In the previous articles we introduced Google Drive labels and covered how they can be helpful for increasing data security and maintaining and demonstrating compliance with data protection regulations.
In this article, we’ll talk about how Drive labels can be helpful for file organization and increased productivity.
You can add up to five labels to a file. Each standard label can have up to ten fields. Labels offer many ways to structure your organization’s data in Google Drive. Let’s explore some examples and how they can be helpful.
There are five types of fields you can assign to a label:
A well-structured Drive labels system can significantly boost productivity and teamwork in your organization. It is a super-efficient file finder at your disposal. Consider, for instance, quickly locating all sales-related contracts in a specific country, in the “draft” stage, and due for approval tomorrow. This level of precision simplifies collaboration and keeps your workflow smooth and organized.
We have prepared some examples to inspire your Drive label structure for optimal file organization. As an admin, share these with your colleagues and encourage them to think about the labels and label fields that would benefit their work. Each team’s needs are unique, so the more time they invest in considering how Drive labels can assist them, the fewer adjustments you will need later on.
Options list field
- Department or team: A drop-down options field could require end users to choose their department, for instance, “Marketing”, “Legal”, “Sales”. This can be helpful in large organizations.
- Project phase: Could be used to keep projects on track. Options like "Planning," "In Progress," or "Completed" help you monitor progress at a glance.
- Approval status: You could also create a drop-down options field to allow end users to specify the approval status of a document: “Pending approval”, “Approved”, ”Not Approved”.
- Priority: Add a field that requires end-users to specify priority of a document: “Low”, “Medium”, or “High”.
- Contract status: This field might include options like “Draft”, “Under review”, “Active”, “Terminated”, “Suspended”, “Expired” or “Not started”.
- Country or region: For cross-team collaboration between teams operating in multiple countries, consider adding a field for end-users to specify the document’s associated country or region. This makes it easier to locate all documents relevant to one specific country.
Number field
Number fields can be used to store any numerical metadata related to documents that is relevant in your field of business, such as:
- Order or invoice numbers: Add a number field for tracking orders, invoices, or reference numbers.
- Duration: Add a field where end-users can enter project completion times or task duration.
- Product IDs: Add a field where unique product identification numbers can be assigned by end-users. This helps to locate all files related to a specific product faster.
Date field
Add a date field to a label to enable end-users to add helpful information to the document’s metadata, such as:
- Task deadline date: Helpful in tracking task deadlines or project milestones.
- Contract or license renewal date: Useful for specifying when a contract is up for renewal.
- Payment due date: Can be used to indicate when a payment is expected or when an invoice should be paid.
- Policy effective date: For insurance or legal documents, specify when a policy becomes effective.
- Review date: Useful for setting dates for the document’s review, approval, or audits.
Text field
- Client name: Text fields can be used to specify "Client Name" to provide instant access to client-specific documents. Easily locate files related to "Client A" or "Client B."
- Project name: Add a text field where end-users can enter a project’s name. This will allow them to quickly locate all documents related to a certain project.
Person field
Person fields can be used to document various roles and responsibilities associated with a document, for instance:
- Requesters: For projects involving multiple stakeholders from various teams or departments, add a field to record the name of the person who initiated the document's creation.
- Approvers: Add a field for end-users to designate individuals responsible for approving or authorizing the document before it's finalized or published.
- Auditors: Add a field to allow end-users to identify people responsible for auditing or quality assurance processes related to the document.
- Supervisors: For HR or personnel documents, add a field for assigning supervisors or managers responsible for the document's content.
- Sales Representatives: In sales-related documents, create a field where end-users can specify the sales representative responsible for a particular client or sale the document is associated with.
- Support Contacts: For technical documents or user manuals, give end-users an option to name support contacts for assistance.
In conclusion, Google Drive Labels offer a versatile toolkit for optimizing your digital workspace. Whether you’re aiming to streamline organization, enhance collaboration, or secure your company’s data and ensure compliance, labels can adapt to your specific needs. By harnessing the power of structured labeling and intuitive fields, you empower your team to work more efficiently and cohesively.
