Many teams use cloud-synced “shared drive” systems (OneDrive, Google Drive, Dropbox, Box, etc.) to collaborate on files. DesignMerge and Adobe InDesign can be used with cloud-synchronized folders provided that the folders are configured to store files locally on the workstation and the cloud service is only syncing changes in the background. This article provides detail on the proper configuration for these systems to ensure compatibility with DesignMerge software.

OVERVIEW

All of the cloud-sync systems typically work by creating a local folder on the computer and then syncing changes to a cloud server in the background.

For most standard documents and files, this works seamlessly. However, VDP and production workflows (like DesignMerge + Adobe InDesign) can stress these systems because they often:

• create and delete many temporary files,
• write output in bursts (hundreds/thousands of files),
• repeatedly save/replace the same document,
• and rely on file rename/replace operations that must complete cleanly.

If the cloud-sync tool is configured to keep files as online-only placeholders (sometimes called “Files On-Demand,” “streaming,” or “smart sync”), with no permanent, local copy of the file, this can interfere DesignMerge operation.

Golden Rule (Recommended for All Cloud-Sync Tools)

Best Practice: Keep all VDP-related files and output in a non-synced, local working folder (if possible). If you must work in a synced folder, configure the folder to always keep a local copy (no online-only placeholders).

Quick fix test (works across all providers)

If you feel that a job is failing because the assets are stored in a cloud-sync folder, please try the following:

1. Copy the entire job folder to a plain local folder (example: C:\DesignMerge_Test\).
2. Run the same process again from the local folder.
3. If the issue disappears, the root cause is almost always the sync/virtualization layer.
   
   

SYSTEM-SPECIFIC DETAILS

The following section provides details for each of the most popular cloud-sync systems.

Microsoft OneDrive

What it is / how it works

OneDrive integrates deeply into Windows and can sync a local folder to Microsoft’s cloud. Its default configuration often uses Files On-Demand, where items can appear in File Explorer but may not be fully stored on the local disk until accessed.

Recommended settings for DesignMerge compatibility

Keep project folders fully local

1. In File Explorer, locate the project folder inside OneDrive.
2. Right-click the folder.
3. Select Always keep on this device.

This forces the folder contents to remain fully local and reduces sync virtualization risk during save/export operations.

Google Drive for Desktop

What it is / how it works

Google Drive for Desktop can run in a mode where files are “streamed” (appear locally but aren’t necessarily stored locally until needed), with the ability to mark specific items for offline access. Google’s UI commonly uses wording such as “Available offline” / “Make available offline.”

Recommended settings for DesignMerge compatibility

Ensure active project folders are stored locally

1. Open the Google Drive folder in File Explorer (Windows) or Finder (macOS).
2. Right-click the project folder (or key files).
3. Choose Offline access → Available Offline (wording varies slightly by OS/UI).

Support note: Some organizations run Drive in different modes (“streaming” vs other configurations). In streaming-style setups, the key requirement is still the same: make sure the working set is explicitly available offline (fully local).

Dropbox

What it is / how it works

Dropbox syncs a local folder to the cloud. Many environments also use “online-only” behavior (often called Smart Sync / online-only / save space modes), which can make items appear present but not fully local until opened.

Recommended settings for DesignMerge compatibility

Ensure the project folder is local (not online-only)

1. In the Dropbox folder, locate your DesignMerge project folder.
2. Right-click the folder (or key files).
3. Choose the option that corresponds to Available offline / Make available offline / Local (wording varies by Dropbox version and policy).

If your system is in a managed/team environment, Dropbox also supports admin-level defaults that can make new files default to “Local” and control space-saving automation.

Box Drive

What it is / how it works

Box Drive provides access to cloud content from a local Explorer/Finder view. It supports explicitly selecting folders that should be downloaded for offline/local use. Box documents this feature as “Mark for Offline” / “Make Available Offline.”

Recommended settings for DesignMerge compatibility

Mark project folders for offline use

1. In the Box Drive folder, locate your project folder.
2. Right-click the folder.
3. Select Make Available Offline (or Mark for Offline).

This downloads the folder content so applications operate on fully local files while Box syncs changes in the background.