Save to Google Drive ​

When a contract reaches the signed status, the final PDF can be auto-archived to your personal Google Drive in a folder of your choice. Useful for compliance, legal hold, or just keeping signed paperwork outside of Kinderpedia.

The integration is per-user (each staff member connects their own Drive). See Integrations → Google Drive for connection details.

Auto-archive (sender-scoped) ​

When a contract reaches signed:

  1. We look up the user who sent the contract (the one who clicked "Send via DocuSign" or "Email all").
  2. If that user has Google Drive connected with auto-archive enabled, we trigger GoogleDriveAutoSyncService::pushSignedContract($contract, $sender).
  3. The signed PDF is downloaded from S3 + uploaded to Drive via files.create.
  4. The file name is {contract_number} - {lead_name}.pdf.
  5. Drive file ID stored on contracts.drive_file_id. A drive_url shortcut is also written for one-click access.

The contract detail page shows a green "Saved to Drive" badge once the upload succeeds, with a click-through to the file.

Manual archive ​

For older contracts signed before Drive was connected — or contracts the sender didn't set up Drive for — the contract page has a Save to Drive button. Click → archives retroactively. Same flow, just on-demand.

Visible to the sender of the contract (the user who pressed Send). Other staff don't see it because the Drive target is sender-scoped.

Folder selection ​

Drive uploads always go to the folder you picked in Integrations → Google Drive → Configure → Default folder. If no folder was picked, files land in your root My Drive.

To change the folder for future archives:

  1. Integrations → Google Drive → Configure.
  2. Click Pick folder… in the picker dialog.
  3. Pick a new folder (can be on a Shared Drive).
  4. Save.

Existing archived files stay where they are. Only future archives target the new folder.

File naming ​

{contract_number} - {lead_name}.pdf by default. The contract number is whatever's on contracts.contract_number; the lead name is the student's name.

If a name collision occurs (re-archiving the same contract), we append a short random suffix ({contract_number} - {lead_name} - a4f2.pdf) so we never overwrite an existing Drive file.

Custom naming patterns are not configurable yet.

What gets archived ​

Only the signed PDF — the final merged document with all signatures applied. NOT archived:

  • DocuSign's Certificate of Completion
  • Source contract template
  • Any attachments uploaded alongside the contract
  • Activity log entries

If you need the Certificate of Completion archived too, download it manually from the contract detail page and upload to Drive yourself.

Shared Drives for team-wide archive ​

If your team needs every signed contract to land in a shared folder (rather than each sender's personal Drive), the right setup is:

  1. Have one designated "contracts archivist" user connect their Drive.
  2. Pick a folder on a Shared Drive the whole team has access to.
  3. Either (a) ensure only this user sends contracts, or (b) accept that auto-archive is sender-scoped and add a workflow to re-route.

We don't fan-out archive to N users' Drives — that would create duplicate storage + duplicate audit trails. One contract = one Drive file.

Privacy + scope ​

The Drive integration uses Google's drive.file scope — the most-restrictive scope Google offers for app uploads. Kinderpedia cannot:

  • List your other Drive files
  • Read files you didn't create through us
  • Share files (no permissions.create)
  • Delete files (no files.delete)

Files we upload are visible to you in Drive immediately. Permissions inherit from the parent folder — if you uploaded to a Shared Drive, all members see the file; if to a private folder, only you do.

Failure handling ​

If the Drive push fails:

  • The contract is still marked signed (Drive failure doesn't roll back the signing).
  • The error is logged to audit_logs (contract_drive_archive_failed).
  • The integration tile flips to error with the failure message.
  • The contract page shows "Drive archive failed — Retry" with a button to manually re-attempt.

Common failure causes:

  • Drive token expired (re-connect)
  • drive_folder_id no longer exists (folder was deleted in Drive)
  • Quota exceeded (extremely rare; Google's free tier is 15GB)

Disconnecting ​

Disconnecting Drive doesn't delete already-archived files — they stay in your Drive. Future signed contracts simply skip the auto-archive step.

If you reconnect later (same Google account), auto-archive resumes with the new credentials. Folder selection is preserved across reconnects.

Audit log entries ​

Drive operations generate audit_logs:

  • contract_drive_archived — contract id, drive file id, who archived
  • contract_drive_archive_failed — contract id, error message
  • contract_drive_archive_replayed — when you manually retry a failed archive

These show up in the contract's activity log.

Cost / billing ​

Storage usage counts against the connecting user's Google account quota (or Workspace quota if they're on Workspace). Kinderpedia doesn't charge for Drive archives. Most signed contract PDFs are <1MB, so a school doing 200 contracts/year uses ~200MB — well within Google's 15GB free tier.

For schools with high-volume archive needs, point Drive at a Workspace Shared Drive — those have separate, much-larger quotas.

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