Shared Folder Structure

Access and Permissions

Design Assistant: Access to Active Projects, Templates, and Team Collaboration.
E-commerce Specialist: Access to Active Projects/Listing_Assets, E-commerce, and Templates.

Google Drive Folder Structure

Here’s a hierarchical folder structure designed for your team collaboration:

Studio
   ├── 📁 1. Active Projects
   │   ├── 📁 Project_Name_1
   │   │   ├── 📁 1. Drafts
   │   │   ├── 📁 2. Refined
   │   │   ├── 📁 3. Packaged
   │   │   └── 📁 4. Listing_Assets
   │   └── 📁 Project_Name_2 
   │       ├── 📁 1. Drafts
   │       ├── 📁 2. Refined
   │       ├── 📁 3. Packaged
   │       └── 📁 4. Listing_Assets
   ├── 📁 2. Archive (Inactive Projects)
   │   ├── 📁 2023
   │   │   ├── 📁 01_January
   │   │   ├── 📁 02_February
   │   │   └── ...
   │   └── 📁 2024
   │       ├── 📁 01_January
   │       ├── 📁 02_February
   │       └── ...
   ├── 📁 3. Templates
   │   ├── 📄 Naming_Convention_Guide
   │   ├── 📄 Product_Listing_Template
   │   └── 📄 Design_Brief_Template
   └── 📁 4. E-Commerce Shop
       ├── 📁 Product_Listings
       ├── 📁 Marketing_Assets

Explanation of Each Folder

1. Active Projects

This folder contains subfolders for each ongoing project (e.g. product name)
Each project folder has the following subfolders:

1. Drafts: Store initial artwork files and sketches.
2. Refined: Store refined versions of the artwork after feedback and adjustments.
3. Packaged: Store final packaged files ready for e-commerce (e.g., resized, formatted, watermarked).
4. Listing_Assets: Store assets for product listings (e.g., product photos, descriptions, SEO tags).

2. Archive

This folder stores completed projects organized by year and month.
Example:

2023/01_January/SunsetDreams: Contains all files related to the "SunsetDreams" project completed in January 2023.

Archived files are renamed according to the naming convention for easy retrieval.

4. E-commerce

This folder contains files related to your e-commerce operations:

Product_Listings: Store finalized product listings and descriptions.
Sales_Reports: Store sales data and performance reports.

Automation Tips

Google Drive + Zapier:

Automate file renaming and organization using Zapier. For example, when a file is added to the Drafts folder, Zapier can rename it according to the naming convention and move it to the Refined folder after approval.

Google Drive + Google Sheets:

Use Google Sheets to track file versions, project statuses, and task assignments. Link files directly from Google Drive for easy access.

Google Drive + Slack:

Set up notifications in Slack whenever a file is added or updated in specific folders (e.g., Packaged or Listing_Assets).