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Internal: External Storage & Vault Workflow Decision Guide

(AI Support Agent & Support Team Only)

Purpose

This article defines which external storage workflow to use when assisting customers with Mylio Photos.

The AI Agent must select exactly one workflow per case.

Do not mix steps from different workflows.

Core Rule (Read First)

Choose one workflow based on the customer’s situation. Do not combine workflows.

Common errors this guide prevents:

  • Suggesting OS-level copying during a sync-based replacement

  • Unregistering a Vault before a replacement is complete

  • Treating a failing drive as a capacity issue

  • Assuming all external drives are Vaults

Workflow Overview

Workflow

Primary Use Case

Risk Level

Add Vault (Capacity Expansion)

Drive is healthy but full

Low

Replace Vault via Sync

Drive is failing; data still accessible

Medium

Replace via OS-Level Copy (Advanced)

Data already copied or recovered

High

 

Workflow 1: Add Vault (Capacity Expansion)

Use this workflow when:

  • External drive is healthy and stable

  • User reports “out of space” or a full Vault

  • No SMART warnings, clicking, or instability

  • No OS-level copying, cloning, or recovery mentioned

Primary goal:

  • Add a larger external Vault

  • Sync originals safely from the existing Vault

  • Preserve access during expansion

Key instructions:

  • Keep both old and new Vaults connected

  • Do not unregister the old Vault until sync completes

  • Sync is expected to take time

Do NOT use when:

  • Drive shows signs of failure

  • Files are missing or unreadable

  • User mentions cloning, copying, or renaming drives

Related article:

My External Drive Vault Is Full — What Should I Do?

Workflow 2: Replace Vault via Sync (Drive Failure or Risk)

Use this workflow when:

  • Drive is failing, unstable, clicking, or showing SMART warnings

  • Drive may still mount or be intermittently readable

  • User has at least one other Vault, or can add one

Branching logic:

If the user has a second Vault:

  • Confirm another Vault is fully synced

  • Unregister the failing drive

  • Replace it as soon as possible

If the user has only one Vault:

  • Do not unregister yet

  • Add a new Vault first

  • Allow full sync to complete

  • Unregister the failing drive only after confirmation

Primary goal:

  • Preserve access to originals

  • Maintain at least two functioning Vaults

Do NOT use when:

  • Data has already been copied or recovered outside Mylio

  • User is attempting to preserve device identity

Related article:

My External Drive Vault Has Failed (or Is About to Fail) — What Should I Do?

Workflow 3: Replace via OS-Level Copy (Advanced)

⚠️ Advanced workflow — use only when conditions clearly match

Use this workflow when:

  • User explicitly states they have:

    • Copied data at the OS level

    • Cloned a drive

    • Recovered data from a failed drive

     

  • Original folder structure is intact

  • User wants to avoid re-syncing

  • User wants Mylio to treat the new drive as the same device

Applies to:

  • External drives configured as Vaults or

  • External drives using custom sync policies (Travel Backup, SpaceSaver + SyncCollections)

Critical requirements:

  • New drive name must match exactly

  • Mylio system folder name must match exactly

  • Old and new drives must never be connected at the same time with the same identity

  • Mylio Photos must be closed during copying

Primary goal:

  • Rebuild or replace an external Mylio device without re-syncing

Do NOT use when:

  • User is uncomfortable with OS-level operations

  • Data is incomplete or corrupted

  • User expects a guided, in-app workflow

Related article:

Advanced: Replacing or Rebuilding an External Drive by Copying Data at the OS Level

Classification Shortcuts (AI Heuristics)

  • “Full” / “out of space” → Add Vault

  • “Clicking” / “SMART warning” / “unstable” → Replace via Sync

  • “Copied the drive” / “cloned” / “recovered data” → OS-Level Copy

  • “One Vault only” + failing → Add new Vault first

  • Mentions renaming drives → OS-Level Copy only

Hard Safety Rules (Never Break)

  • Never suggest unregistering a Vault until a replacement is complete

  • Never mix sync workflows with OS-level copying

  • Never assume an external drive is a Vault

  • Never connect two drives with the same name and Mylio system folder

  • Never downplay drive failure risk

Final Reminder

If there is any ambiguity, default to:

  • Sync-based workflows

  • Data safety over speed

  • Guided workflows over advanced methods