Documents get scattered across emails, folders, and systems, making it hard to find what you need when you need it. Uku's document storage eliminates this problem by automatically organizing every file in one accessible location per client.
Document storage in Uku works in two ways: you can use Uku's cloud storage alone, or connect your existing document management system (Google Drive, OneDrive, SharePoint, or Dropbox) for automatic synchronization. When integrated, documents uploaded anywhere in Uku automatically save to your repository with an organized folder structure. This means your files belong to you, not locked in software.
Document Management Integration is available on the Elite plan and connects to:
Google Drive
Microsoft OneDrive
Microsoft SharePoint
Dropbox
Step 1: Activate Document Management (Elite Plan)
If you're on the Elite plan, connect your document repository first:
Go to Settings & Apps from your main menu
Find and click "Documents"
Click "Activate" to enable the app
Move to 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 your main folder where all Uku documents will be stored
Configure Folder Structure Settings
Stay in Settings & Apps → Documents → Settings
Choose your folder organization preferences:
Automatically create Public folder for client files and Private folder for member files
This option will automatically generate two separate folders for each client:
A Public folder for files that can be accessed by both the client and the team.
A Private folder for internal files that are only accessible by team members.
Automatically create Year / Month subfolder under each client for file sorting
When enabled, this setting will organize files within each client’s folder into subfolders based on the year and month. This helps with file organization and allows for easy navigation through historical files.
Automatically create Notes and Templates subfolders under each client for file sorting
This feature automatically adds dedicated Notes and Templates subfolders within the client’s main folder. Notes and templates will be organized into these specific folders to simplify file management and quick access.
Add task files added by Members
When enabled, any files that members of your team upload to tasks will be automatically added to the relevant client’s folder. This ensures that all files related to a task are stored in the correct location for future reference.
Add task files added by Clients (from emails and client portal)
This setting automatically organizes files uploaded by clients—either through emails or the client portal—into the correct client folder. This helps keep all client-submitted documents in one place for easy access and management.
Backup files to Uku file storage
Enabling this option will back up all files related to clients into Uku’s secure file storage. This ensures an extra layer of protection and guarantees that no important documents are lost.
Step 2: Upload Documents to Tasks
The most common way to add documents is directly within tasks:
Open any task from your Dashboard or client card
Scroll to the "Documents" section
Click "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
Step 3: Receive Documents via Client Portal
Let clients upload documents directly to you:
Set Up Client Portal Document Link:
Go to client's profile → Edit → find Client Portal section
Find "Document management link" field
Paste the URL to your shared Google Drive/OneDrive/SharePoint folder for this client
Save changes
Client Experience:
Client logs into your portal
Clicks "Documents" in their menu
Shared folder opens where they can:
Upload documents directly to your repository
View documents you've shared with them
Organize files in agreed-upon folders
Enable Document Digitization (Optional):
Activate digitization in Settings & Apps → Company Settings
On client card, add "Digitization email address" (e.g., Costpocket or Envoice users)
Under any task, click → "Digitize"
Step 5: Convert Incoming Emails to Tasks with Documents
Turn client emails into tasks automatically—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
Step 6: View All Client Documents
Access every document for a client in one place:
Open client card
Click "Documents" tab
Step 7: Change or Disconnect Document Management Integration
You can disconnect your document repository or switch to a different provider at any time.
To Disconnect Document Management:
Go to Settings & Apps from your main menu
Click Documents → Settings
Find the connected folder/provider you want to disconnect
Click the "Disconnect" button
Confirm your choice
What Happens When You Disconnect:
Existing documents:
Files already uploaded remain in your repository (Google Drive/OneDrive/SharePoint/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 repository required if you want files in both places
Important: Once disconnected, document synchronization between Uku and your repository stops immediately. Tasks created after disconnection won't sync documents to your external storage.
To Switch Document Management Systems:
If you want to change from Google Drive to Dropbox (or any other provider):
Disconnect your current integration (follow steps above)
Connect your new provider:
Go to Settings & Apps → Documents
Click "Connect your existing document system"
Select the new provider
Grant permissions and choose 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
Important: Documents cannot be deleted directly from the Documents list. You must delete them through the original task where they were added: