How to Store and Manage Documents in Uku
TL;DR: Uku centralizes all client documents in one place. Connect Google Drive, OneDrive, SharePoint, or Dropbox to automatically sync files uploaded through tasks, the client portal, or forwarded emails. All documents are organized under each client's Documents tab.
Who can do this
Any Uku user can upload and view documents
Document Management Integration (Google Drive, OneDrive, SharePoint, Dropbox) requires the Elite plan
Admin access is needed to configure integration settings
Supported integrations
Google Drive
Microsoft OneDrive
Microsoft SharePoint
Dropbox
Activate Document Management (Elite Plan)
If you are on the Elite plan, connect your document repository first:
Go to Settings & Apps from the main menu.
Find and select Documents.
Select Activate to enable the app.
Open the Settings tab.
Choose Connect your existing document management system.
Select your provider (Google Drive, OneDrive, SharePoint, or Dropbox).
Grant Uku permission to access your documents.
Select the main folder where all Uku documents will be stored.
Configure Folder Structure Settings
Stay in Settings & Apps > Documents > Settings.
Choose your folder organization preferences from the options below.
Available folder options
Automatically create Public folder for client files and Private folder for member files — generates two separate folders per client: a Public folder accessible to both client and team, and a Private folder for internal team files only.
Automatically create Year / Month subfolder under each client for file sorting — organizes files by year and month subfolders, making it easy to navigate historical files.
Automatically create Notes and Templates subfolders under each client for file sorting — adds dedicated Notes and Templates subfolders within each client's folder.
Add task files added by Members — files uploaded by team members to tasks are automatically added to the relevant client's folder.
Add task files added by Clients (from emails and client portal) — files uploaded by clients through emails or the client portal are organized into the correct client folder.
Backup files to Uku file storage — backs up all client files to Uku's secure storage as an extra layer of protection.
Upload Documents to Tasks
The most common way to add documents is directly within tasks:
Open any task from your Dashboard or a client card.
Navigate to the Documents section of the task.
Select Add attachment or drag and drop files.
Files upload immediately to:
The task itself
The client's Documents tab
Your connected repository (if integration is active)
Add descriptions or notes about the document if needed.
Receive Documents via Client Portal
Let clients upload documents directly to you through the portal.
Set up the Client Portal document link
Open the client's profile and select Edit.
Find the Client Portal section.
Locate the Document management link field.
Paste the URL to your shared Google Drive, OneDrive, or SharePoint folder for this client.
Save changes.
Client experience
The client logs into your portal.
The client selects Documents in their menu.
The shared folder opens where they can:
Upload documents directly to your repository
View documents you have shared with them
Organize files in agreed-upon folders
Enable Document Digitization (Optional)
Activate digitization in Settings & Apps > Company Settings.
On the client card, add a Digitization email address (e.g., for Costpocket or Envoice users).
Under any task, select Digitize.
Convert Incoming Emails to Tasks with Documents
Turn client emails into tasks automatically, with attachments included.
Setup
Go to Settings & Apps > Emails.
Find your unique Email to Task forwarding address.
Usage
Receive an email from a client with attachments.
Forward the email to your Uku address.
Uku automatically creates:
A new task with email content in the description
All email attachments as task documents
View All Client Documents
Access every document for a client in one place:
Open the client card.
Select the Documents tab.
Change or Disconnect Document Management Integration
You can disconnect your document repository or switch to a different provider at any time.
To disconnect
Go to Settings & Apps from the main menu.
Select Documents > Settings.
Find the connected folder or provider you want to disconnect.
Select the Disconnect button.
Confirm your choice.
What happens when you disconnect
Existing documents:
Files already uploaded remain in your repository (Google Drive, OneDrive, SharePoint, or Dropbox).
Documents in Uku cloud storage remain accessible in Uku.
No files are deleted from either location.
Document links in tasks and client cards continue to work.
New documents after disconnection:
Files uploaded in Uku save only to Uku's cloud storage.
No automatic synchronization to your repository.
Your folder structure in the repository stops updating.
Manual uploads to the repository are required if you want files in both places.
Once disconnected, document synchronization between Uku and your repository stops immediately. Tasks created after disconnection will not sync documents to your external storage.
To switch document management systems
If you want to change providers (e.g., from Google Drive to Dropbox):
Disconnect your current integration (follow the disconnect steps above).
Connect your new provider:
Go to Settings & Apps > Documents.
Select Connect your existing document system.
Select the new provider.
Grant permissions and choose a root folder.
Configure folder structure settings.
Consider your migration strategy:
Existing documents remain in your old repository.
New documents sync to the new repository.
You may need to manually migrate critical files between systems.
How to Delete Documents
Documents cannot be deleted directly from the Documents list. You must delete them through the original task where they were added.
Troubleshooting
Files not syncing to your repository: Verify the integration is still connected in Settings & Apps > Documents > Settings. Re-authorize the connection if permissions were revoked.
Client cannot see documents in the portal: Confirm the Document management link is correctly set on the client's profile and that the shared folder permissions allow client access.
Duplicate files appearing: Check whether both Add task files added by Members and manual uploads are enabled, which can result in the same file being stored twice.
Cannot delete a document: Navigate to the original task where the document was uploaded and remove it from there. Documents cannot be deleted from the client's Documents tab directly.