Connect file storage
Keep document scans and other uploaded files in your own Microsoft 365 or Google Drive. ValiCrew never keeps the files itself.
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ValiCrew works from the details you record: document numbers, issue and expiry dates. Expiry tracking and reminders work without a single file. When you also want to keep scans of passports, visas, licences and receipts, or photos people hand in for tasks, connect your own cloud storage.
Files then go to your own SharePoint library or to a folder in your own Google Drive, never to ValiCrew's servers. Until storage is connected, nobody can upload a file.
Only Admin can connect or change file storage. A custom role needs workspace.manage. Giving one company a library of its own is done on the company record, which needs companies.manage.
Connect Microsoft 365
- Go to Settings and choose File storage.
- Under Where your files live, choose the Microsoft 365 · SharePoint card.
- Sign in as your Microsoft 365 admin and approve the connection. You approve once; no passwords are shared or stored.
- Back in ValiCrew, the card shows Choose library. Choose it, pick the SharePoint site and the Document library, then choose Submit.
ValiCrew checks that it can save a file in that library, then turns file uploads on. Each company gets its own folder inside the library.
Connect Google Drive
- Go to Settings and choose File storage.
- Choose the Google Drive card.
- Approve once with your Google account.
ValiCrew creates a folder named ValiCrew in that Drive, checks that it can save a file there, and turns file uploads on. It can only ever see the files it created.
You can use one storage connection at a time. The card you are not using shows Disconnect the current storage first to switch.
Check or pause uploads
The File storage section at the top shows File uploads are enabled, or Records only, no files stored while uploads are off.
- Check connection tests that ValiCrew can still reach your storage.
- To pause uploads without disconnecting, choose Change file storage, turn off Store document files, and choose Submit. Files already stored stay readable; everything else works the same.
Give a company its own library
With Microsoft 365, every company uses the default library unless you choose another one for it.
- Open the company and go to the Operating settings tab.
- In the File storage section, Files are kept in shows where its files go now.
- Choose Change location. Under Location, choose A library of its own, then pick the SharePoint site and Document library. Choose Workspace default to go back.
- Choose Submit.
Files already uploaded stay where they are and keep working; only new uploads go to the new place. Once the company's folder exists, Open in SharePoint opens it.
ValiCrew controls which company each person can reach inside the app. Anyone with direct access to the connected SharePoint location can browse its company folders, so keep access to that library limited.
Disconnect or switch storage
Disconnect forgets the connection. It only works once no stored files remain: remove or erase every stored file first, so existing files are never stranded. To stop new uploads while keeping existing files, pause uploads instead.
After you disconnect, uploads are off until you connect storage again. To move from Microsoft 365 to Google Drive, or the other way, disconnect first and then connect the other one.