What you will learn What it means to put a file in a workspace, who can see it, and what to check before uploading.
If file formats are unfamiliar, start with Shapes of data.
Drive is not merely storage. Documents you upload become reference material for agents.
HyperTeamsgraph TD
A["Upload a file"] --> B["Split the content into chunks"]
B --> C["Index each chunk as a vector"]
C --> D["A question finds the nearest chunks"]
D --> E["Answer grounded in those chunks"]The fundamental way to reduce hallucination is "give it material and have it answer from within that." Drive is where that material accumulates, per workspace.
It holds files and folders. The address is /w/<handle>/d/<path>.
Split folders by "who may see this." It is easier to manage than granting permissions file by file.
Each file can carry view permission, granted to one of two kinds of target.
| Target | Meaning |
|---|---|
| Department | by department |
| Individual | a specific member only |
Grant to departments. Grant to individuals and every staff move means editing files one by one, and when that slips someone who left keeps seeing them. The principle from groups and departments applies to files too.
You can set how far an agent looks when it searches Drive.
The per-channel setting matters most. With all of Drive open to the chat widget, internal documents become material for visitors' questions.
The third is the easiest to miss. The moment you upload, every entrance to that workspace can reach it — the widget, email, and the API.
| Suitable | Unsuitable |
|---|---|
| Product specs and catalogues | rosters containing personal data |
| Policies and manuals | unpublished financials (if any channel is open) |
| Frequently referenced templates | temporary files and intermediate output |
| FAQs and response guidelines | large original media |
"Frequently referenced, and acceptable to leave the building" makes the best candidate.
The names are similar enough to confuse.
| Drive | Working directory | |
|---|---|---|
| Where | the cloud | your machine |
| What | material to reference | files to actually change |
| The agent | reads it for answers | edits and creates |
| The team | sees it together | when the system is registered |
Drive is what you put there to be read; a working directory is what you put there to be changed.
1. How does uploading to Drive differ from plain storage?
Uploaded documents are indexed and become the basis for an agent's answers. They are split into chunks, indexed as vectors, and the chunks nearest a question are used to ground the answer.
2. Why grant file permissions to departments rather than individuals?
Because individual grants mean editing files one by one on every staff move, and when that slips, people who left keep seeing them. Department grants follow from changing membership alone.
3. What is the easiest check to miss before uploading?
Which channels can reach the file. From the moment you upload, every entrance to that workspace — widget, email, API — can reach it.
Next, connecting your own machine → Connecting a system
Drive ├─ product/ │ ├─ catalogue.pdf │ └─ specs.xlsx ├─ policies/ └─ contract-templates/✗ widget → all of Drive✓ widget → the product/ folder only□ should this file be in the workspace at all□ does it contain personal data□ which channels can reach this file□ does it need a department permission