# Optiwork Drive: Corporate storage with governance, audit, and versioning built in > A corporate Drive with unlimited version history, full audit trail, formal approval workflows, and granular permissions. Built for mid-market companies whose files now carry legal, financial, and contractual weight. **Page:** https://work.optidata.com/drive **Related:** [Free trial](https://work.optidata.com/free-trial) ยท [Talk to our team](https://work.optidata.com/contact) --- ## A Drive that remembers what every other Drive forgets. Optiwork Drive holds your files in one place, and it also keeps the history behind them, every version, edit, and shared folder ready for any audit. - **Start free trial**. No credit card required. - Or talk to our team for a guided walkthrough. --- ## When the company outgrows "just save it to the Drive." **Files you can't audit.** Three people edited the same contract. Two saved over each other. A year later, nobody can tell you who changed what, when, or why. The version that mattered is gone. **Approvals that don't count.** A thumbs-up in chat. An "approved" reply in email. A verbal yes before the meeting. None of them survive a finance review, a vendor dispute, or a compliance check. **Permissions that drift.** A folder shared once with a vendor, never revoked. An ex-employee still on a shared link. A budget spreadsheet open to the whole company by accident. Every quarter, a quiet leak. --- ## A Drive built for files that have weight ### Governance from the first save Granular permissions at the folder, group, and user level, plus important-file monitoring that notifies you the moment someone opens, edits, shares, or downloads. ### Versioning that doesn't expire Every save is a version. Every version is recoverable. No 30-day caps, no 180-day caps, no version count limits. Roll back a contract to last Tuesday's draft, or compare two versions side by side, three years apart. ### Approvals that count as approvals Formal approval requests with deadlines, notes to approvers, and a download-permission switch. Every decision, pending or approved or declined, logged on the file itself and tracked in your Notifications Central. ### An audit trail you can hand to an auditor Who did what, when, from which IP and device, every action on every file, on the record. See which share links went public, what was locked, unlocked, or deleted. Search it, filter it, export the report for legal or compliance. --- ## Capabilities your file system finally has. ### Unlimited version history Every version of every file, kept for as long as your retention policy says. Right-click any file, open Information, and the Versioning tab shows who saved each version, when, and from where. Download or restore any previous version in one click. ### Formal approval workflows Send a contract, a policy, a budget line for formal sign-off. Pick the approvers, set a deadline, write a note, and choose whether they can download or only view. Approvers can reject with a justification, and the full decision log lives on the file forever. ### Important-file monitoring Flag a file as Important and the system watches it for you. Any view, edit, share, or download from another user triggers a notification in your Notifications Central. Useful when "this can't go wrong" actually means it. ### Granular permissions, down to the user Internal sharing with View, Edit, or Manage permission levels. External link sharing with password protection, email-confirmation requirements, download toggles, and upload toggles for folders. Revoke any access in one click. ### Full audit trail, exportable Every action on every file (open, edit, share, download, rename, move, duplicate, copy, delete, restore, permission change, approval state change) logged with user, timestamp, action, and originating IP. Exportable for compliance review. ### Smart recovery, 30-day rollback Smart trash with one-click restore for deleted files and folders. Toggle "Show deleted items" inside any folder to see what's recoverable inline. Permanent delete requires a deliberate second action. ### Files connected to your customers and projects Link any file to a contact, a project in execution, or an approval workflow. The proposal, the signed agreement, the contract draft, all attached to the customer they belong to and the project they support. ### Optiwork AI, native to the Drive Generate documents, notes, and images directly inside the Drive. The AI saves output straight into the folder you're standing in, with the same permissions and audit log applied. Bound to your company-managed folder structure, never running outside it. --- ## What's inside Optiwork Drive. ### Storage and organization - Company folders: admin-controlled root structure with locked permissions, configured by your workspace administrator - Shared with me: every file or folder shared into your workspace - Shared by me: every file or folder you've shared, in one view - Favorites: pin files and folders for one-click access - Important: flag a file and monitor every interaction on it - Approvals: Received and Sent tabs, with status on each request - Recent: pick up where you left off, across desktop and mobile - Deleted items: 30-day soft-delete with one-click recovery - Tags: apply category or priority labels, filter from the sidebar ### File operations - Upload via system button, drag and drop, copy-paste from clipboard, or QR-code scan from mobile - Folder upload preserving the nested structure - Move to another folder - Duplicate inside the same folder - Copy to another folder - Rename, download, restore from trash - Permanent delete with confirmation - Inline "Show deleted items" filter inside any folder ### Versioning and history - Unlimited version history with no expiration by default - Versioning tab on every file: who saved each version, when, from where - Download any previous version - Restore any previous version in one click - Compare versions side by side ### Sharing and access control - Internal sharing with three permission levels: - View only: see content, no changes - Edit (and view): edit, upload to the folder, see content - Manage: full access including delete - External link sharing with: - Allow Download toggle - Allow Upload toggle (folders only) - Require email confirmation before access - Password protection