Drive creative folder management

Last updated: May 19, 2026

Drive creative folder management

Share a Drive folder with Wevion's service account (Editor permission recommended). Wevion polls every 5 minutes; new files auto-import to Creative Hub organized by type. Sub-folders are scanned recursively. Files stay in Drive — Wevion reads them on demand.

Who is this for

Creatives and mediabuyers maintaining a Drive-based asset library who want Wevion to mirror it in Creative Hub without manual uploads.

Setup recap

If you haven't connected Drive yet, follow com-112. The short version:

  1. /connect/drive → copy Wevion's service account email

  2. In Drive: share your creative folder with that email (Editor recommended)

  3. In Wevion: assign folder type Creative source

  4. Wait 5 min for first sync

How auto-import works

Every 5 minutes Wevion's poller:

  1. Calls Google Drive API to list files in shared folders

  2. Diffs against last sync (new + modified files)

  3. For each new file:

    • Downloads via authenticated API (bypasses virus-scan interstitial that blocks anonymous downloads)

    • Stores file metadata in Wevion

    • Triggers Creative Hub asset creation (for image/video/audio types)

  4. For modified files: updates Wevion's copy

File types auto-imported to Creative Hub:

  • Images: JPG, PNG, WebP, GIF (≤ 30 MB per file)

  • Videos: MP4, MOV, WebM (≤ 1 GB per file)

  • Audio: MP3, WAV (≤ 50 MB)

  • PDFs: indexed as briefs (not Creative Hub assets — see com-112 brief doc ingestion)

Files exceeding limits: skipped + logged in /connect/drive → folder detail → Skipped files tab.

Folder organization best practices

Pattern A: by client

Wevion Creative Library/
├── Client A/
│   ├── Q1-2026/
│   ├── Q2-2026/
│   └── Evergreen/
├── Client B/
│   └── ...

Each sub-folder appears as a Creative Hub folder. Files within are tagged with the path (e.g. client-A/Q1-2026) for filtering.

Pattern B: by campaign

Wevion Creative Library/
├── Summer-Sale-2026/
├── Black-Friday-2026/
└── Brand-Evergreen/

Useful when working through distinct campaign waves.

Pattern C: by asset type

Wevion Creative Library/
├── Photos/
├── Videos/
├── Logos/
└── Templates/

Less common — Creative Hub already organizes by type.

Sub-folder recursion

Wevion scans all sub-folders recursively under shared parents. So sharing one top-level folder gives access to its entire tree.

To exclude specific sub-folders: don't put them under the shared parent. Or, create a separate non-shared folder structure for private files.

File naming + organization

Best practices:

  • Descriptive names: summer-sale-hero-video-v3.mp4 beats IMG_1234.mp4

  • Use consistent prefixes: header-, bg-, cta-, product- for fast filtering in Creative Hub

  • Version in filename: -v1, -v2, -v3 for iterative versions (Creative Hub treats as separate assets, you decide what to use)

  • Avoid spaces: use - or _ (works fine but URLs cleaner)

Drive auto-syncs renames — if you rename a file in Drive, Wevion updates within 5 min.

Editor permission — when Wevion writes back

If you set Editor permission on a shared folder:

  • Wevion can create derived assets in that folder

  • Example: you upload a 4K video; Wevion creates platform-optimized variants (1080p, 720p, square crop, vertical crop) in a sub-folder _wevion-derived/

  • Files Wevion created are clearly named with _wevion- prefix

If you set Viewer permission:

  • Wevion only reads; derived assets stored in Wevion's internal storage, not in your Drive

For collaboration with non-Wevion users on derived assets: use Editor.

File access timing

Action

Latency

New file in Drive → visible in Wevion

< 5 min (next poll)

File update in Drive → reflected in Wevion

< 5 min

File deletion in Drive → removed from Wevion

< 5 min (soft delete; data retention applies)

Sub-folder created → Wevion scans on next poll

< 5 min

First-time scan of newly-shared folder

< 5 min after first share detection

Using Drive files in campaigns

Once imported:

  • File appears in Creative Hub at /creative-hub

  • Drag into Campaign Creator's creative slot, OR

  • Pick from Creative Hub picker in Campaign Creator

  • Wevion uses the cached file for ad upload (Drive is the source of truth, but Wevion processes locally)

If you delete the file from Drive after using it in a campaign:

  • Existing campaigns continue using Wevion's cached version (no break)

  • Future campaigns cannot reuse the file (not in Creative Hub anymore)

Drive storage vs Wevion storage

  • Files stay in Drive (you keep your originals there)

  • Wevion downloads on-demand for processing

  • For active campaigns: cached locally for fast access

  • Wevion's storage costs counted against your workspace's plan storage quota (see acc-112 reference)

  • Heavy users: monitor /settings/team/billing → Storage usage

Folder sharing with external collaborators

If you share your Wevion-synced Drive folder with external collaborators (clients, freelancers):

  • Their additions auto-import to Wevion

  • Permission inheritance: if you gave them Editor, they can also modify/delete files

  • Audit-wise: file actions visible in Drive's Activity log (separate from Wevion's audit log)

Common issues

  • Folder shared but Wevion not seeing it: 5-min sync delay. If still missing after 15 min, verify share permission (must be Viewer or Editor, NOT Commenter or no access).

  • Files in shared folder, but not in Wevion's view: file type may not be supported (Word docs, Excel sheets aren't Creative Hub assets; only image/video/audio for Creative Hub).

  • File over size limit: see /connect/drive → Skipped files tab + compress or resize.

  • Wevion shows wrong file count vs Drive: deleted files marked soft-deleted in Wevion (still counted briefly). Refresh after 24h.

  • Sub-folder structure not preserved in Creative Hub: Creative Hub organizes by type primarily, with path tags. Use Search + filters to navigate by original path.

  • Wevion's "Editor"-created files appearing in unwanted places in Drive: they go to _wevion-derived/ sub-folder under the shared parent. Move/rename if needed; Wevion respects subsequent moves.

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