Production Files Sync Using Google Drive

Integrating Google Drive for production files synchronization in DecoNetwork streamlines the management of production artwork, worksheets, and source files by automatically syncing them to your Google Drive account. This gives your production team centralized access to production-ready files without needing to manually download files from Business Hub for each order.

By connecting Google Drive to the Production Files Sync app, DecoNetwork can automatically create organized production folders for each order. This helps improve production workflow visibility, reduce manual handling, and ensure production staff always have access to the latest files when the order reaches the configured stage of your workflow.

In this article

• Prerequisites
• Why use Google Drive for production files sync?
• Step 1: Enable the Production Files Sync app
• Step 2: Connect Google Drive
• Step 3: Configure production files sync options
• Step 4: Configure when production files are synced
• How synced files are organized in Google Drive
• Best practice tips
• Troubleshooting
• FAQs
• Additional resources

Prerequisites

Why use Google Drive for production files sync?

Using Google Drive with Production Files Sync helps automate and organize your production workflow by ensuring production files are automatically delivered to a centralized cloud storage location.

The settings you configure act as workflow instructions that DecoNetwork remembers and applies when production files are generated. This helps control when files become available to your production team and reduces the risk of working from incomplete or outdated production assets.

Benefits include:

• Automatically sync production-ready files without manual downloads
• Give production staff timely access to worksheets and artwork files
• Keep production assets centrally organized in Google Drive
• Reduce missed, outdated, or incomplete production files
• Improve collaboration between sales, artwork, and production teams
• Help production teams work from files that match the configured order workflow stage
• Access synced files from any device with Google Drive access

Step 1: Enable the Production Files Sync app

1. Log into your DecoNetwork website.
2. Browse to Admin.
3. Click the yellow + Apps Store button at the bottom of the Main Menu.
4. Scroll to the Order Configuration section.
5. Locate Production Files Sync.

6. Click Add now.

   

   Enable the Production Files Sync app from the Apps Store

7. Click I Agree to the above Fees in the confirmation popup. Once enabled, the Production Files Sync settings become available in Admin so you can choose where production files are sent and when they should be synchronized.

Step 2: Connect Google Drive

1. Browse to Admin → Settings → Production & Order Settings → Production Files Sync.
2. Locate the Google Drive icon to configure Google Drive as the destination for production files synchronization.

3. Click Activate Now.

   

   Activate Google Drive as the production files sync provider

4. In the Connect To Google Drive configuration screen, click Connect.

   

   Connect to Google Drive for production files syncing

5. Sign in to your Google account if prompted.

   

   Login to Google Drive

6. Review the requested permissions.

7. Click Allow to authorize DecoNetwork to access your Google Drive.

   

   Allow Google Drive to access your DecoNetwork account

   Tip: It is recommended to use a shared production Google account instead of a personal account so production staff can access synchronized files more easily.

   Once the connection is successful, you will be redirected back to the Production Files Sync page and the Google Drive provider will display the status Currently Active. DecoNetwork will now use the connected Google Drive account as the destination for production files when the configured sync conditions are met.

   

   Google Drive connected successfully

Step 3: Configure production files sync options

You can configure additional files to be included when production files are synchronized. These settings tell DecoNetwork which supporting files should move forward with the production files when synchronization occurs.

1. Scroll to the Production File Sync Options section.

2. Configure the available options as required:

   • Sync alternate format production file: includes alternate production output formats when available
   • Sync source files: includes original uploaded artwork and source files in the synchronized folders

   

   Configure additional files synchronization options

   Note: Source files are especially useful when artwork revisions or re-outputting production files may be required during production.

Step 4: Configure when production files are synced

You can control when DecoNetwork sends production files to Google Drive. This setting becomes part of the workflow instructions DecoNetwork uses to determine when production assets should progress into the production files synchronization stage.

1. Scroll to the Production File Sync Status section.

2. Select one of the available synchronization timing options:

   • As soon as production files are ready for download
     Production files are synchronized immediately after they are generated. Use this option when your production team can begin working from generated files without waiting for additional order readiness checks.
   • Once order is ready for production (payment req. met, PO ordered/received, and artwork approved)
     Production files are synchronized only after all production requirements have been satisfied. Use this option to help prevent files from being distributed before payment, purchasing, or artwork approval conditions have been completed.

   

   Choose when production files should synchronize to Google Drive

3. Click Save. DecoNetwork will begin applying the selected synchronization rules to newly generated production files.

How synced files are organized in Google Drive

Once synchronization is active, DecoNetwork automatically creates a folder structure in Google Drive for each order. This keeps production files grouped by order so production staff can find the worksheet, artwork, and supporting files that belong to the same job.

The synced structure includes:

• The production worksheet for the order
• Separate folders for each production item
• Production-ready artwork files
• Alternate production files, if enabled
• Source artwork files, if enabled

Best practice tips

• Use a dedicated shared Google account for production operations
• Restrict editing permissions for production staff where appropriate
• Enable source files synchronization for easier artwork troubleshooting
• Use the Ready for Production sync option to avoid syncing incomplete jobs
• Create Google Drive shortcuts for production departments or decoration processes
• Use consistent production status workflows to ensure synchronization timing remains predictable
• Review your production readiness process before choosing the sync timing option so files are made available at the right point in the order lifecycle

Troubleshooting

Production files are not syncing

• Verify the Google Drive connection status is active
• Ensure the Production Files Sync app is enabled
• Confirm the order has met the configured sync conditions
• Check that production files have successfully generated
• If using the ready-for-production sync option, confirm payment requirements, purchase order requirements, and artwork approval requirements have been completed

Google authorization failed

• Ensure popup blockers are disabled
• Verify you are signing into the correct Google account
• Reconnect the Google Drive integration if authorization has expired

Updated files are not appearing in Google Drive

• Use the Force graphics regeneration command within the production item in Business Hub
• Re-save the order to trigger re-synchronization
• Confirm the updated files still meet the configured sync timing rules before expecting them to appear in Google Drive

FAQs

Which Google Drive folder are production files synced to?

Production files are automatically synchronized to a DecoNetwork production folder created within the connected Google Drive account.

Will existing orders sync after connecting Google Drive?

Only new orders generated after activation will automatically synchronize. Existing orders may require re-saving or graphics regeneration.

Can I sync source artwork files?

Yes. Enable the Sync source files option in the Production File Sync Options section.

Can multiple production staff access the synchronized files?

Yes. Access depends on the sharing permissions configured in Google Drive.

What happens if files are deleted from Google Drive?

Deleted files remain deleted until the order is re-saved or graphics are regenerated in DecoNetwork.

When should I use the ready-for-production sync option?

Use this option when production staff should only receive files after the order has met key workflow requirements, such as payment, purchasing, and artwork approval. This helps prevent incomplete or unapproved jobs from progressing into production.

Additional Resources

• Production Files Sync
• Production Files Sync Using Dropbox