Best practices for file management and document storage in monday.com
Our team struggles with file organization in monday.com. Files get scattered across different items and boards, and we can't find anything. What are best practices for file and document management in monday.com? Should we use the native file storage or integrate with Google Drive/Box?
2 Answers
The native file storage is convenient but not designed for serious document management. Best practice: use Google Drive or Dropbox integration exclusively, then use the 'File' column type to create links to those files, not upload directly to monday. Here's the system we use: 1) Create a consistent Drive folder structure: /ClientName/ProjectName/Phase/Deliverable type. 2) In monday, use the 'File' column but enable 'Link to Drive' - this shows previews and version history directly in monday. 3) For version control, include version numbers in file names (v1, v2) and use the 'Last Updated' column to track. 4) Create a 'Document Register' board that indexes all project documents with links to their Drive locations - makes searching much easier than digging through board items.
For creative teams specifically: use the 'Proofing' feature in monday.com for design reviews - it allows annotation directly on images and PDFs. Link these proofs to your Drive files. Also, set up automations to notify team members when new files are added to their items - reduces 'did you see the latest version?' questions.