One person · Setup 2 of 3
Their own files
How do your files become usable work instead of a pile of documents? The routine reads approved files, writes only to a draft area, and you check what leaves.
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Approved inputsAgent: read only
Drive / Sales-Approved
followup-templates-v3.docxTone and structure
Reviewed Oct 2026. It gives each draft its structure and voice, so you correct facts and judgment instead of rewriting from a blank page.
pricing-reference-2026-10.pdfCurrent prices
Recheck monthly. Stale pricing is replaced, never edited in place, so an old version cannot quietly change.
good-examples-v2.mdQuality bar for review
Accepted examples give the review step something concrete to compare against. Like every approved file, this one has an owner, a version and a review date.
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Working draftsAgent: can write
Drafts /Unfinished until you check it
The one writable document folder in this example. A proposal might use the approved pricing and template, with the draft created here. Nothing in this folder has been accepted yet.
repo / scripts / weekly-report.pyCode, Git versioned
Code lives in a separate repo with history, apart from documents. A bad change to a script can be traced and undone without touching approved files.
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Checked outputYou: approve
Owner checks, then sendsYour version is the one that counts
The draft becomes accepted work only after you check it. If it later becomes a model for other work, it joins the approved folder as a new version with an owner and review date.
HubSpot noteThe record of what happened
Every send gets a HubSpot note. HubSpot stays the record for customer status, so that status is not scattered across folders.
Outside the routine: Clients-Restricted / and personal foldersNo agent access
The owner’s personal folders and Clients-Restricted stay unshared with agent accounts, and restricted client data stays out of agent folders.
Having access to a file is not permission to use every piece of information inside it.
Check your own setup: can you name who owns each approved file, which version is current and when it is next reviewed? If not, start there.
- Their own toolsSee which role reads and writes these files
- Quick to startSee when this folder setup happens
Complete sample folder and file rulesThe full tree, its rules and example permissions
Their own files
Sample folder
- Drive / Sales-Approved
- followup-templates-v3.docxTone and structureReviewed Oct 2026
- pricing-reference-2026-10.pdfCurrent pricesRecheck monthly
- good-examples-v2.mdQuality bar for review
- Drafts /Agents can write
- repo / scripts / weekly-report.pyGit versioned
- Clients-Restricted /No agent access
Rules for files
- Every approved file has an owner, a version and a review date.
- Stale pricing is replaced, never edited in place.
- Code lives in a separate repo with history, apart from documents.
- Restricted client data stays out of agent folders.
Example permissions. Sales-Approved is shared read-only and Drafts is writable. The owner's personal folders and Clients-Restricted stay unshared with agent accounts. HubSpot stays the record for customer status.