One shared drive that people and AI work from

What is document management software?

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 means a shared drive with folders, search, permissions and version history. Mojobase Files is that drive, with an AI that reads the files as well as you do.

The quote you're updating sits next to the customer's emails, the supplier's price list next to the task that depends on it, and the AI reads all three before it suggests an edit.

Keep files in Files and reusable policies and how-tos in the Handbook. For written company guidance, read about a company wiki and compare knowledge-base software. If training records matter too, see Trainual alternatives.

See the client onboarding workflow for how a client folder fits beside the checklist, welcome email and kickoff call.

Who sees which files?

Each person has their own space and the team shares one, and the AI follows the same lines, so a private file never ends up in a shared answer.

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?

It reads, answers and suggests, and it never writes a file you can't see.

1. 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.
2. Suggest: edits arrive as tracked changes with the reason and the files used. Only the changed words change, so formatting stays. New documents, moves, renames and trash are suggestions too.
3. Auto, if you want it: choose Ask first or Auto for each kind of change. Auto changes land in version history and Activity, with one-click Undo, and an Auto edit to a document someone has open waits for them.
4. Never: delete forever, share outside the company or change AI settings. Those stay with people.

Version history marks every version the AI made, and 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 Files has no spreadsheet or slide editor. Its strength is one AI across your email, calendar, tasks, files 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, and the AI reads the text inside PDF, Word, Excel and CSV files there 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.