WebaDrive Filing Bible — Definitive Organization Guide
WebaDrive is GoWeBa's intelligent storage module. Unlike a simple cloud, WebaDrive relies on a 7-pillar filing architecture designed so that every document finds its place — automatically or manually — with 95% accuracy.
This guide is the absolute reference for understanding where to file each document. It is intended for both human users and WEBA, the AI assistant, so she can archive, retrieve, and contextualize any document.
7-Pillar System Philosophy
| # | Master Folder | Icon | Color | Purpose |
|---|---|---|---|---|
| 1 | To Be Handled | ⚠️ AlertCircle | 🟠 Orange | Triage zone — all new unclassified files land here |
| 2 | Administration | 🏢 Building2 | 🔵 Blue | Legal documents, governance, permits, insurance |
| 3 | Finances | 💰 DollarSign | 🟢 Green | Accounting, invoicing, taxes, payroll |
| 4 | Operations | ⚙️ Cog | 🔘 Slate | Projects, suppliers, clients, purchasing, production |
| 5 | IT | 🖥️ Monitor | 🟣 Purple | Technology, software, security, backups |
| 6 | Human Resources | 👥 Users | 🩷 Pink | Recruitment, employee files, training |
| 7 | Marketing | 📣 Megaphone | 🟡 Amber | Campaigns, creative content, sales, promotions |
💡 Golden rule: When in doubt, a file goes into To Be Handled > New. WEBA will reclassify it afterwards.
Protection Levels
| Type | Rename | Delete | Who can do it |
|---|---|---|---|
SYSTEM_MASTER | ❌ No | ❌ No | Nobody — created by the system |
SYSTEM_DEFAULT | ✅ Yes | ❌ No | Admin can rename |
CUSTOM_DOMAIN | ❌ No | ❌ No | Folder linked to org domain |
CUSTOM | ✅ Yes | ✅ Yes | Manually created folder |
Domain Folder (8th special folder)
Beyond the 7 master folders, each organization has a Domain folder bearing the name of its custom domain (e.g., goweba.com, alainbessette.com). This folder contains files directly linked to the organization's web identity: logos, favicons, SSL certificates, DNS verification files, etc.
1. 🟠 To Be Handled (Triage)
Goal: Temporary landing zone for all files not yet classified.
| Sub-folder | Content |
|---|---|
| 📥 New | Unprocessed attachments, manually uploaded files, uncertain destination |
| 🔄 In Progress | Files awaiting validation, under review, needs additional info |
| ✅ Completed | Processed files awaiting final filing or deletion |
🤖 WEBA behavior: Analyzes file content, identifies document type, suggests destination, and auto-moves if confidence score exceeds 90%.
2. 🔵 Administration
Goal: Everything related to the legal, structural, and organizational framework of the company.
| Sub-folder | Content Examples |
|---|---|
| 🏛️ Governance | Meeting minutes, resolutions, bylaws, org charts |
| 📜 Permits & Licenses | Business permits, professional licenses, compliance certificates |
| 🛡️ Insurance | Insurance policies, certificates, claims |
| 📋 Leases & Contracts | Commercial leases, service contracts, NDAs |
| ✔️ Compliance | Audit reports, regulatory compliance, inspection reports |
| 🌍 Countries & Regions | Jurisdiction-specific documents, local registrations |
🔑 Employee contracts → HR, not here. Business contracts → here.
3. 🟢 Finances
Goal: Everything about money — what comes in, what goes out, what's owed, what's owned.
| Sub-folder | Content Examples |
|---|---|
| 📒 Accounting | General ledger, journals, bank reconciliations |
| 🧾 Invoicing | Client/supplier invoices, purchase orders, quotes |
| 🏛️ Taxes | Tax declarations, GST/HST, tax notices |
| 💼 Payroll | Pay stubs, T4s, payroll summaries |
| 🏦 Financing | Loan applications, grants, investment docs |
| 📊 Financial Statements | Balance sheets, income statements, budgets |
🔑 The invoice itself → Invoicing. The accounting entry → Accounting.
4. 🔘 Operations
Goal: The beating heart — what we do, with whom, and how.
| Sub-folder | Content Examples |
|---|---|
| 📐 Projects | Project plans, timelines, deliverables |
| 🤝 Suppliers | Supplier profiles, catalogs, evaluations |
| 👤 Clients | Client files, SLAs, correspondence |
| 🛒 Purchasing | Purchase orders, price comparisons |
| 🏭 Production | SOPs, quality control, maintenance |
| 📦 Inventory | Stock lists, movements, audits |
🔑 Supplier invoice → Finances > Invoicing. Supplier profile → here.
5. 🟣 IT (Information Technology)
| Sub-folder | Content Examples |
|---|---|
| 🖥️ Equipment | Hardware inventory, warranties, manuals |
| 💿 Software & Licenses | Software licenses, SaaS subscriptions, API keys |
| 🔒 Security | Security policies, pen tests, incident logs |
| 💾 Backups | Backup plans, recovery procedures, test reports |
6. 🩷 Human Resources
| Sub-folder | Content Examples |
|---|---|
| 🎯 Recruitment | Job postings, CVs, interview notes |
| 📂 Employee Files | Employment contracts, personal files |
| 🎓 Training | Training plans, certifications |
| 📈 Evaluations | Performance reviews, objectives, PIPs |
| 🎁 Benefits | Group insurance, RRSP, wellness programs |
🔑 Pay stubs → Finances > Payroll. Employment contracts → here.
