Viewer – Can view but can’t change or share files.Let’s take another look at the five levels of Shared Drive access: Unfortunately, it’s a little more complicated than that. If you’re not familiar with the way Shared Drives work, you might assume that permissions are as simple as restricting members of a department to their own team folder and allowing them to request access to other files as needed. There’s some room for variation among teams so long as the resulting file structure remains intelligible and intuitive for anyone with access to a given departmental subfolder.Īccess – there’s a key concept to keep in mind. Īt a high level, the smartest way to organize files in a Google Workspace is in a way that mirrors the structure of your IRL workspace – bucketed into top-level folders for each team or department within your organization.įrom there, specific needs may vary by department: maybe your product team’s files will be organized by quarter or project while your HR team’s files will be organized by document type. We're starting with the easy stuff! If your Google Workspace edition supports Shared Drives, this is as simple as going to Apps > Google Workspace > Drive and Docs in the Admin Console, finding Shared Drive Creation under Sharing Settings, and unchecking the Prevent users in your organization from creating new shared drives checkbox. ![]() If, after all that, you're wondering where to begin, let us walk you through a focused use case – how to set up a Google Shared Drive to manage files and documents for an existing organization. ![]() In other words, we threw a lot of stuff at you. In our last post, we told you everything we know about Shared Drives – their sharing structure, their security settings, their pros, their cons.
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