Office · Module
Drive
One governed file layer for every One3 app and every team
Drive is the single file layer behind every attachment, recording, generated document and signed PDF in One3. Each file has versions, permissions, classification, malware scanning, retention and legal hold, and links to the records it belongs to.
The file layer every app shares
In One3, a resume on a candidate, an invoice PDF in Billing, a recording in Meet and a signed offer letter are all the same thing: one Drive file. Drive is planned in two steps. The W1 foundation is the minimum the Year-1 apps need: folders, upload, versions, sharing, preview, malware scanning and permission-checked files, used by CRM, Service Desk, Content Hub and Billing. The full Drive module, with shared drives, retention labels, external sharing policy and the legal hold interface, is planned for W3.
Safe by default
A file cannot be previewed, shared, attached to mail or used in an envelope until the platform malware scan marks it clean. Infected files are quarantined and the owner is notified. Files are classified from public to sensitive personal data, by folder default, by rule or by AI suggestion, and the classification decides whether an external link is allowed, needs approval or is blocked.
Files follow the record
Every record gets a Files tab. A file attached to a deal, ticket or employee inherits that record's permissions unless it is shared explicitly. Record folders can be created automatically per client sub-account, deal, project or employee from a folder template, and one file can link to several records without being copied.
Retention and hold that actually run
Retention labels carry a duration, a trigger such as record closed or employee exit, and a disposition of delete or review. Legal hold overrides retention, trash purge and user deletion. DPDP erasure finds files linked to a person and deletes or crypto-shreds them unless a statutory retention period or hold blocks it, and records why.
Connect instead of migrate
Google Drive, OneDrive and SharePoint are planned to connect in place, so files can be linked to records without copying and permissions stay with the provider. When a business is ready, Migration Factory imports drives with permission mapping, a dry run and reconciliation.
Agents with explicit grants
The AI Document Controller can be granted access to one shared drive only. It can raise classifications and suggest retention labels; it can never purge files or touch holds.
Features
What Drive includes
File registry
Each file records a tenant-prefixed storage key, MIME type, size, SHA-256 checksum, classification, scan status, retention date and legal hold flag.
Resumable upload and versions
Large files upload in resumable parts; re-uploads and editor saves create new versions that can be restored without losing history.
Malware scan before use
Files stay unpreviewable and unshareable until the platform scan returns clean; infected files are quarantined.
Preview for common formats
PDF, images, audio, video and Office formats are rendered server-side for preview.
Record attachments and Files tab
Drag a file onto any record to attach it with a role such as resume, invoice PDF, offer letter or recording.
Record folders from templates
Folders are created automatically per client sub-account, deal, project or employee.
Shared drives
Team-owned spaces with member roles, so files survive when a member leaves.
External links with controls
View, comment or edit links with expiry, password or OTP, download disable and watermarked preview.
Sharing policy by classification
External sharing allowed, blocked or approval-required per classification, workspace, org unit or group, with a domain allowlist.
File request folders
Collect client or KYC documents through an upload link that gives no read access.
Retention labels and legal hold
Labels with trigger and disposition, and holds on files, folders, custodians and records that every deletion job checks.
Sensitive-content detection
PAN, Aadhaar and card number patterns detected with checksum validation, suggesting classification and blocking external shares.
Q&A over files with citations
Ask a question and get an answer citing file, version and page, using only files you can open.
Storage quotas without data loss
Soft and hard limits per tenant, workspace and user; at the limit uploads stop, but no file is ever deleted.
Workflow
Upload, scan, share and retain
- 1
A file is uploaded from an app, Drive, mail or editor and registered as pending scan.
- 2
The platform scan returns clean or quarantines the file and notifies the uploader.
- 3
The file is classified and attached to a record or placed in a folder.
- 4
An external share is checked against the classification policy and may go to the Approvals Inbox.
- 5
The retention label computes the retention date and disposition runs only on files not under hold.
Workflow
Legal hold on a departed employee
- 1
A Records Officer places a hold by custodian.
- 2
The hold covers owned files, shared-drive contributions and uploaded attachments.
- 3
Purge, disposition and erasure jobs skip held items and log the skip.
- 4
Releasing the hold needs approval and a recorded reason.
AI
AI skills and Digital Employees
Auto-classification
Suggests a classification from content and folder context; raises only, never lowers.
Sensitive-content detection
Deterministic recognisers for PAN-like, Aadhaar-like and card numbers raise classification and trigger share blocks.
Retention label suggestions
Proposes labels by document type and linked record; shortening a label is never done by AI.
Near-duplicate detection
Finds similar content and suggests a merge link; it never deletes a file.
Q&A over files
Answers questions with citations to file, version and page, respecting permissions at query time.
Digital Employees that use this module
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Is Drive available in Year 1?
The Drive foundation is planned for W1 because every Year-1 app needs it for attachments. The full Drive module with shared drives, retention labels and the legal hold interface is planned for W3.
Can I keep using Google Drive or OneDrive?
Yes. Drive is designed to link files from Google Drive, OneDrive and SharePoint to records in place, with permissions staying at the provider (verify scopes).
What happens when I reach my storage limit?
New uploads are blocked with a clear message. No existing file is ever deleted because of a storage limit.
Can an AI agent delete files?
No. Agents work only on drives they are explicitly granted, can raise classifications and suggest labels, and can never purge files or place or release holds.
See Drive in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.