Google Drive

The system uses GDrive to keep documents that are produced in different Offices by different people. For each newly created Office, the system generates a pre-defined storage structure for documents and other assets. All users are associated with specific Google groups depending on the system roles they have.

Google groups

When a new Office is created, Google folders in the Office are also automatically created on Google Drive. Thus Google groups, folders structure and sharing folders are generated. All Office users are automatically added to the following groups:

• [OFFICE_NAME]@gjgardner.com.   
• [OFFICE_NAME]_all_users@gjgardner.com

OFFICE_NAME will be replaced with the Office System Name (for more information see System Variables – Franchisee tab).

Office users are also added to particular groups, depending on their system roles as it is shown in the table below:

System role	Google group
Franchisee	[OFFICE_NAME]_franchisee@gjgardner.com
Job Admin	[OFFICE_NAME]_admins@gjgardner.com
Estimator	[OFFICE_NAME]_estimators@gjgardner.com
Supervisor	[OFFICE_NAME]_supervisors@gjgardner.com
Accountant	[OFFICE_NAME]_accounting@gjgardner.com
Salesperson	[OFFICE_NAME]_sales@gjgardner.com

Google Drive Folders

Depending on Users Role, different folders will be shared on Google Drive.

Document templates folders

Document templates are stored in two different locations for different purposes

Folder	Subfolder	Permissions
[OFFICE_NAME]-Templates-draft	Job Docs Templates – draft	Franchise – view/edit Job admin – view/edit
[OFFICE_NAME]-Templates	Job Docs Templates

NOTE

Please use [OFFICE_NAME]-Templates-draft for copying and editing Master Document templates. After editing is completed, copy them manually in Google Drive or via Manage Letter Templates functionality. 

Please find an example of the Denver office’s Job Doc Templates – draft folder below:

Contacts Folder

In the “Contact Folder” folder, all folders for Contacts in the system are stored.

Users with Franchise and Job Admin system roles have view/edit permissions in Contacts Folders.

When a new contact is added to the system, a folder named [ContactName_ID] (ID is automatically generated by the system during creation process) is created.

Example of the folder name: JohnSmith_8NPW

Depending on the Contact type (it might be: Customer, Supplier, Employee, Debtor, Finance Company, Local Authority, Other), a sub-folder named [ContactName_ID_Type] is created.

Example of the folder name: JohnSmith_8NPW_Debetor

If a new contact type is added, a new sub-folder is created. A contact might have 7 sub-folders as all contact types might be assigned to them:

NOTE

There is a permission exception for [ContactName_ID_Customer] folder. View/edit permissions are granted to users with Salesperson system role and if that Salesperson has “Allow access to all Leads”  or “Allow access to Salesperson’s Leads” or if the Contact is his/her own Lead.

Besides the Salesperson, users with Franchise system role are also granted with view/edit permissions to [ContactName_ID_Customer] folder.

When Sales Folder for the Customer is created, the system creates a separate folder under the Customer folder. The folder name consists of:

• Name of the Sales Folder which is created in the system;
• Sales Folder unique identification.

Example of the folder name: If the Sales Folder is named Quote 1 the folder will be Quote 1_8YHK

At the same time under the folder described above, a separate Plans folder is created:

Migrated from legacy folder

Migrated from legacy folder contains files for Contact migrated from the legacy program:

View permission only

The table below represents the folders that users with specific system roles have view permission:

Folder	System roles
RFQ attachments	Franchise Job Admin Accountant  Salesperson Estimator Supervisor
[MASTER_ZONE_NAME]-House Estimate_Plans	Franchise Estimator

Job Docs folder

Job docs folder contains all files and folders for Jobs.  When Job is created, Job Docs folder and subfolder named [CustomerName]_[Job_Number] are created.

Example of the folder name: JohnSmith-45036

The Job Docs’ sub-folder (JohnSmith-45036 in the example above) contains the following sub-folders:

• Orders
• Images
• Plans
• Construction
• Migrated from legacy
• Communication
• Contracts and Draws

Job Docs permissions

Permissions for the Job Docs folder are shared as follows:

System roles	Permissions type	Exceptions
Franchise	view/edit	–
Job Admin	view/edit	–
Accountant	view	●        Contracts and Draws sub-folder: edit
Estimator	view/edit	–
Supervisor	view	●        Image sub-folder: edit   ●        Constructions sub-folder: edit