thank you for joining us for this session on using Team drives at NC State
my name is Katie McInerney and I'm the training coordinator with the office of
information technology Jason mainers is also with us today Jason is one of the
university's Google administrators and will be taking us on a tour of the Team
drive interface later in the session during this tutorial we will cover
several aspects of Team drives including a brief overview some main differences
between my drive and team drives preparation tips member permissions a
brief demo and best practices when managing content we also have additional
resources that may be helpful as you transition to using team drives so let's
get started first I want to provide an official definition for those of you who
may be brand-new to team drives Google explains team drives as shared spaces
where teams can easily store search and access their files anywhere from any
device files and team drive belong to the team instead of an individual so if
a member leaves files remain where they are so your team can continue to share
information and get work done members can be added or removed individually or
through using Google Groups there are many key features and benefits to using
team drives that we wanted to highlight for you today
first of all team drives support all of the features that you're used to in my
drive plus many more advanced access controls make team drives even more
robust preventing team members from accidentally removing or deleting files
that others need there's also a more granular permission structure in team
drive that I'll explain a little bit more later in the presentation today
external users so those outside of the NC state domain can still be a member of
the University team drive this is especially important to those of you who
work closely with vendors contractors and other external parties on various
projects individual files can be shared outside of the team drive so if certain
user you need access to a specific file only
you do not need to add them as a member of the entire team Drive just share
individually as needed and finally organizers and editors can
restore deleted content within 30 days which prevents them from having to go
through a google administrator here on campus to restore that content although
team drives function similarly to my drives there are also several
differences that users should be aware of. The main difference is that the team
owns all of the content that includes folders and individual files regardless
of who creates the content or where it originated from once it is accessible
from within the team drive the team becomes the owner. Folders, subfolders and
files stored in Team Drive can be accessed by all members of that team
Drive you cannot remove access at any level for individual team members
however you can grant access to non team members but only for individual files
folder level access cannot be granted to users outside the team and finally
folders from my drive cannot be moved into a team drive folders can be moved
between different team drives or out of the team drive given sufficient
permissions I do want to note here that there are some exceptions to a few of
these limitations and I'll explain what those are in detail later in the
presentation there are many reasons why you might want to create a team drive
the primary reason would be to centrally manage space ownership and permissions
this could be for project management purposes cross organisation
collaboration or committee use for storing and protecting sensitive data as
long as it's read data and below and it also makes on-boarding and off-boarding
much easier knowing that an employee's documents will remain intact after they
leave currently Team Drive does not support several features
first there are limits on initial data migration only files that are owned by
NC State users can be transferred files owned by external users won't be
migrated you will need to reach out to any external users who own files and ask
them to migrate their own content also Maps and various third-party file types
may not be supported by team Drive this list is constantly changing but
Microsoft Office products should work just fine as for syncing with your
native operating system the existing Google Drive sync client does not see
team drives and will actually be sunsetting this may file stream is the
only tool that will allow users to access files stored in team drives
natively from Windows or Mac so it's best to disable the current Drive sync
client and only use file stream note that if you have edit access to a team
drive or you're sharing any files within a team drive you can currently only view
these files in Drive file stream to edit the files you must access them in Drive
on the web finally Oh IT security and compliance recommends that only read
data and below be stored in team drives this is also consistent with the policy
for my drive preparing for a team drive is important and will save you time in
the long run it's helpful to be familiar with member permissions understand key
roles and communicate with team members in advance before setting up your team
drive let's take a look at the various permission levels available for Team
drive members first organizers are members with full access to the team
drive these users have the ability to add new members change permissions
create folders and delete content along with other actions editors are able to
create new content and make changes to files but are unable to manage
membership move or delete content editors along with organizers can
restore deleted files from the trash within 30 days
users with comment access can only view and comment on files while viewers are
only able to view content you'll hear the term primary organizer throughout
