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[2023] Organizing Shared Drives on Google | Creating Groups and Permissions
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- Опубликовано: 27 сен 2023
- [2023] Organizing Shared Drives on Google | Creating Groups and Permissions
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Hi, Thank you for the good content. I'm just setting a Google shared drive and I could not understand why we don't create 1 main folder(main shared drive) for the company name and subfolders for the teams and share subfolders with the team. But we create multiple Google shared drives for the teams.
Watching this on a Sunday evening, preparing to implement for the new hires that I just onboarded. This was very helpful. Thank you!
Great stuff, good luck with the new hires!
Brilliant use case and learnt a lot, thanks for sharing - data loss risk I never thought of
Glad it was helpful!
If I set up shared drives on my info email, then the HR email for example, can't use the "insert files using drive" icon when composing a message. The user has to download the file from the shared drive and then upload it to the email which extends the process. Is there a way around this with shared drives? Why not use the HR email as the HR drive?
This is so helpful thank you
Welcome!
Have you had the problem of having to manage permissions at the file/folder level? As I understand if you’re part of a shared drive you cannot be prevented from opening a single file or folder in that shared drive. What if you don’t want someone seeing one particular folder in a shared drive but everything else is kosher?
What if someone only needs access to a couple files in one shared drive, and a folder from another, but not all files and folders in those drives?
Hi there, great question. Pop this question into ask.itgenius.com/ and we will get Pete to answer it on his next Q&A series
I have the same problem. Don't understand why Google doesn't allow removing people's access on the folder/file level.
RIGHT! File sharing of a file/folder subordinate to the "shared drive" requires the parent to share the same permission. In "My Drive" you can maintain various levels of permissions both up and down the file/folder chain. This is frustrating - But: I love your grouping concept and appreciate you doing this video.
Did this question get answered? Where can I find the answer? @@itGenius_
Thank you for this... but is there a way to have a document in the shared drive that is Force Copy upon opening? I understand can change the end of a link to 'copy' and then send that link, but causes me to continuously share it manually. I want the document that is stored in the shared drive to force copy upon opening. Please help! All of the tutorials are about the magic of replacing 'edit' with 'copy' - but I understand that part... I want the master document to be force copy. Thank you!
Hi, great tutorial, my friend shares a folder with me in shared with me, I send him photos and videos on his drive but through the folder shared by him (google drive/ shared with me), whenever I send/move files to his folder which he shares it with me, my space on my google drive is decreasing. That is, I take a photo or video with my phone, go to my Google Drive, to the shared with me tab, inside there is a folder that is his and he shared with me, I upload the files here, and my space on Google Drive decreases. Is there any other way for me to send photos to him on his Google Drive but without reducing my space in my Google Drive? Thanks.
Kind Regards Adam.
I have a g suite business starter plan that I bought through Squarespace. I don’t have access to shared drives. Do I need to upgrade my plan to business standard?
Yep!
@@itGenius_ got it thank you!
What if I move a shared folder into my shared drive. Do the people who have access to on or two files in that folder now have access to the shared drive or lose access to those docs?
Love it
💪🏼
Hi, I tried to find the Shared Drives in my Google Drive , unfortunately I don't have it there. It is my personal google account. Do I have to upgrade to some business google account to get access to Shared Drives? Thanks for advice
Hi, that's correct. You will need either a business or education account to use shared drives. This is not available for personal accounts.
business only :)
hello mate, nice video. I am in a weird situation, I migrated 18 users to google from microsoft but 10 of those users are just "emails", not real persons. And I am shocked to see that I can't upgrade just the real 8 users to the business plan from the starter in order to have access to the share drive function. How would you handle it? Shall I use my personal drive and share it with the 7 other people? Or shall I have a user outside my organisation who is upgrade on the business standard and this outside user shares with the 8 users? I have sensitive files that should be seen only by 2 or 3 users...
thanks !
Watch a couple of my other videos on sharing mailboxes and multiple domain names and you might be able to set up some alias accounts to cut down on the licensing costs
I'm using macOS (Sonoma 14.3). Is there a way to "Mirror" Shared Drive (not My Drive) so I can use and sync files/folders in Mac's Finder? I can't seem to find an answer to this! Thank you.
Yep download the Google Drive app
One addition I would suggest to add a service account as the owner of the shared drive.
Ha yes good tip!!!
Where do you save contract information (for team-/project management and management-client communication) without giving access to all team members?
Ask.itGenius.com and I’ll cover this in an upcoming live
If there are Share links to files already shared and then they move to a Shared drives they still the same link?
Yep! They retain the URL link
This is great. Now how do you get your employees to only use the shred drive and not there drive once it is set up?
Little bit of carrot, little little bit of stick . I don’t have a magic wand for this unfortunately!!! (and there is no way to restrict them using Google Drive via policy, yet)
A colleague has shared a folder with me, full of Photoshop files I need to work on. How do I make this available to me offline, sync it to a folder on my hard drive? I looked for create Shared Drives, but I don't see that as an option. Does he have to create the shared drive? I am used to working in Dropbox where all of this is simple and easy to understand. Thanks!
You should be able to drag that folder into your my drive and then downloaded Googledrive desktop app
@@itGenius_ Yes, I have the Google desktop app. So, I have to download, work on the files, and then re-upload them? Google Drive doesn't sync like other services? I tried making a shortcut, but it did not sync with the cloud.
Why isn't Shared Drives available for every regular google account user? Why do only some people have it?
you have to upgrade to google business standard to have access to shared drives and implement them.
If any user ID is deleted, the uploaded files by that particular user ID will still be there or deleted ?
They will stay, as they are owned by the company
I still dont understand why group are better to share with than individuals? What if all the individuals are using business domains inside the same company?
Watch a couple of my other videos on groups on the channel. In short, giving one user access to multiple resources via a group is generally much faster than individually adding when onboarding
Hello, I would like to know if the Google Drive unlimited plan is still available? If you are I will be available to negotiate
No it’s not sorry!
Hello, can my admin see if I move an email to spam inbox
Good question , vault might show that but I’m not sure if it shows labels
Shared Google Drives - "No folders in my drive" - Can you teach us how you name files in order to ensure things are easily searchable and organized WITHOUT folders?
honestly i just stick to descriptive names... the search also looks into documents so its very very good
What happens if my Gmail account is in a folder on someone else's file
Hello
I really liked your video. I have one question for you. I use Trello for my small business. To send SMS notifications to clients, I use Google messages, which is connected to an Android mobile phone. Is it possible to connect Trello with Google messages? Maybe with the help of Zapier or some other app.
My goal is that when the card in trello is marked as completed, the client will receive an SMS message on his android or apple phone
Hi there, great question. Pop this question into ask.itgenius.com/ and we will get Pete to answer it on his next Q&A series