Re: [GAM] Team Drive - Create a folder for each employee with subfolder for all other employees inside

[Ross Scroggs]

Alexis,

A

  B

  C

B

  A

  C

C

  A

  B

Each pair of users have two folders between them; is this really what you want?

Ross

On Thu, Nov 4, 2021 at 4:52 AM Alexis Trabuchet <atrab...@gmail.com> wrote:

Hey!

I'm working on a project to create a "share space" on a shared drive in our company.

The idea would be to create on the shared drive a folder for each employee.
In each folder, to create a subfolder corresponding to all other employees with write permissions for the the both of them.

For an example, let's say we have A,B and C employees:
- In the shared drive, creation of A, B C folders.
- In the A folder, creation of a B and C folders. in the subfolder B, write permissions for  A and B. in the C subfolder, write permissions for the C and A employee.

Is someone around here have ever done a similar setup?

Thank you,

Alexis

--
You received this message because you are subscribed to the Google Groups "GAM for Google Workspace" group.
To unsubscribe from this group and stop receiving emails from it, send an email to google-apps-man...@googlegroups.com.
To view this discussion on the web visit https://groups.google.com/d/msgid/google-apps-manager/a02655a7-b54f-4877-ae0c-468ae02cbfc4n%40googlegroups.com.

--

Ross Scroggs

ross.s...@gmail.com

[Chris River]

I think the issue that Ross was alluding to is that file/folder organization will likely be confusing. For example, user A places a file named "Meeting Notes with B" in folder A/B (in A's Shared Drive), so that both A and B can access it. User B goes to their own Shared Drive and opens folder B/A, and does not see this file. They will instead need to open folder A/B to see this file.

User B might then create a file named "Meeting Notes with A" in folder B/A, thinking that the file hasn't already been created, and writes their own notes in this file. They now need to resolve the conflicting file content here. Or, even if they resolve that, they will probably want to settle on using just one of the folders, so they don't need to look at 2 different folders to see all of their shared content.

The resolution for this would be to make one of the folders a shortcut. For example, a single folder in folder A named B. User B would then have a shortcut in folder B that points to folder A/B. There might be issues presented with this setup though (such as who should own the folder vs who should get the shortcut?).

On Thursday, November 4, 2021 at 3:03:37 PM UTC-4 Alexis Trabuchet wrote:

Hey Ross,

First of all, thank you for your answer and your help.

I don't know if I understand well so I'll try to explain better.

We want to have a folder named after each employee in the shared drive.
In each folder, we want subfolders named after all other employees, with write permissions for the people the parent is named after and additional write permissions for the person is named after.

For an exemple, let's say we have Ashley, Brice, Charles and Denise as employees.

The structure we want to create is a folder for each employee in the shared drives, with write/read permissions only for the person the folder is named after



Then, in each folder, we want to create subfolders for all the others employees of the company. So, for the Ashley folder it would be this:



and for Brice



And so on for each employee.

For each subfolder, we want to add read/write permissions for the person the subfolder is named after.
So for the Ashley folder for example, the subfolder Brice would only be accessible and writable by Ashley and Brice, the subfolder Charles would only be accessible and writable by Ashley and Charles, etc.

I think this is what you meant but yes, it's okay if there is a pair of shared users between two users.
We want to create a private sharing platform between users without using personal drives.

The best option would have been to create a folder for each user and everybody can access it and put the files they want to share inside but there is a privacy problem doing this as everybody can see the files inside, so this is the only system we could think.
Maybe there is a better system to do so with GAM!

Thank you so much,

Alexis

[Ross Scroggs]

Alexis,

This will require a script to generate a series of GAM commands.

You will need a two-column csv file SharedFolders.csv with two columns: name,email

name is the name of the folder and email is the email address of the user

How many users are there?

What version of GAM do you have?

Ross

name,email

Ashley

On Thu, Nov 4, 2021 at 12:03 PM Alexis Trabuchet <atrab...@gmail.com> wrote:

Hey Ross,

First of all, thank you for your answer and your help.

I don't know if I understand well so I'll try to explain better.

We want to have a folder named after each employee in the shared drive.
In each folder, we want subfolders named after all other employees, with write permissions for the people the parent is named after and additional write permissions for the person is named after.

For an exemple, let's say we have Ashley, Brice, Charles and Denise as employees.

The structure we want to create is a folder for each employee in the shared drives, with write/read permissions only for the person the folder is named after



Then, in each folder, we want to create subfolders for all the others employees of the company. So, for the Ashley folder it would be this:



and for Brice



And so on for each employee.

For each subfolder, we want to add read/write permissions for the person the subfolder is named after.
So for the Ashley folder for example, the subfolder Brice would only be accessible and writable by Ashley and Brice, the subfolder Charles would only be accessible and writable by Ashley and Charles, etc.

I think this is what you meant but yes, it's okay if there is a pair of shared users between two users.
We want to create a private sharing platform between users without using personal drives.

The best option would have been to create a folder for each user and everybody can access it and put the files they want to share inside but there is a privacy problem doing this as everybody can see the files inside, so this is the only system we could think.
Maybe there is a better system to do so with GAM!

Thank you so much,

Alexis

Le jeudi 4 novembre 2021 à 18:24:58 UTC+1, Ross Scroggs a écrit :

To view this discussion on the web visit https://groups.google.com/d/msgid/google-apps-manager/9e999ef8-2600-4faa-bd4c-e356298c35e9n%40googlegroups.com.

