Google's upcoming Team Drive

[fiza]

I've found some groups you can find by just typing the group name. Others I had to put in the full email address.

I had that when it was in EAP and i was told it would be fixed by the time it was on general release.

[FN-GM]

I can't type the group name in but, I can use email addresses.

 

Share seems to be grayed out on sub folders? Has anyone else seen this?

 

I want to create a student share and every user has read only access. Then staff can modify the sub folders. Stops it being a total mess!

 

I can modify sub folders though.

Edited March 11, 2017 by FN-GM

[FN-GM]

I can't type the group name in but, I can use email addresses.

 

Share seems to be grayed out on sub folders? Has anyone else seen this?

 

I want to create a student share and every user has read only access. Then staff can modify the sub folders. Stops it being a total mess!

 

I can modify sub folders though.

 

Im struggling to find any settings on this. Surely it can't be by design?

[Stormborn15]

Ok- so thinking of taking the plunge and turning this on... any gotcha's I need to be aware of ?...been reading through the posts here and getting some good pointers already...

[fiza]

Ok- so thinking of taking the plunge and turning this on... any gotcha's I need to be aware of ?...been reading through the posts here and getting some good pointers already...

 

I've set it so only IT Support can create Team Drives initially. I think its the best way otherwise we will get a proliferation of new team drives being created and not being used. We create the team drive and add groups to it. We make give full control to one person and to the IT Support team.

[Stormborn15]

I've set it so only IT Support can create Team Drives initially. I think its the best way otherwise we will get a proliferation of new team drives being created and not being used. We create the team drive and add groups to it. We make give full control to one person and to the IT Support team.

 

Is that easy to set up ? Ie when I turn it on will I see the option to do that straightaway?

 

Thanks

[jmak]

I can't type the group name in but, I can use email addresses.

 

Share seems to be grayed out on sub folders? Has anyone else seen this?

 

I want to create a student share and every user has read only access. Then staff can modify the sub folders. Stops it being a total mess!

 

I can modify sub folders though.

 

Im struggling to find any settings on this. Surely it can't be by design?

 

I think it is by design....

 

I've been trawling through the Share Filed with Team Drive pages and the logic is different to conventional Windows shares. I'm prepared to reserve judgement on whether it's better or worse, but it doesn't feel instinctive yet....

 

Permissions all seem to be file based, rather than folder based. If you've got edit rights, you can share individual files (but not folders). Only owners can delete folders, but editors can create sub-folders within.

 

Types of access levels

Full access: By default, people can manage members, and upload, edit, move, or delete all files.

Edit access: Edit all files and upload new files. These people can’t move or delete files.

Comment access: Can only comment on all files.

View access: Can only view all files.[/Quote]

 

Permissions all seem to be file based, rather than folder based. If you've got edit rights, you can share individual files (but not folders). Only owners can delete folders or change permissions, but editors can create sub-folders within.

 

You can stop Students from creating Team Drives from the Apps/G Suite/Settings for Drive and Docs page in the Admin console, but it won't stop them from creating sub-folders, unless you give them view only - which applies to files and folders.

 

Not sure whether I need to change my mindset or ask for a change.

Edited March 13, 2017 by jmak
Incompetent use of links

[FN-GM]

I think it is by design....

 

I've been trawling through the Share Filed with Team Drivehttps://support.google.com/drive/answer/7286514#share_files pages and the logic is different to conventional Windows shares. I'm prepared to reserve judgement on whether it's better or worse, but it doesn't feel instinctive yet....

 

Permissions all seem to be file based, rather than folder based. If you've got edit rights, you can share individual files (but not folders). Only owners can delete folders, but editors can create sub-folders within.

 

 

 

Permissions all seem to be file based, rather than folder based. If you've got edit rights, you can share individual files (but not folders). Only owners can delete folders or change permissions, but editors can create sub-folders within.

 

You can stop Students from creating Team Drives from the Apps/G Suite/Settings for Drive and Docs page in the Admin console, but it won't stop them from creating sub-folders, unless you give them view only - which applies to files and folders.

