What happens when company files live in personal accounts
It starts reasonably. Something is urgent, so it goes into someone's personal cloud drive and a link gets shared. That works for a year. Then that person leaves.
What breaks
- Access disappears. The signed original is in an account the company cannot touch.
- You can't see who has it. Whoever received the link may have forwarded it anywhere.
- Versions fork. Three variants of the same quote live in three people's drives.
- Deleting doesn't delete. Copies already downloaded cannot be recalled.
What a company drive changes
Ownership attaches to the company, not the person. People leave; files stay.
Creating a company in OmniDesk creates its drive alongside it.
- Every file, folder and job carries a company id.
- Every query filters on that id. Knowing a path gets you nowhere across a company boundary.
- Shared folders and personal folders are separate — but personal folders belong to the company too, so an administrator inherits them when someone leaves.
- Share links can carry an expiry and a maximum download count.
- Who did what, and when, is visible to administrators.
Conversions land in the same place
With a separate conversion service, you download the result and re-upload it. In between, the file sits in someone's Downloads folder indefinitely.
Here the output is written straight into the company drive, next to the source, with a record of who converted what and when.