7. 🟡 Marketing
| Sub-folder | Content Examples |
|---|---|
| 📅 Campaigns | Campaign plans, editorial calendars, results |
| 🎨 Creative Content | Logos, brand kit, visuals, videos |
| 📊 Sales Reports | Sales performance, pipeline analysis |
| 📦 Promotional Material | Brochures, flyers, business cards |
| 🔍 Competitive Analysis | Market studies, benchmarks, SWOT |
Quick Decision Matrix
When a document could fit in multiple folders, use this matrix:
| Document Type | Correct Folder | Why NOT the other |
|---|---|---|
| Supplier invoice | Finances > Invoicing | Not Operations > Suppliers (which holds supplier profiles) |
| Employment contract | HR > Employee Files | Not Administration > Leases & Contracts (reserved for business contracts) |
| Group insurance | HR > Benefits | Not Administration > Insurance (reserved for company insurance) |
| SaaS monthly invoice | Finances > Invoicing | The license itself → IT > Software & Licenses |
| Pay stub | Finances > Payroll | Not HR > Employee Files |
| Candidate CV | HR > Recruitment | Not HR > Employee Files (only AFTER hiring) |
| Financial audit | Administration > Compliance | Not Finances > Financial Statements |
| Company logo | Marketing > Creative Content | Not the Domain folder |
AI Auto-Filing — Hybrid Architecture (v2, June 2026)
WEBA automatically classifies email attachments and uploaded files into the correct WebaDrive master folder and sub-folder using a 3-pass hybrid engine:
Pass 1 — Filename Analysis (30+ trilingual rules)
WEBA inspects the filename with 30+ deterministic rules covering FR/EN/ES:
| Keywords detected in filename | Target folder |
|---|---|
invoice, facture, factura, receipt, reçu, recibo, quote, devis | Finances > Invoicing |
pay_stub, bulletin_paie, nómina, T4, W-2 | Finances > Payroll |
employment_contract, contrat_travail, contrato_trabajo | HR > Employee Files |
cv, curriculum, resume, cover_letter | HR > Recruitment |
insurance, assurance, seguro, policy, claim | Administration > Insurance |
permit, permis, licence_pro, authorization | Administration > Permits & Licenses |
lease, bail, NDA, service_contract | Administration > Leases & Contracts |
campaign, logo, brochure, ad, visual | Marketing > Creative Content |
backup, server, software_license, API | IT > Software & Licenses |
project, plan, deliverable, specifications | Operations > Projects |
💡 Each rule has a priority and a pre-set confidence score (90-95%). The most specific rule wins.
Pass 2 — Parent Email Context
If the file is an email attachment, WEBA reinforces its analysis with:
| Signal | Influence |
|---|---|
| Email subject | The same 30+ rules are applied to the subject |
| WEBA category | If the email is classified OFFICE and the attachment contains "invoice" → confidence boosted |
| Sender | An email from billing@stripe.com with attachment → Finances > Invoicing |
⚠️ The combination of filename + email context typically yields a score ≥ 90%, sufficient for automatic filing.
Pass 3 — LLM Fallback (ambiguous cases)
If the confidence score after passes 1 and 2 remains < 70%, WEBA invokes the LLM:
- The LLM receives the filename, MIME type, email subject, and sender
- It chooses among the 7 master folders and their sub-folders
- It returns a confidence score and explanation
- Temperature 0.15 for deterministic classification
Anti-Trap Decision Matrix
These rules prevent the most common filing errors:
| Document | CORRECT Folder | Trap to avoid |
|---|---|---|
| Supplier invoice | Finances > Invoicing | NOT Operations > Suppliers |
| Employment contract | HR > Employee Files | NOT Administration > Leases & Contracts |
| Group insurance | HR > Benefits | NOT Administration > Insurance |
| SaaS invoice | Finances > Invoicing | License → IT > Software |
| Pay stub | Finances > Payroll | NOT HR > Employee Files |
| Candidate CV | HR > Recruitment | NOT HR > Employee Files |
| Financial audit | Administration > Compliance | NOT Finances > Financial Statements |
| Company logo | Marketing > Creative Content | NOT Domain folder |
Confidence Thresholds
| Score | Action |
|---|---|
| ≥ 90% | Automatic filing + silent notification |
| 70–89% | Filing suggestion — user confirms or corrects |
| < 70% | LLM Fallback invoked. If LLM reaches ≥ 70% → filed. Otherwise → To Be Handled > New |
Filing Metadata
Each auto-filed document receives metadata in its description field:
[WEBA-CLASSIFIED] method=rules | confidence=92% | Supplier invoice detected
This metadata allows tracing and auditing the decision later.
Naming Best Practices
| Convention | Example |
|---|---|
| Type-Year-Month-Description | Invoice-2026-05-ClientTremblay.pdf |
| Type-Date-Subject | Minutes-2026-03-15-Board-Resolutions.pdf |
| Category-Number | PO-2026-099-Supplies.pdf |
| Employee-Type-Date | Elvis-Presley-Contract-2026-01.pdf |
💡 WEBA can auto-rename files following these conventions during filing.
Trilingual — Folder Name Reference
| Français | English | Español |
|---|---|---|
| À prendre en charge | To Be Handled | Por Atender |
| Administration | Administration | Administración |
| Finances | Finances | Finanzas |
| Opérations | Operations | Operaciones |
| IT | IT | TI |
| Ressources humaines | Human Resources | Recursos Humanos |
| Marketing | Marketing | Marketing |
📘 This guide is the WebaDrive Filing Bible — Definitive Version. It is the single reference for all file classification operations in GoWeBa, whether by a human or by WEBA.