 

Not sure whether I need to change my mindset or ask for a change.

 

Thats crazy!! So if I wanted permissions for students to put files in a student share I have to either

 

A: Give them full modify rights to everything

B: Create a minimum of 977 Team Drives, one for each class!

[jmak]

Is that easy to set up ? Ie when I turn it on will I see the option to do that straightaway?

 

Thanks

 

You enable it by organisation from the Team Drive Settings page in the admin console (which took me a while to find):

 

Apps/G Suite/Settings for Drive and Docs

 

They should then see Team Drives, but not be able to create them.

[jmak]

B: Create a minimum of 977 Team Drives, one for each class!

 

977 Classes, damn that's a huge school!

 

If you're trying to share documents within a lesson group, would Classroom be better?

 

Although, I agree, the way it's set up does seem at bit mad

Edited March 13, 2017 by jmak

[FN-GM]

977 Classes, damn that's a huge school!

 

If you're trying to share documents within a lesson group, would Classroom be better?

 

That is just at one of our schools! They have 1200 kids, each subject has a class and then GCSE's etc and it bumps the numbers up!

 

Its not always sharing with the kids, there will be pastoral documents, reports etc. Also Classroom isn't great for handling large amounts of files, try uploading 200 photos!

[jmak]

Its made a load of duplicate empty folders as well. What a pain!

 

How do I get these files back?

 

If you go back to the original location is there not a revision history in a panel on the right, i.e. "You moved blah file"which you could click on to undo the move?

 

Untested, as I don't want to restore all of the files I migrated...

 

But it looks like you would need to restore the folder from the Bin. When I go to my Bin, I see the folder I migrated (name changed from "Folder" to "Folder moved to Team Drive"), but when I click on it, it says "This folder is in your bin. To view this folder, you'll need to restore it from your bin.". It does give me the option to restore it. I will create a test folder to delete and restore at some point, as I'd be interested to see what it does to the Team Drive if I restore the original....

[Stormborn15]

You enable it by organisation from the Team Drive Settings page in the admin console (which took me a while to find):

They should then see Team Drives, but not be able to create them.

Sorry to be a bit dim jmak - The option when ticked is to 'Prevent users ' from creating new team drives. If I untick it - does that mean all users 'Can' create? Where will I see settings that will allow me to only let super admin ( me) create team drives etc?..

[jmak]

Sorry to be a bit dim jmak - The option when ticked is to 'Prevent users ' from creating new team drives. If I untick it - does that mean all users 'Can' create?

 

Yes

 

Where will I see settings that will allow me to only let super admin ( me) create team drives etc?..

 

Bear in mind that I am not an expert - I've just been playing since Friday - but my suggestion for this would be to leave the option unticked at the top level organisation, but then tick it for all of the sub-organisations.

[Stormborn15]

Yes

 

 

 

Bear in mind that I am not an expert - I've just been playing since Friday - but my suggestion for this would be to leave the option unticked at the top level organisation, but then tick it for all of the sub-organisations.

Appreciate the help @jmak :-) ... this is what I see - so no option to 'drill down'?..

 

[TABLE=class: settingGroupsGrid, width: 800]

[TR]

[TD=class: title-column]Team Drive creation

Locally applied

 

[/TD]

[TD=class: column-content]

 

 

 

 

 

Prevent users in ************** from creating new Team Drives until 01/01/2018

You can prevent users in fulbridgeacademy.co.uk from creating new Team Drives until 01/01/2018. This is not recommended. After that, all users will be able to create Team Drives.

 

 

 

[/TD]

[/TR]

[/TABLE]

[jmak]

Appreciate the help @jmak :-) ... this is what I see - so no option to 'drill down'?..

 

[TABLE=class: settingGroupsGrid, width: 800]

[TR]

[TD=class: title-column]Team Drive creation

Locally applied

 

[/TD]

[TD=class: column-content]

 

 

 

 

 

Prevent users in ************** from creating new Team Drives until 01/01/2018

You can prevent users in fulbridgeacademy.co.uk from creating new Team Drives until 01/01/2018. This is not recommended. After that, all users will be able to create Team Drives.