--

Ross Scroggs

ross.s...@gmail.com

[Ross Scroggs]

Another approach is to have one folder per pair of users

Ashley-Brice

Ashley-Charles

Ashely-Denise

Brice-Charles

Brice-Denise

Charles-Denise

Ross

To view this discussion on the web visit https://groups.google.com/d/msgid/google-apps-manager/85764bf3-f484-46d1-94cf-a0893727e648n%40googlegroups.com.

--

Ross Scroggs

ross.s...@gmail.com

[Chris River]

That might be able to work. You should start with an example setup with one or two of your users first, to make sure Shared Drives support the permissions structure you want. For example, to make sure that you don't need to give everyone any permissions on the Shared Drive itself, and that everything will display how you want with permissions only on the folders. Shared Drives only somewhat recently added the ability to set permissions on individual folders within the Drives; one limitation of this though is that you can't have folders (and files, I think) with reduced permissions than the Shared Drive. For example, if all users have view permissions on the Shared Drive, then they will have view permissions on all of the folders within the Drive; it isn't possible for you to set view permissions on the Drive for a user but then hide folders within the Drive from the same user.

You should be able to see if the idea will work with just a small demo with just one or two users. If the demo is successful, then you should be able to make it work the same way for the rest of your users. Doing this via GAM will be a little complicated I think, but not too bad if you're comfortable working with spreadsheets/csvs. It should be possible to automate (or at least scripted enough to just work when provided an additional name), but I think that would take some time to put together. You should also be aware of the Shared Drive limits (https://support.google.com/a/answer/7338880?hl=en); I think you'll stay well within those limits, but something to be aware of just in case.

On Friday, November 5, 2021 at 5:44:06 AM UTC-4 Alexis Trabuchet wrote:

Dear Ross and Chris,

Thank you so much for replying and for your suggestions.

I use the GAMADV-XTD3 6.08.31 version, and we have around 50 users.

I now realize having a pair of folders between two users can be misleading. The last suggestions of ROss would be the most logical but I try to keep it simple for them
Therefore, I was thinking of an idea mixing your suggestions.

In the shared drive, creation of a folder for each employee (only accessible by them) + a "master folder".
In the "master folder", creation of subfolders like Ross suggested Ashley-Brice, Ashley-Charles, Ashely-Denise, etc with permissions for both users on each subfolders so they cannot be accessed by someone else.
In each employee root folder, creation of shortcut to those shared folders contained in the "master folder" but renamed with only the other other employee's name (for an example, in Ashley folder, the shortcut leading to "Ashley-Brice" would be named "Brice" only).

Do you think it would be possible? 

Alexis

[Ross Scroggs]

Alexis,

I got busy this morning and couldn't contact you.

Can we do a Google Meet/Zoom call tomorrow at 8:00AM PST?

Ross

On Mon, Nov 8, 2021 at 3:31 AM Alexis Trabuchet <atrab...@gmail.com> wrote:

Hey Chris, Hey Ross,

Thank you for your answer.

I tried some testing this week end but it is not the expected behaviour.
If I don't add people to the shared drive but only to folders/subfolders, the shared drive won't appear in the "shared drive" section, only the folders will appear in the "shared with me" section and this won't do it with our users as I know they will complain.

So I guess I will have to do a more traditional/simple approach.

Could you help me in this new setup: I want to create a shared drive, add a folder named after each one of our employees and wipe it every day.
Do you know if it possible? 

Thank you,

Alexis

To view this discussion on the web visit https://groups.google.com/d/msgid/google-apps-manager/4195e692-7012-4e6b-a972-36e66d28dc1dn%40googlegroups.com.

--

Ross Scroggs

ross.s...@gmail.com

[Alexis Trabuchet]

Hey Ross, that would be perfect if it is not an hassle for you!

Thank you so much!

Alexis

Envoyé de mon iPhone

Le 8 nov. 2021 à 20:45, Ross Scroggs <ross.s...@gmail.com> a écrit :



To view this discussion on the web visit https://groups.google.com/d/msgid/google-apps-manager/CAJkvRS-XCAoch1PbA7Uf9hkUBPYfW7jdjbtLivL%2B%2BYz84JU8JA%40mail.gmail.com.

[James SEYMOUR]

Hi Alexis,

Not sure what you have mananeged to sort out with Ross, but you can use GAMADV-XTD3 to create shortcuts (https://github.com/taers232c/GAMADV-XTD3/wiki/Users-Drive-Files-Manage#create-shortcuts) so should be able to add these to peoples Drive, either at a top level or within a folder.

Cheers

James

On Monday, 8 November 2021 at 19:31:30 UTC+8 Alexis Trabuchet wrote:

Hey Chris, Hey Ross,

Thank you for your answer.

I tried some testing this week end but it is not the expected behaviour.
If I don't add people to the shared drive but only to folders/subfolders, the shared drive won't appear in the "shared drive" section, only the folders will appear in the "shared with me" section and this won't do it with our users as I know they will complain.

So I guess I will have to do a more traditional/simple approach.

Could you help me in this new setup: I want to create a shared drive, add a folder named after each one of our employees and wipe it every day.
Do you know if it possible? 

Thank you,

Alexis

Le vendredi 5 novembre 2021 à 18:35:51 UTC+1, Chris River a écrit :