Where knowledge actually lives
Files and notes are the two things nobody sets up deliberately, and the two things that decide whether anyone can find anything in year two.
Lodrive holds files. Notebook holds notes. The split sounds obvious and it mostly is, but there is one distinction underneath it that catches people out: files belong to the workspace, your notes belong to you.
Upload something to Lodrive and everyone with access to that workspace can see it. Write something in Notebook and it is yours until you deliberately share it. That is the right default for both — but it means Notebook is the wrong place for anything the team needs, no matter how convenient it feels while you are typing.
A folder structure that survives
Lodrive gives you a folder hierarchy, drag-and-drop upload, type filtering and full search. The search is good enough that deep nesting is a waste of effort, and deep nesting is what most teams build in the first week.
Two levels is enough for almost everyone. Top level by the thing that never changes — client, project, year. Second level by kind of file: contracts, designs, exports. If you find yourself creating a third level, you are usually encoding something that belongs in the filename.
Which brings up the part that actually matters. Search finds files by name, so the name is the interface. acme-contract-2026-signed.pdf is findable in two years. Contract final v3 (2).pdf is not findable by anyone, including the person who uploaded it. Two rules cover most of it:
- Put the date in ISO order — 2026-09-08, not 08.09.2026. It sorts correctly and it is unambiguous across the six languages your team might be reading in.
- Never use "final". It is never final. Use a version number or the date.
Notebook: your thinking, not the team's record
Notebook has a rich text editor, folders, favourites, full-text search and Markdown support. It syncs with MeMeet in real time, which is the feature that makes it worth using during a call rather than after one.
The mistake is treating it as documentation. A note explaining how the deploy process works is enormously useful and completely invisible to the person who needs it at 2am. If more than one person needs to read something, it needs to be a file in Lodrive or a comment attached to the work.
What Notebook is genuinely good for: meeting notes while the meeting happens, drafts before they are ready to show, the running list of things you are half-thinking about, and anything you want to search later but nobody else needs.
Favourites matter more than folders here. Most people accumulate a handful of notes they open constantly and a long tail they open once. Favouriting the handful is a two-second habit that removes a daily search.
Storage is the constraint you will hit first
The numbers are worth knowing before you build a habit around them: 1 GB on the free Standard plan, 30 GB on Basic, 50 GB on Pro — per user.
1 GB goes quickly if you treat Lodrive as a place to park video. It goes a very long way if you treat it as the place for documents and reference material. That is roughly the intended split: Lodrive is a working drive, not an archive of raw footage.
If you are running out, the answer is almost always the same two things. Old exports nobody has opened in a year, and multiple copies of the same file uploaded by different people. The type filter finds the first; sorting by name finds the second, because duplicates cluster together alphabetically.
The duplicate problem, and the one habit that fixes it
A file downloaded from Lodrive is a copy on your machine. Edit that copy and Lodrive still has the old one. Everyone knows this and everyone forgets it, which is how a workspace ends up with three versions of the same spreadsheet and no way to tell which is current.
The habit that fixes it: upload back immediately after editing, before you do anything else. Not at the end of the day. The gap between "I edited it" and "I uploaded it" is where the duplicate is born, and the gap is measured in minutes, not hours.
Where a file needs discussion, put the discussion on the task card that references it rather than in a filename. report-v4-per-ayse-comments.xlsx is a conversation that has leaked into a file system.
Questions people actually ask
Are my Notebook notes visible to my team?
No. Notes are private to you until you deliberately share them — they follow you across workspaces rather than belonging to one. That makes Notebook the wrong place for anything the team needs to find without asking you.
How deep should folders go in Lodrive?
Two levels for almost everyone: something stable at the top like client or year, then a file type. Search is good enough that deeper nesting costs more than it saves, and a third level usually encodes something that belonged in the filename.
How much storage do I get?
Per user: 1 GB on the free Standard plan, 30 GB on Basic, 50 GB on Pro. That is generous for documents and reference material, and tight if you park video there — which is the intended split.
I edited a file I downloaded. Why is Lodrive still showing the old version?
A download is a copy on your machine; editing it does not touch Lodrive. Upload it back immediately after editing rather than at the end of the day — that gap is where duplicate versions come from.
