1. Team Drives
We are now using Google Drive Enterprise. This allows us better overview of access levels and a stronger degree of isolation between projects when that is desired. Unlike files in My Drive, files in a Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done. Work in Edgeryders is heavily project oriented, so this approach fits our way of working.
2. Access control
A team drive can have one or many managers that set the technical policy restrictions of the drive. For example, a Team Drive manager can restrict users from sharing documents in the drive with users who are not added to the drive, or restrict it so that documents can be shared, but only with other users with edgeryders.eu Drive accounts. A manager can also allow or prevent commenters and viewers from downloading, copying, and printing files in the Team Drive.
3. Access your Team Drives
Get an account on the Edgeryders Drive. Any director can make you an account, and @hugi can give support.
If you already have another Google account, you can seamlessly switch between accounts by pressing your profile picture in the top right corner. Click “Add account” to add your Edgeryders Drive account to the menu.
Go to drive.google.com and switch to the Edgeryders account.
See the Team Drives you have been added to in the drop-down right under “My Drive”.
4. Security policies
Security policies and settings are different for different Edgeryders Team Drives. Every Team Drive should have a document named “§ Team Drive Policies” in the root folder of the drive. Read that to understand the purpose of each drive and what the security settings of it are.
5. Advanced topics
5.1. Making files accessible to the public
In their infinite wisdom, Google decided that files in Google Drive Enterprise and GSuite cannot be shared to everyone. For one, sharing settings are only available for files, not for files and directories as in normal Google Drive. And then, link sharing for files is available but here only means “share with everyone in the organization”, not “with everyone” as in normal Google Drive.
Options to solve this:
Share with individual accounts. You can share individual files with up to 200 specific Google accounts inside and outside the organization. Everyone without access will see a screen where they can request access, and then you get an e-mail about it and can grant access. Since this is a hassle for both sides, this solution is only applicable if you know all or most of the people who will ever need access and can grant that upfront, or if only very few people will need access at all (and thus have to go through the “request access” process).
Publish the document content in a view-only, web-optimized version. Instructions for that are here. Note that this will only publish the basically as a HTML export – it does not allow the viewer to do anything besides viewing it. So downloading it as PDF or in OpenOffice format, or adding it to ones own Google Drive “My Drive”, or making a copy and adding that to “My Drive” are not possible. If you want to allow any of these, choose the second option below.
Create a public folder in “My Drive”. The folder will not be inside a team drive, but at least accessible under “My Drive” with Google Drive Enterprise accounts. Instructions:
- Create a folder using a “normal” Google Drive account. It will not work when using one of the Google Drive Enterprise “organization” accounts.
- Set the folder to “Everyone can: view”. Or “view and comment”, or “edit”, as you like.
- Share the folder with Google Drive Enterprise accounts. Include sending a note that explains they should add the folder to their “My Drive” to have it accessible comfortably. They will not be able to add it to any team drive.
We have used the third option from above to create a folder “Edgeryders Public”, containing some templates and other publications that we want to link to in file form from our platform. Anyone, but esp. Edgeryders OÜ directors using their
…@edgeryders.eu Google Drive Enterprise accounts, can add it to their “My Drive” section.