It would be helpful to see how this looks from Isabelle's view when she logs into drive. I'm trying to create a shared drive structure for our company and still have everyone use the same top level hierarchy of the same drives, but then have access to only select folders within each drive. What seems to be the case is that when I share a folder but not the entire shared drive, the end user only sees the folder in 'shared with me' and the organization and navigation of that folder is up to the end user to manage - which is exactly what I'm trying to avoid by using shared drives. Any solution to this?
@@CristianBaronetti Seems that way - this is an unfortunate miss. Shared drives is (ideally) not just about access, but organization of information and ease of navigation to that information.
Hi Cristian and Chris, firstly I wanted to say thank you for the engagement on our channel and an excellent question. This is Fintan Murphy responding by the way. Unfortunately you are both correct and you have hit up against one of my major frustrations with the implementation of the Shared Drives granular permissions. When sharing just a folder you end up with a less than ideal view or experience for the other end user (Isobel in our example). The only workaround is to consider the folder structure within your organisation and create shared drives accordingly. For example a Team Shared Drive that has most of the files people in the company need. Defaulting to sharing with everyone. Then specific shared drives for internally restricted files. For example, HR, Finance and the senior management. This is how a lot of our customers setup their shared drives. Only using the folder levels sharing for specific small use cases. Eg sharing with a contractor once off. Sharing a folder with a customer and so on. There is one other feature that can be beneficial. This is the shortcuts feature. This could allow you to place a shortcut to a folder in say the team shared drive that is actually a folder in the HR shared drive and only give access to certain people. Again it’s a workaround but can be useful for organising files and folders for easy access. I do hope at some stage google address this user interface issue with shared folders within shared drives but until then we will have to all work within these limitations. I hope this helps. Feel free to reach out to my team and we’d be more than happy to help. info@damsoncloud.com - Fintan
@@Damsoncloud It is interesting that Google still has not found a solution for this obvious miss.
2 года назад
Can you remove everyone else from Online folder and keep only Isobel and you? I would like to set up within Shared Drive a folder that will not be visible to all users of that shared drive from the parent folder.
Hi there, Glad you liked the video! Great question - it applies to all plans except for business starter, as there are no shared drives included the business starter plan. But yes, it does apply to business standard.
Great Video! I was wondering how you felt about using security groups as opposed to users when establishing permissions on a share. One disadvantage I see is that someone managing(with the manager role) the Google Shared Drive cannot tell which members are in the group. I work for a large university where we have centralized management of GCP and I don't have the permissions to create groups....I can only create Shared Drives and add users or groups to that share. Thanks!
Hey Alex, I can see the value of using groups to manage shared drives and other permissions it is actually the most common way it is done in larger organisations as individually adding users would be too time consuming. The groups can also do other things like add people to calendars, email accounts sites etc. It reduced the admin overhead considerably. - Fintan
Hi John, there are many different levels of access you can grant. Set access levels based on your shared drive's purpose For any type of shared drive, give people who need to manage it Manager access so they can add or remove members, delete content, and so on. *Assigning someone as Content manager or Contributor* , for example, allows you to update content and add new documents to the shared drive. Hope this helps! Charlotte
@@Damsoncloud I was under the impression that "Guests" (ie. people from a separate domain to "Members") cannot be assigned Manager access. Is this not correct?
![[2023] Organizing Shared Drives on Google | Creating Groups and Permissions](http://i.ytimg.com/vi/EcEPXOCoa0w/mqdefault.jpg)
![[2023] Organizing Shared Drives on Google | Creating Groups and Permissions](/img/tr.png)
It would be helpful to see how this looks from Isabelle's view when she logs into drive. I'm trying to create a shared drive structure for our company and still have everyone use the same top level hierarchy of the same drives, but then have access to only select folders within each drive. What seems to be the case is that when I share a folder but not the entire shared drive, the end user only sees the folder in 'shared with me' and the organization and navigation of that folder is up to the end user to manage - which is exactly what I'm trying to avoid by using shared drives. Any solution to this?
Same issue here... So for those users it ends up being the same that using My Drive?
@@CristianBaronetti Seems that way - this is an unfortunate miss. Shared drives is (ideally) not just about access, but organization of information and ease of navigation to that information.
Hi Cristian and Chris, firstly I wanted to say thank you for the engagement on our channel and an excellent question. This is Fintan Murphy responding by the way.
Unfortunately you are both correct and you have hit up against one of my major frustrations with the implementation of the Shared Drives granular permissions.
When sharing just a folder you end up with a less than ideal view or experience for the other end user (Isobel in our example). The only workaround is to consider the folder structure within your organisation and create shared drives accordingly. For example a Team Shared Drive that has most of the files people in the company need. Defaulting to sharing with everyone.
Then specific shared drives for internally restricted files. For example, HR, Finance and the senior management. This is how a lot of our customers setup their shared drives. Only using the folder levels sharing for specific small use cases. Eg sharing with a contractor once off. Sharing a folder with a customer and so on. There is one other feature that can be beneficial. This is the shortcuts feature. This could allow you to place a shortcut to a folder in say the team shared drive that is actually a folder in the HR shared drive and only give access to certain people. Again it’s a workaround but can be useful for organising files and folders for easy access.
I do hope at some stage google address this user interface issue with shared folders within shared drives but until then we will have to all work within these limitations. I hope this helps. Feel free to reach out to my team and we’d be more than happy to help. info@damsoncloud.com
- Fintan
@@Damsoncloud Thanks so much for the reply - really appreciate it
@@Damsoncloud It is interesting that Google still has not found a solution for this obvious miss.
Can you remove everyone else from Online folder and keep only Isobel and you? I would like to set up within Shared Drive a folder that will not be visible to all users of that shared drive from the parent folder.
Very helpful video! Does this apply to all google workspace pricing plans aka business standard? Thank you!
Hi there,
Glad you liked the video! Great question - it applies to all plans except for business starter, as there are no shared drives included the business starter plan. But yes, it does apply to business standard.
Great Video! I was wondering how you felt about using security groups as opposed to users when establishing permissions on a share. One disadvantage I see is that someone managing(with the manager role) the Google Shared Drive cannot tell which members are in the group. I work for a large university where we have centralized management of GCP and I don't have the permissions to create groups....I can only create Shared Drives and add users or groups to that share. Thanks!
Hey Alex, I can see the value of using groups to manage shared drives and other permissions it is actually the most common way it is done in larger organisations as individually adding users would be too time consuming. The groups can also do other things like add people to calendars, email accounts sites etc. It reduced the admin overhead considerably.
- Fintan
Is it okay if the owner of the shared drive and the team has different subscription plan? Can the team still access the shared drive?
Yes they can :)
I notice that Guests can edit files in a folder to which they've been given access. Can they also create new files in that folder?
Hi John, there are many different levels of access you can grant.
Set access levels based on your shared drive's purpose
For any type of shared drive, give people who need to manage it Manager access so they can add or remove members, delete content, and so on.
*Assigning someone as Content manager or Contributor* , for example, allows you to update content and add new documents to the shared drive.
Hope this helps!
Charlotte
@@Damsoncloud I was under the impression that "Guests" (ie. people from a separate domain to "Members") cannot be assigned Manager access. Is this not correct?
@@johnscheermeijer3436 We are doing some tests to see if this is possible, we will get back to you soon :)
You can assign manager privileges to any Google account that is on the shared drive if the admin settings on your domain allow it.
@@Damsoncloud Thanks for your reply.
Much too fast and for newcomers, lacked explanation of some to the (technical) jargon used.