 

 

 

[/TD]

[/TR]

[/TABLE]

 

This is what I see:

 

 

Ours are imported from our AD (via GroupCall systems), but you can add them manually. Go to the Users section in the Admin console, click on the Organisation and then 3 dots appear. Click on that and then you can add sub-organisations:

 

[Stormborn15]

This is what I see:

 

[ATTACH=CONFIG]42101[/ATTACH]

 

Ours are imported from our AD (via GroupCall systems), but you can add them manually. Go to the Users section in the Admin console, click on the Organisation and then 3 dots appear. Click on that and then you can add sub-organisations:

 

[ATTACH=CONFIG]42104[/ATTACH]

Think I've got it sorted now.. my orgs appear on the left and if I click on e.g students.. I can then click on 'Prevent..' and it prevents just the org that I've selected. Looking good so far....

 

Thank you so much for your help :-)

[Stormborn15]

This is what I see:

 

[ATTACH=CONFIG]42101[/ATTACH]

 

Ours are imported from our AD (via GroupCall systems), but you can add them manually. Go to the Users section in the Admin console, click on the Organisation and then 3 dots appear. Click on that and then you can add sub-organisations:

 

[ATTACH=CONFIG]42104[/ATTACH]

Think I've got it sorted now.. my orgs appear on the left and if I click on e.g students.. I can then click on 'Prevent..' and it prevents just the org that I've selected. Looking good so far....

 

Thank you so much for your help :-)

[FN-GM]

Has anyone noticed that the Chromebook file explorer doesn't connect to Team Drive?

 

Just tried to upload a file to a third party website that is stored in Team Drive and I couldn't

[Arthur]

[FN-GM]

If you would like to see the ability to change share settings on folders please vote this up

 

https://connect.googleforwork.com/ideas/8668

[Jaan]

We don't want users to create their own team drives. We rather have a pool of Team drive folders where they are added as members. Come 01/01/2018, Google says that it will be enabled for all users to create new team folders. It will be a free for all here! However, am i right in thinking that if i disable team drives at OU level, they can still use team drive where added as members (created by admin the in admin panel) and add new folders inside the admin created team drives?...... deep stuff!

 

In reference to what google say here;

 

"When Team Drives creation is disabled for an organizational unit, users in that organization can’t create new Team Drives, but they can be added to other Team Drives both within and outside of your domain."

[Alis_Klar]

If you would like to see the ability to change share settings on folders please vote this up

 

https://connect.googleforwork.com/ideas/8668

 

Following on from that an other user has opened an idea to use tagging rather than folders to organise files. The advantages of tagging over folders are well known and proven for example:

 

In School shared drives have to be organised either by Year group or subject. But with tagging you don't have to make the choice between nesting year groups inside subjects or subjects within year groups. A file can exist with multiple tags therefore existing in multiple "virtual folders" without making duplicate files.

 

Upvote here:

 

https://connect.googleforwork.com/ideas/9357

[Alis_Klar]

I also has to be said that the whole team drives existence goes against the model of least privilege (that regular Google Drive employs) in terms of preventing a data leak. I guess however that this model is more applicable to companies who want to stop trade secrets leaking out than a school sharing planning and pupil assignments.

 

I would hope Google point out that Team drive is not intended for more sensitive documents.

[jmak]

I also has to be said that the whole team drives existence goes against the model of least privilege (that regular Google Drive employs) in terms of preventing a data leak. I guess however that this model is more applicable to companies who want to stop trade secrets leaking out than a school sharing planning and pupil assignments.

 

I would hope Google point out that Team drive is not intended for more sensitive documents.

Genuine question, not challenge to accuracy (I want to ensure I don't worsen our data security):

 

If I create a Team Drive folder specifically for a confidential project, and a group which is for the same project, moving users in and out of that group gives me easy control over who can access that data at any time. Where does the additional risk come from?