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Document Management

Centralized document storage, organization, and retrieval system with AI-powered search, intelligent categorization, and smart workflow optimization.

Current Integrations

The following cloud storage and productivity services are fully connected and ready to use today.

Google Drive

Browse your Drive hierarchy, open Docs, Sheets, and Slides files; import any file into your TotalApp workspace with a single click.

✓ Available

Google Sheets

Select a Sheets file from your Google Drive and the data is imported directly into TotalApp's built-in spreadsheet editor. Changes you make in TotalApp do not affect the original file.

✓ Available

OneDrive & SharePoint

Access your Microsoft 365 files and SharePoint document libraries. Supports personal OneDrive and organization-wide SharePoint sites.

✓ Available

Notion

Connect your Notion workspace and pull page content directly into TotalApp. Ideal for teams who maintain a knowledge base in Notion.

✓ Available

Dropbox

Browse folders and files in your Dropbox account. Import individual files or entire folders into the TotalApp document viewer.

✓ Available

Import from Google Drive

The Google Drive integration lets you pick any file from your Drive — PDFs, images, Docs, Slides, Sheets, or anything else — and bring it into My Documents. Google-native files are automatically converted to an open format (docx/xlsx/pptx/png) on import.

See the Google Drive guide for full setup instructions and supported file types.

Import from Google Sheets

Document Management includes a Google Sheets integration that lets you pull live spreadsheet data directly into TotalApp's built-in editor. Select a file from your Google Drive, and the data is imported as an editable spreadsheet — one-way, so changes you make in TotalApp do not affect the original Google Sheets file.

This feature is also accessible directly from the My Spreadsheets screen — you don't need to open Document Management first. See the Google Sheets guide for full setup instructions.

Embedded AI Assistant

Document Management includes an intelligent AI assistant that helps you organize, find, and optimize your document workflows. The assistant understands document content and context to provide smart recommendations and streamline your information management.

Intelligent Document Organization

AI analyzes document content and suggests optimal folder structures. Recommends categorization schemes based on document types, projects, and metadata patterns in your workspace.

Content Search & Retrieval

Understands document meaning and context beyond keyword matching. Finds relevant documents even with loose or vague queries, supporting natural language search like "contracts from Q1".

Smart Summarization

Generates concise summaries of long documents for quick reference. Highlights key points, decisions, and action items from contracts, reports, meeting notes, and presentations.

Workflow Optimization

Analyzes document patterns and usage to suggest process improvements. Identifies missing documentation, proposes automation opportunities, and recommends workflow refinements.

How to Use the AI Assistant

  1. Open the AI Assistant: Click the "Sparkles" icon tab on the right edge of your screen. The panel opens as a side drawer, keeping your document list visible.
  2. Ask Questions About Your Documents: Query the AI about your documents: "Find all contracts from 2024", "Summarize the Q3 financial report", or "What documents are related to the marketing campaign?"
  3. Get Organization Suggestions: Ask "How should I organize these financial documents?" or "What categories do you recommend for my project files?" The AI proposes structures based on your content.
  4. Review Recommendations: The assistant provides actionable suggestions with explanations. You can ask follow-up questions to refine the recommendations.
  5. Implement Changes: Once satisfied with suggestions, apply the AI's categorization and tagging recommendations to organize your document library.

Real-World Example: Organizing a Legal Library

Scenario: You have 500 documents accumulated over several years — contracts, agreements, amendments, and supporting notes — scattered across multiple folders with inconsistent naming.

AI Suggestions Provided:

  • Organization: "Create folders: Clients/{Client Name}/Contracts/{Year}. This structure supports quick retrieval by client and contract date."
  • Tagging: "Auto-tag documents: Contract Type (NDA, SLA, MSA), Status (Active, Expired, Draft), and Renewal Date. This enables filtering and alerts."
  • Search Scenario: User searches: "Find all active NDAs expiring in 2025". AI returns relevant documents without manual folder navigation."
  • Workflow Improvement: "You're manually tracking renewals in a spreadsheet. Implement automated renewal alerts based on document metadata instead."

After organizing using AI suggestions, your legal team saves hours per month on document retrieval and renewal tracking.

Integration with Document Workflows

The AI Assistant works alongside document management tasks like uploading, editing, sharing, and archiving. Use the assistant to plan your information architecture, then implement organization suggestions as you upload new documents. The assistant learns from your categorization patterns over time, improving its recommendations.