Documents
One shared drive that people and AI work from
Mojobase Documents is a shared drive and document editor for small teams. Each person has My files, the team shares a Company folder, and search reads the words inside PDF, Word, Excel and PowerPoint files. The AI answers questions with numbered sources and suggests edits as tracked changes, or applies them itself for the kinds you set to Auto.
What does Mojobase Documents do?
My files and a Company folder
Everyone has My files, which nobody else opens, owners included, until its person shares it. The Company folder is the whole team's. Moving something into it shares it; moving it back takes it back.
Upload anything, folders included
Drag files or whole folders onto the page, or use the file picker on a phone. Folders are matched or made, so uploading into an existing folder adds to it. Rename, move, star and trash, with Undo.
Search inside every file
Names and the words inside PDF, Word, Excel, PowerPoint, CSV, text and HTML files, as you type. Results show the matching passage and its page, slide or sheet, and a PDF opens at that page.
Documents with real version history
Write with headings, lists, tables, pictures and links. Saves group into versions, you can name up to 40, look at any of them, restore one as a new version, or make a copy.
AI edits as tracked changes
The AI suggests new documents, edits, moves, renames and trash. Edits show as deleted and inserted words with its reason and sources; accept all, some, or none. Only the changed words change, so formatting stays.
Ask your files a question
"What notice does the cleaning contract need?" gets an answer with numbered sources that open the file at the right page, or a plain "not found in your files" when nothing covers it.
What can you ask the AI in Documents?
Type it in Quick actions (⌘K) from anywhere in Mojobase, or ask your own agent over MCP.
- “What notice do we need to give to end the cleaning contract?”
- “Update last year's Northside quote with this year's prices.”
- “Draft a welcome pack for new staff from our existing documents.”
- “Tidy the files I uploaded last week into folders by supplier.”
- “Find the signed lease and tell me when the rent goes up.”
Works with: PDF, Word, Excel, PowerPoint, CSV, text and HTML files, Email attachments, read by the AI where they arrived, Tasks, for anything a document says to do.
What is document management software for a small business?
Document management software keeps a company's files in one place where the right people can find them, edit them and see what changed. For a business of a few people, that usually means a shared drive with folders, search, permissions and version history. Mojobase Documents is that drive, with an AI that reads the files as well as you do.
What sets it apart is where it lives. The quote you're updating is next to the customer's emails, the supplier's price list is next to the task that depends on it, and the AI can read all three before it suggests an edit.
For written company guidance, read about a company wiki and compare knowledge-base software. If training records matter too, see Trainual alternatives.
Who sees which files?
Each person has their own space and the team shares one, and the AI follows exactly the same lines. This is the simplest permission model that works for a small team, and it can't leak a private file into a shared answer.
| Space | Who sees it | AI by default |
|---|---|---|
| My files | Only its person, until they switch it to Team | On, with its own switch |
| A teammate's shared files | The whole team, as "Ana's files" | Follows Ana's switch |
| Company folder | Everyone in the company | On; an owner can switch it off |
A space with AI switched off is never read by a model or an agent: it's left out of Ask, of search for agents and of every scheduled run.
How does the AI work with your files?
The AI reads, answers and suggests, and every change it makes is either waiting for you or undoable. It never writes a file you can't see.
- Ask: the passages that best match your question go to the model, which answers with numbered sources. Quotes are checked against the file before you see them.
- Suggest: edits arrive as tracked changes with the reason and the files the AI used. New documents, moves, renames and trash are suggestions too.
- Auto, if you want it: for each kind of change, choose Ask first or Auto. Auto changes still go into version history and Activity, with one-click Undo.
- Never: delete forever, share outside the company or change AI settings. Those stay with people.
A version made by the AI says so in version history, along with whether you accepted it or it applied by itself.
How is it different from Google Drive?
Google Drive is part of Google Workspace, where Business Starter includes 30 GB of pooled storage per person and Gemini in Docs and Drive starts on Business Standard, according to Google's pricing page. It comes with Docs, Sheets and Slides, so it's the better choice if your team builds spreadsheets and presentations together.
Mojobase Documents has no spreadsheet or slide editor. Its strength is that the AI on your files is the same AI on your email, calendar, tasks and customers, so "update the Northside quote" can use this year's price list, last month's emails and the agreed discount together. Your own agent gets the same tools over Mojobase's MCP server, with the same suggestions and the same Undo.
For options beyond file storage, compare Microsoft 365 alternatives.
What happens to files the AI finds in email?
Attachments stay with their email, where the AI reads the text inside PDF, Word, Excel and CSV files too, so an answer can quote a contract whether it was uploaded or emailed. When a document or a message says something must be done, the AI suggests a task in Tasks with a link back to the source, and you accept it in one click.
Questions people ask
Is Mojobase Documents a replacement for Google Drive?
For a small team's files, yes: folders, uploads, previews, search inside files, a shared Company folder and documents with version history. It doesn't edit spreadsheets or slides, so Excel and PowerPoint files are stored, previewed as text and searched, but edited in their own apps.
Who can see my files?
Your My files is yours alone, owners included, until you switch it to Team; then teammates see it as your files. Everything in the Company folder is the whole team's. The AI and agents see only what the person they work for can open.
Can the AI change my documents without asking?
Only for the kinds of change you set to Auto: editing documents, moving and renaming, new documents, or trash. Everything else waits as a suggestion. An Auto edit to a document someone has open waits for them, and every AI change has Undo in Activity.
Can the AI delete files or share them outside the company?
No. The AI can suggest moving something to the trash, where it can be restored, but no AI route deletes forever or shares a file. Deleting forever from the Company folder is for owners.
Which files can Mojobase search inside?
PDF, Word (.docx), Excel (.xlsx), PowerPoint (.pptx), CSV, text and HTML files, plus every Mojobase document. Search supports "exact phrases", -word to leave words out, and type:, title:, is:starred, after: and before:, as in Google Drive.
Can two people edit a document at once?
One person edits at a time. If a document is open somewhere else, another tab or teammate sees it read-only with a Take over editing button, so nobody's changes are lost. Version history shows who changed what.
Sources
- Google Workspace: Business Starter includes. workspace.google.com/pricing?hl=en_us, checked 7 Nov 2026.
- Google Workspace: AI. workspace.google.com/pricing, checked 7 Nov 2026.
- Google Workspace: Feature. workspace.google.com/pricing, checked 7 Nov 2026.