how many, and the button changes to Copy the latest.

See what has been copied#

Settings → Copy to your drive lists recent copies under What has been copied: the file, who asked for it, when, and whether it succeeded. Click Open to go to a finished copy in your drive. If a copy failed, the reason is shown.

Reconnect or disconnect#

If the connection stops working, the page shows the error. Click Reconnect (for example, Reconnect Google Drive) to sign in again.

To stop copying, click Disconnect. Nothing more can be copied until a drive is connected again, and everything already copied stays in the drive.

After disconnecting, you may also want to remove Cartenda from the service itself:

• OneDrive: Microsoft has no way for Cartenda to give its access back. Remove Cartenda under "Apps and services" in your Microsoft account.
• Dropbox: Cartenda's access ends, but Dropbox keeps listing it under Settings › Apps until you remove it there.

Who can do what#

Connecting, reconnecting and disconnecting a drive are for people who can change workspace settings: owners and admins, by default. Copying is for anyone who can export client data. If no drive is connected yet, or it needs reconnecting, and you can't fix that yourself, the button is disabled and tells you to ask an owner or admin.