Creating a 'Shared' Drive with Google Drive

[Bradley Chambers]

I'm brainstorming out to roll out a 'shared drive' folder with Google Drive/Docs.  If I share a folder with a group address, will the permissions all work right? Anyone have any experience here? If I added new people to the group, do they automatically get added to the folder?

- Bradley

___________________________

Bradley Chambers

Director of Information Technology

Brainerd Baptist School

[Bjorn Behrendt]

I think the "with a link" option may not work like you want it to, as I think it brings up a different interface.

What most do is create the folder, share it with the correct group.  Then just copy the url of that folder and email that out to the group.    Many even create a public resource site with a link to all the different resources and send that out telling people that if they don't see something (calendar, folder, site), go to the site and click it and it will show up.

I hope that helps

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On Fri, May 11, 2012 at 10:57 AM, Bradley Chambers <bcha...@brainerdbaptist.org> wrote:

So If I make a folder, do the share option and set the security as anyone in the domain with the link.  I can them email the group and just paste the link in there.  Once they click on it, the folder will be in their docs list? I agree on the domain stuff.  Like I wish I could create a calendar and force it into everyones shared calendars list.  Thanks!

- Bradley

___________________________

Bradley Chambers

Director of Information Technology

Brainerd Baptist School

On May 11, 2012, at 10:42 AM, Bjorn Behrendt wrote:

 

[Curts, Eric]

Bradley,

Sharing folders with groups is a great option, but may not work exactly as people expect.  Here are the basics...

• First create the folder you wish to share.
• The share it with a group address, selecting edit or view rights as you wish.
• All the members of the group will now get an email message indicating that you have shared the folder with them, and containing a link to open the folder
• Note: When you share a folder (or document) with a group, the folder does not show up anywhere in the member's Google Drive by default.  All that happens is that you have given them permission to the folder. The folder will not be listed in their Google Drive until they click the link that was emailed to them. (This is different than sharing a folder or file with a specific person rather than a group)
• So, the group members need to click the link that was emailed to them. Once they do this the shared folder will open up and now it will be listed in their Google Drive.  However, please note, the only place it is listed is in "All items".  It does not get listed in "Shared with me".  The only things that are listed in "Shared with me" are items that have been share explicitly with a user, not through a group.
• A good idea would be for the users to drag and drop the shared folder into their "My Drive" folder if they want quick access to it later without having to go back to "All items"
• If you add new people to the group later, they will get the appropriate permissions to the folder, but the folder will not show up automatically in their Google Drive (see above) and furthermore they will not have the email giving them the link.
• So, for new members to the group, you will need to provide them with the link to the shared folder (email it, put it on the website, put it in a doc, etc.)

If you plan to share lots of folders this way, the best thing to do is share one folder and make sure everyone clicks the link to add the folder to their Drive screen.  Now anytime you create subfolders of that shared folder, that new subfolder will automatically show up under the original shared folder.

Special Note: If you are giving people edit rights to the folder, by default that gives them the right to change the permissions on the folder as well.  You need to change this in the folder sharing settings. At the bottom of the sharing setting window, change the selection from "Editors are allowed to add people and change the permissions" to "Only the owner can change the permissions".

Eric

* Eric Curts

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[Bradley Chambers]

Thanks Eric! Great info!

One question: Let's say I want people to be able to add files to the folder, but only be able to edit things they created/have been given edit rights to.  Should I choose edit or view rights?

- Bradley

___________________________

Bradley Chambers

Director of Information Technology

Brainerd Baptist School

[Curts, Eric]

If you want "Group-A" to be able to add items to the folder then "Group-A" has to have edit rights to the folder.

By default whatever is added to the folder will inherit the permissions of the folder, so any new document put in there would be editable by "Group-A" at first.

However, you can change the permissions on any file in a folder one by one.  So you could edit the sharing settings for a new document in the folder and remove or change the rights for just that file.  For example the folder could still be editable by "Group-A" but a specific file in the folder may be view only for them after you change that file's specific sharing settings (or it might not even be visible for them if you want).

Eric

* Eric Curts

* Technology Director, North Canton City Schools

* 525 - 7th St NE, North Canton, OH 44720

* te...@northcantonschools.org

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*  Google+ Profile - Click here

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