FILE INTAKE REVIEW · Workflow idea
When a file appears in a selected folder, prepare its name and reference for a central knowledge library. Keep the proposed entry pending until someone confirms the file is appropriate and the destination is correct.
01 / The starting point
A newly created file in the selected shared folder
“Gather the new file’s name and location, prepare a library entry, and hold the cross-system addition for human review.”
02 / The work
Helps a team keep newly added shared files visible in a central reference library without re-entering file details.
Identify a newly created file in the folder chosen for this intake process.
Keep the file’s original name and a reference to its source so a reviewer can open the right item.
Organize the file details for the central library without assuming the file should be shared more widely.
Have a teammate verify the file contents, currency, access rules, and intended audience.
Require an authorized person to confirm the destination and approve the new cross-system entry.
03 / The result
A proposed library entry linked to its source file, ready for a teammate to verify before adding it.
Reviews & approvals · Example outcome
A proposed library entry linked to its source file, ready for a teammate to verify before adding it.
A file name does not confirm that its contents are current, appropriate, or safe to share. Check the source file, access permissions, and destination; require an authorized person to approve the library entry before it is created.
04 / Make it yours
A few choices shape the work around your team.
Select the shared folder whose newly added files should be considered for the library.
Create fields for the file name and source reference, and choose the destination where approved entries belong.
Decide who may see the source files, who checks proposed entries, and who approves additions.
Check a routine file and one with limited access to confirm that neither is added to a broader library without review.