Folders and search

This page covers navigating the Drive interface, managing your folder structure, browsing the document list, and using search to find files efficiently.

The main screen layout

When you open Drive, the screen is split into two areas:

• Document list (left side) -- a list showing the contents of the current folder. Each row represents either a subfolder or a document.
• Preview pane (right side) -- when you select a document from the list, a preview of the file appears here. This lets you check the content of a document without downloading it.

This split view is designed so you can browse and review documents in a single step. Select different rows in the list and the preview updates immediately.

Working with folders

Folders are the backbone of your Drive organisation. A clear folder structure helps every user find documents quickly, whether they are working in the platform or through the Pilot App.

Creating a folder

1. Navigate to the location where you want the new folder to appear. If you want a top-level folder, make sure you are at the root of Drive. If you want a subfolder, open the parent folder first.
2. Select the option to add a folder from the module navigation.
3. Enter a name for the folder.
4. Save the folder. It appears in the document list immediately.

Navigating folders

• Open a folder by selecting it in the document list. The list updates to show the contents of that folder.
• Return to the parent folder using the navigation option at the top of the list. This takes you one level up in the folder hierarchy.
• Continue navigating up until you reach the root of Drive if needed.

Renaming a folder

If a folder name needs to change, open the folder options and select the rename action. Choose a name that clearly describes the contents so users can navigate confidently.

Removing a folder

When a folder is no longer needed, you can remove it. Be careful with this action -- removing a folder may affect the documents and subfolders it contains. Confirm that the contents are no longer needed or have been moved elsewhere before proceeding.

The document list

Inside any folder, the document list shows the following information for each file:

• File name -- the name of the uploaded file.
• Description -- the description entered when the document was uploaded. This is often more informative than the file name itself.
• Revision -- the current revision identifier for the document.
• Validity date -- the expiration or validity date, if one was set. This helps you see at a glance whether a document is still current.
• Actions -- each document row includes actions for downloading the file, viewing the document's view history, and deleting the document.

Searching for documents

The Drive filter bar includes a search field that lets you find documents by their description. This is particularly useful when:

• You are not sure which folder a document is stored in.
• You need to locate a specific document quickly without navigating through multiple folder levels.
• You want to check whether a document on a particular topic already exists before uploading a new one.

Type your search term into the filter bar and the document list updates to show matching results across the current view.

Organising your folder structure

How you organise folders depends on your organisation, but here are common approaches that work well:

• By topic or subject area -- create top-level folders for broad categories like Safety, Operations, Training, and Compliance. Use subfolders for more specific groupings within each category.
• By department or team -- if different departments maintain their own document sets, give each department a top-level folder.
• By aircraft type -- for organisations with multiple aircraft types, a folder per type keeps type-specific documents clearly separated.
• By audience -- separate documents intended for all staff from those aimed at specific roles, such as pilots or maintenance engineers.

You can combine these approaches. For example, a top-level folder for each aircraft type, with subfolders by topic inside each one.

Common tasks

• Find a document you uploaded last week -- use the search field and type part of the description you gave it. Select the matching result to preview it.
• Set up folders for a new aircraft type -- navigate to the root of Drive, create a new folder named after the aircraft type, then create subfolders inside it for the relevant document categories.
• Check what is in a folder before sharing it with the team -- open the folder and review the document list. Check descriptions and validity dates to make sure everything is current.

Good practice

• Choose a clear, logical folder structure from the start. Reorganising later disrupts users who have learned where to find things.
• Organise by topic, department, aircraft type, or audience rather than by temporary convenience like "Uploads March 2026." Temporary folders tend to accumulate and become confusing.
• Keep descriptions useful and specific. The search feature relies on descriptions, so vague or missing descriptions make documents harder to find.
• Review your folder structure periodically. As your document library grows, you may need to add new folders or consolidate ones that are rarely used.
• Remove empty or obsolete folders to keep the navigation clean for all users.