To create a File Type:

1 - Open the File Type creation popup
  • Log in as a workspace manager.
  • From Google Drive, click on the Powertools "setting" button
  • Select "Manage File Types" 

  • Create a new file type by clicking on "New File Type".

2 - Provide a name and description
  • Start by providing the name of your File Type and optionally a description.

3 - Add Metadata

Metadata are properties that can be added to a File Type to better classify, organize and retrieve files. For instance, for a File Type "Invoice", adding metadata such as "Customer" or "Date" allow to later research all the invoices for a specific customer and on a specific date.

To add Metadata to a File Type:

  • In the "Metadata" section, click on the "ADD A METADATA" button

  • You will then be asked to provide the following details:
    • Name: the name of the metadata - for instance "Customer" or "Invoice date".
    • Status: the status of a metadata defines whether the metadata is 
      • Forced: the metadata is a fixed value that will be automatically applied to all documents of this types.
      • Mandatory: the metadata is required to be systematically filled by the user when applying this File Type to a document.
      • Optional: the metadata is optional and can be added by the user when deemed necessary.
    • Format: the format defines the type of data of the metadata. The formats available are:
      • Free: an open text string.
      • List: a list of possible values.
      • Number: a number.
      • Date: a specific date.
      • Boolean: yes or no.
      • Counter: a counter starting from the provided value and automatically incrementing every time a new file is categorized with the File Type. 
    • Value
      • If the Metadata status is Forced, this field is mandatory and defines the fixed value to apply to the metadata. 
        • If the Metadata format is a list, this field defines the values in the list, separated by commas.
        • If the Metadata format is not a list and its status is Mandatory or Optional, this field defines the default value of the metadata and is optional.


  • Click on "ADD".
  • Repeat for any additional metadata.

4 - Workflows and Business Rules 

To understand Workflows and Business Rules and apply them to a File Type, see their dedicated sections:

5 - Define the access rights

In the "Access Right Management" section, you can decide:

  • In which workspaces this File Type should be usable
  • Which users are allowed to apply this File Type to documents - assuming they have edition permissions on the document in the first place.

By default, the settings are set to all workspaces and all users but can be customized depending on your need.

Once all the settings have been defined, click on "SAVE" to save your File Type.