Reorganize Your Google Drive with Dokkio

Dokkio suggests categories for all your Google Drive documents by using AI to first describe all of them -- including images, screenshots and webpages. If your team's folder structure has ever struck you as confusing, this could be a great secondary way to navigate these files.

July 30, 2024 By Kristi Lim

1-minute summary: Here are 3 main tips for using Dokkio.

1) Use case: Selecting the right use case at onboarding is not life or death, but it could save time -- within your workspace, Dokkio will suggest sections specific to your use case. (e.g. "Tech Company" gets sections like "Feature", "Product", "Project"; "Non-Profit" gets "Board Member", "Campaign").

2) Custom sections/categories: When you're creating your own sections and categories, Dokkio will base everything off of the name you give your categories: try to aim directly at self-descriptive and sufficiently distinct keywords.

3) Advanced settings: If the files Dokkio pulls up for your category are not what you expect, click on edit, and add "synonyms" (other ways to identify the right item) and "blacklist names" (items to include) based on what Dokkio got right and wrong in its first pass.

Quick terminology:

A section contains categories, and categories contain files.

E.g. Section: Projects; Categories: March Launch, April Launch; Files: Budget.docx, Invoice_March.pdf

15-minute walkthrough: Here is how to get Dokkio set up in 30 steps.

Step #3: Fill in the relevant information. — Fill in the relevant information.

From this point, you can choose any use case that makes sense.

Step #4: Let's select "Non - Profit" for now. — Let's select "Non - Profit" for now.

Step #5: Click on "Organize a Content Library" — Click on "Organize a Content Library"

Step #6: Here, select the integrations you would like to add. Free plans can add up to 3 content sources. — Here, select the integrations you would like to add. Free plans can add up to 3 content sources.

Step #7: Dokkio lets you connect Google Drive accounts that are different from the email you signed up with, which can be useful if you want to connect multiple Drives. — Dokkio lets you connect Google Drive accounts that are different from the email you signed up with, which can be useful if you want to connect multiple Drives.

Step #8: Slack is also an integration within Dokkio; given that your organization uses it, it could be worth adding. — Slack is also an integration within Dokkio; given that your organization uses it, it could be worth adding.

Step #9: Click on "Finish Adding" — Click on "Finish Adding"

Step #10: Here, you can select how you would like Dokkio to group your files -- you'll notice its suggested categories are relevant to Non-Profits (e.g. by Board Member). — Here, you can select how you would like Dokkio to group your files -- you'll notice its suggested categories are relevant to Non-Profits (e.g. by Board Member).

Step #11: Here, type in names of projects, or any other way that makes them easy to identify. You can add more later, as well as retroactively edit those you add now. — Here, type in names of projects, or any other way that makes them easy to identify. You can add more later, as well as retroactively edit those you add now.

Step #12: Once you're done, click on "Continue" — Once you're done, click on "Continue"

Dokkio also has a natural language chat section. Personally, I haven't had great success with this -- possibly because my files are not the most generalizable (and the natural language chat sections of most AI tools tend to work best with whatever is well-represented in their training data). This likely reaps the best results with a general note.