CAdocbot — Google Drive Folder Structure & Naming Conventions
R Mahesh & Associates · rmaaca.in/cadocbot
═══════════════════════════════════════════════════════════════

FOLDER HIERARCHY
────────────────────────────────────────────────────────────────

📁 CAdocbot Clients/                        ← root folder (shared drive or My Drive)
│
├── 📁 AAAPB1234C_Priya Bose/              ← Client folder: PAN_ClientName
│   │
│   ├── 📁 GST Returns/
│   │   ├── 📁 2024-25/
│   │   │   ├── 📄 GSTR-1_Mar2025.pdf
│   │   │   ├── 📄 GSTR-3B_Mar2025.pdf
│   │   │   ├── 📄 GSTR-3B_Feb2025.pdf
│   │   │   └── 📄 GSTR-9_FY2024-25.pdf
│   │   └── 📁 2023-24/
│   │       ├── 📄 GSTR-3B_Mar2024.pdf
│   │       └── 📄 GSTR-9_FY2023-24.pdf
│   │
│   ├── 📁 Income Tax/
│   │   ├── 📁 AY 2024-25/
│   │   │   ├── 📄 ITR-3_AY2024-25.pdf
│   │   │   └── 📄 ITRAcknowledgement_AY2024-25.pdf
│   │   └── 📁 AY 2023-24/
│   │       └── 📄 ITR-3_AY2023-24.pdf
│   │
│   ├── 📁 TDS Certificates/             ← Pro only
│   │   ├── 📁 AY 2024-25/
│   │   │   ├── 📄 Form16_AY2024-25.pdf
│   │   │   └── 📄 Form16A_Q4FY2024-25.pdf
│   │   └── 📁 AY 2023-24/
│   │       └── 📄 Form16_AY2023-24.pdf
│   │
│   ├── 📁 ROC Filings/                  ← Pro only (companies only)
│   │   ├── 📁 FY 2024-25/
│   │   │   ├── 📄 AOC-4_FY2024-25.pdf
│   │   │   └── 📄 MGT-7_FY2024-25.pdf
│   │   └── 📁 Permanent/
│   │       ├── 📄 COI_Incorporation.pdf
│   │       └── 📄 MOA_AOA.pdf
│   │
│   ├── 📁 Financials/                   ← Pro only
│   │   ├── 📁 FY 2024-25/
│   │   │   ├── 📄 BalanceSheet_FY2024-25.pdf
│   │   │   └── 📄 ProfitLoss_FY2024-25.pdf
│   │   └── 📁 FY 2023-24/
│   │       └── 📄 BalanceSheet_FY2023-24.pdf
│   │
│   ├── 📁 Payroll/                      ← Pro only
│   │   └── 📁 FY 2024-25/
│   │       ├── 📄 SalaryRegister_Apr2024.pdf
│   │       └── 📄 SalaryRegister_Mar2025.pdf
│   │
│   └── 📁 Registrations/               ← Pro only
│       └── 📁 Permanent/
│           ├── 📄 GSTCertificate.pdf
│           ├── 📄 PANCard.pdf
│           ├── 📄 ShopActLicence.pdf
│           └── 📄 UdyamCertificate.pdf
│
├── 📁 BBBRS5678D_Ravi Sharma/           ← next client (same structure)
│   └── ...
│
└── 📁 CCCME9012E_Meena Exports Pvt Ltd/ ← company client (same structure)
    └── ...


FILE NAMING CONVENTION
────────────────────────────────────────────────────────────────
Pattern:  [DocType]_[Period].pdf

DOCUMENT TYPE CODES:
  GST Returns:
    GSTR-1_[Mon][YYYY].pdf          e.g.  GSTR-1_Mar2025.pdf
    GSTR-3B_[Mon][YYYY].pdf         e.g.  GSTR-3B_Mar2025.pdf
    GSTR-9_FY[YYYY-YY].pdf          e.g.  GSTR-9_FY2024-25.pdf
    GSTR-9C_FY[YYYY-YY].pdf

  Income Tax:
    ITR-1_AY[YYYY-YY].pdf           e.g.  ITR-1_AY2024-25.pdf
    ITR-3_AY[YYYY-YY].pdf
    ITR-4_AY[YYYY-YY].pdf
    ITRAcknowledgement_AY[YYYY-YY].pdf
    Form26AS_AY[YYYY-YY].pdf

  TDS Certificates:
    Form16_AY[YYYY-YY].pdf          e.g.  Form16_AY2024-25.pdf
    Form16A_Q[Q]FY[YYYY-YY].pdf     e.g.  Form16A_Q4FY2024-25.pdf
    Form27D_[Mon][YYYY].pdf

  ROC Filings:
    AOC-4_FY[YYYY-YY].pdf
    MGT-7_FY[YYYY-YY].pdf
    COI_Incorporation.pdf            (permanent — no period)
    MOA_AOA.pdf                      (permanent)

  Financials:
    BalanceSheet_FY[YYYY-YY].pdf
    ProfitLoss_FY[YYYY-YY].pdf
    CashFlowStatement_FY[YYYY-YY].pdf

  Payroll:
    SalaryRegister_[Mon][YYYY].pdf   e.g.  SalaryRegister_Apr2024.pdf
    PFChallan_[Mon][YYYY].pdf
    ESIChallan_[Mon][YYYY].pdf

  Registrations (permanent — stored in Permanent/ subfolder):
    GSTCertificate.pdf
    PANCard.pdf
    ShopActLicence.pdf
    UdyamCertificate.pdf
    TradeLicence.pdf


SHARING SETTINGS
────────────────────────────────────────────────────────────────
Each FILE should be set to: "Anyone with the link → Viewer"
Each FOLDER above the file level: keep Restricted (don't share folders)
This ensures clients can only access files you explicitly link in the Sheet.

HOW TO COPY A DRIVE LINK
────────────────────────────────────────────────────────────────
1. Right-click the PDF file in Drive
2. Click "Get link"
3. Change from "Restricted" to "Anyone with the link"
4. Set role to "Viewer"
5. Click "Copy link"
6. Paste into the DriveLink column of the Documents sheet

The link format will be:
  https://drive.google.com/file/d/[FILE_ID]/view?usp=sharing

SEMI-AUTOMATED UPLOAD INBOX (Optional / Pro)
────────────────────────────────────────────────────────────────
Create an additional folder at root level: 📁 Upload Inbox/
Staff drops correctly named files here.
Make.com watches this folder, parses the filename, moves it to the correct
client/category/year folder automatically, and creates the Sheet row.
Blueprint for this is included in the Pro package.


MONTHLY MAINTENANCE CHECKLIST
────────────────────────────────────────────────────────────────
□  Download GSTR-3B for each active client from GST Portal
□  Rename: GSTR-3B_[Mon][YYYY].pdf
□  Upload to Drive: Client → GST Returns → [FY]
□  Set sharing: Anyone with link → Viewer
□  Copy link into Documents sheet (new row)
□  Repeat for GSTR-1, Form 26AS, TDS certificates as applicable
□  Check AuditLog for any "NOT FOUND" entries — upload missing docs


rmaaca.in/cadocbot  ·  mahesh.r@rmaaca.in  ·  CAdocbot Free Setup Package