on the link - Send by email, by protected link, or by direct send - Stop sharing with one click ### Approvals - Request approval on any file with deadline and note for approvers - Choose multiple approvers - Toggle whether approvers can download or only view - Approvers can reject with a justification recorded on the file - Pending, Approved, Declined states logged forever - Tracked in Notifications Central for every participant ### Optiwork AI, inside the Drive - Create text: generates a note document into the current folder - Create image: generates an image into the current folder - AI runs only inside company-managed folders, with full audit logging and the folder's permissions applied ### Governance and monitoring - Important-file monitoring with notifications on view, edit, share, and download from other users - Full audit trail per file (user, timestamp, IP, action) - Audit log exportable for compliance review - Granular permissions at folder, group, and user level - Workspace-level retention policy configuration ### Security - Two-factor authentication via Optiwork Mobile or any standard authenticator app (Google Authenticator, 1Password, Authy) - Encrypted in transit and at rest - ISO 27001-ready infrastructure - SAML SSO available on Enterprise plans - Scheduled retention purges for regulated workloads (Enterprise) ### File types, mobile, and integrations - Preview 200+ file formats inline - Native editing of .docx, .xlsx, .pptx with no lossy round-trip - PDF support throughout - Mobile apps for iOS and Android with full upload, preview, sharing - Upload from QR code on mobile, directly into the right folder - Files linkable to contacts, projects, and approval workflows - Single audit log across the entire Optiwork workspace --- ## Native to the workplace your team already uses. Optiwork Drive isn't a standalone storage product. It's the file layer of the same workspace your team uses for email, chat, projects, and calendars. That means: - A file shared in chat is the same file in the Drive - An approval requested in Projects is the same approval logged in Drive - A contract linked to a contact is visible from both the contact record and the file - Permissions, audit trail, and version history apply everywhere a file appears One environment, one audit log, one source of truth. --- ## Bring your folders. Keep your permissions. Mid-market migrations break on three things: lost permissions, lost version history, and a half-finished cutover that drags for six months. We handle all three. - Folder structure rebuilt one-to-one, including nested permissions - Existing group and user access mapped, not flattened to "view-only" - Shared external links re-issued, re-validated, and re-secured - Existing .docx, .xlsx, .pptx, .pdf, and 200+ other formats open and preview natively - Side-by-side cutover: your old environment stays in place until your team has fully moved, folder by folder - 30-day recovery window after cutover, with full version history imported where the source system allowed it [Plan your migration with our team](https://work.optidata.com/contact) --- ## Frequently asked ### How long is version history kept? Every version of every file, with no expiration by default. Open any file's Information panel, switch to the Versioning tab, and you'll see every save, who made it, and when. Retention is configurable at the workspace level for organizations that need scheduled purge. ### What does the audit trail actually capture? Every action on every file: open, edit, share, download, rename, move, duplicate, copy, delete, restore, permission change, approval state change. Each entry includes user, timestamp, action, and originating IP. Exportable to CSV and PDF. ### Can we control exactly what external recipients can do? Yes. Every external share lets you toggle Allow Download, require email confirmation before access, and protect the link with a password. For folders, you can also toggle Allow Upload. Every external action is logged on the file, and you can stop sharing in one click. ### What permission levels can we set for internal sharing? Three levels: View only (read access), Edit (read and write, plus upload), and Manage (full access including delete). Set at the folder level and inherit downward, or override per sub-folder. ### Where does Optiwork AI work, and where doesn't it? AI runs only inside company-managed folders, with the folder's permissions and audit log applied. It cannot generate content in personal scratch folders or outside the governed workspace. This keeps generated content auditable and bound to your information architecture. ### How does two-factor authentication work? Two options: the Optiwork Mobile app (push approval at login) or any standard authenticator app, including Google Authenticator, 1Password, and Authy. Configurable per user under Security in the account menu. ### How do we upload large folders or migrate at scale? Standard upload supports drag and drop, system selector, copy-paste, and folder upload. For very large transfers, your Customer Success analyst plans a server-side migration that preserves structure, permissions, and version history wherever the source system allows. ### Will our existing files still work? Yes. .docx, .xlsx, .pptx, .pdf, and 200+ other formats render natively in preview and open in our collaborative editor for inline editing. Office files round-trip without loss. ### Is the data safe? Where does it live? Files are encrypted in transit and at rest. Infrastructure is ISO 27001-ready and hosted in [region]. Enterprise plans add dedicated infrastructure, SAML SSO, scheduled retention purges, and granular residency choices. Your data is exportable, in standard formats, at any time. ### How does the trial work? 14 days, full access, every feature unlocked. No credit card. Migration help is included during the trial, so you can move a pilot team before deciding. --- ## Get started Your contracts, approvals, and audit-ready files deserve a Drive built for them. Start with a 14-day trial of the full product. Move a pilot team during the trial, with our migration help, and see the audit trail you've been missing. - [Start free trial](https://work.optidata.com/free-trial). No credit card. Cancel anytime. - [Book a 30-minute demo](https://work.optidata.com/contact)