Drive

Centralized file & folder management with sharing, versioning, preview, and external links.

MangoApps

Overview

Drive is the platform-wide file system for MangoApps Workforce. Every user gets a personal "My Drive"; every team and workspace gets a Shared Drive. Drag-and-drop upload supports any file type up to the configured size limit, with automatic content-type detection, byte-size accounting, and per-file thumbnail generation for images and PDFs. Folder hierarchy is unbounded — items can be organized into nested folders, soft-deleted into a 30-day Trash with restore, and shared with individual users or recipient groups via role-based memberships (viewer, commenter, editor, manager) that inherit from parent folders. Automatic versioning keeps every prior revision (configurable retention count) with one-click restore; in-browser preview renders PDFs, images, and video natively without a download. Tokenized external share links let teams send a single file or folder to anyone with no MangoApps account, optionally protected by BCrypt passwords, expiry dates, and download limits. File requests invite external recipients to UPLOAD into a designated folder via a branded landing page (custom logo, accent color, header/footer message, optional PDF watermarking). Drive doubles as the platform attachment backend — Forms, Service Desk, eSignature, and any other app can call Drives::AttachToService to land files in the per-business system drive with full versioning, sharing, and audit "for free". Content is embedded into pgvector for AI semantic search; the DriveHelpAgent answers natural-language queries ("find the Q3 budget"), and the DriveAdminAgent (gated to managers and Drive admins) handles share/revoke/restore through Ask AI confirmations. Mobile parity ships via api/v1/drive/* and a dedicated mobile UI. Audit trail captures every uploaded, shared, downloaded, version_added, trashed, and external-link-accessed event for compliance review.

Productivity Utility

Highlights

Centralized file & folder management with personal "My Drive" plus org-managed Shared Drives.

Drag-and-drop multi-file upload with version history on every overwrite — restore any previous version with one click.

Share with users or teams, viewer / editor roles, with permissions inherited down the folder tree.

Generate secure external share links with optional password and expiration for partners and clients.

In-browser preview for PDFs, images, and video; thumbnails generated server-side via libvips.

Full-text and AI semantic search across filenames and document contents.

Capabilities

File Management

Personal "My Drive" per user
Shared Drives for teams or workspaces
Folder hierarchy with rename, move, and trash
Drag-and-drop multi-file upload
Direct-to-S3 upload via Active Storage
Soft-delete with 30-day restore window
Star / favorite items

Versioning

Automatic new version on re-upload of same filename
Per-version metadata (size, content type, author, summary)
One-click restore to any prior version
Configurable retention count per file

Sharing & Permissions

Per-item membership (User / Team / Department)
Roles: Viewer / Commenter / Editor / Manager
Inheritance from parent folder
External tokenized share links
Optional password protection on external links
Expiration and download-count limit on external links
Audit trail for every share, download, and view

Preview & Search

In-browser PDF preview
Image lightbox with EXIF-aware thumbnails
Video player for common formats
libvips-powered thumbnail generation
Full-text search on filenames
AI semantic search on extracted document contents

Integrations

Workspace Files tab backed by per-workspace Drive
Stable attach-to-record API for other apps (planned) Roadmap — Forms, Service Desk, eSignature
AI agent for natural-language file operations Post-MVP

Limits & Specs

Default max upload size: 500 MB (admin-configurable)
Default version retention: 20 versions per file
External link max lifetime: 30 days (admin-configurable)
Soft-delete retention: 30 days
Pricing: Included with MangoApps Workforce

Use cases

Team workspace files

Every workspace gets a Shared Drive automatically. Members upload meeting notes, decks, and assets that follow workspace lifecycle.

Personal scratch space

Users keep work-in-progress drafts in My Drive, then move final versions to a Shared Drive when ready to publish.

Client deliverable handoff

Generate a password-protected external link with a 7-day expiration to send a signed contract to a client without granting platform access.

Department file server

Admin provisions Shared Drives per department (HR, Finance, Engineering) with team-level permissions and folder-level overrides.

Source-of-truth document repository

AI semantic search lets employees ask questions like "what is our travel reimbursement policy?" and get answers from inside uploaded PDFs.

FAQ

HR Files is purpose-built for confidential employee documents (contracts, IDs, performance reviews). Libraries is a curated catalog for sharing forms, links, and media. Drive is the general-purpose file system any team or person can use for everyday files and folders.

When the Drive app is enabled, every workspace automatically gets a Shared Drive. The Workspace Files tab becomes a view into that drive — existing files are migrated without re-uploading the underlying blobs.

Yes. Generate an external share link from the share dialog. You can require a password, set an expiration, and limit the number of downloads. Every access is logged.

Re-uploading a file with the same name creates a new version. Each version keeps its own author, size, and timestamp. You can view, download, or restore any prior version with one click.

Yes. Filenames are indexed for full-text search. When semantic search is enabled, document contents are extracted, chunked, embedded, and queryable in natural language alongside other apps in global search.