this presentation so what is a primary organizer and why are they important the
primary organizer is the first user with access to the team drive they are
responsible for initially adding other users to the team drive and determining
their privileges this person is also responsible for the initial data
migration from shared Google Drive folders into the team drive since they
are the primary contact for associated content they don't necessarily need to
be IT staff the person in this role should ultimately be the subject matter
expert for the team the user will have full access to the team drive along with
additional migration privileges a few of these special rights include the ability
to move any file or folder they can view into any team drive where they have full
access this includes files where the original owner is not a member of the
team drive note here that these file owners will not lose access to the
individual files they may lose access to the folder if it is migrated but will
still be able to search and locate individual files these special
privileges only last for 14 days after the creation of the team drive so it's
important to take advantage of this two-week window to migrate as much
content as possible there are additional items that would be helpful to think
about before creating your team drive one of those is to identify and
designate an organizer along with an alternate there are no limits to how
many users can have full access to a team drive but you definitely want to
have at least one backup it's also helpful to go ahead and identify
individuals who need to be initially included along with their permission
levels Oh IT encourages the use of Google Groups to manage drives with
large memberships who very emissions this simplifies the
process to update members as they come and go from your team organizer should
also work with team members to identify content that will be migrated during the
initial two-week period as a reminder primary organizers can migrate folders
as long as they have you access to the folders during that time and finally
communication is key when implementing a change so make sure to inform your team
members about the plan to move from my drive to team drive and alert them once
the migration is complete okay so we have gotten to the part that everyone
has been waiting for Jason is going to take over in the driver seat and walk us
through a live tour for Team Drive so I'm going to stop sharing my screen and
let him take over there we go alright Jason whenever you're ready absolutely
thanks Katie so here I have a Chrome window open I'm using a couple of
workshop accounts to demonstrate this functionality and so they're in some
different states and we're going to kind of walk through a couple of scenarios
that you might see and experience I'm also keeping an eye on the questions
document so I'm going to try to answer a couple of these because they make they
fit right into the demo just nicely so here we have an account in this case we
requested a team drive using this this account and set this account as sort of
the first organizer okay and with that as Katie mentioned the way Google has
structured their permissions model a little bit you can't normally migrate
folders in like big batches over into a team drive unless you you are
technically an administrator inside the Google domain however they've made it
such that we can delegate that permission and so what we've worked out
as we are delegating that permission just the ability to migrate folders
- the first organizer listed on the request for a two-week period right now
we are not in the habit of extending that two-week period it can be discussed
as opportunities I'll let you in on a little secret
if you just go request another team drive with that same organizer the
window will get automatically extended for that person so even if you don't use
it or if you've got it for another purpose you can just request another one
and that organizer will get the additional permissions the and the
reason why we've been hesitant to extend that window is because it does grant
that account the ability to move anything it can view not anything you
can edit so you could actually end up moving some content that maybe doesn't
even belong on the team drive in the first place and can remove it from users
being able to see so we take that power very serious with that load you call it
a little bit of a super power we want to make sure that it's it's handled well
and handled appropriately so here we have just this first account it does
have those super powers that I mentioned then you'll notice that over on the left
hand side there's a new option under my drive called team drives and if I click
on it or click the down arrow either one I will see the teen drives that I have
access to so if I have a lot of them they'll all appear down here in this
list and I can expand the team drive to see the folder structure if there was
any now this is a brand new team drive so it is empty so if I double click on
it I can get into it you'll see it's empty you'll also see that the interface
changed one of the things that they've done with team drives is given some
visual customization that can be done to the drive just to help folks be able to
identify content in an easier way so I can change the theme I can pick from a
gallery or create a custom theme if I wanted and you may say well this seems a
little trivial when you get a lot of team drives or if you have team drives
that are named similar things this can really help
distinguish the different drives also as Katie mentioned the file stream
application the theme that you set here in the teen drive translates over to
file stream and color codes the folders that appear in your native OS to match
the theme that you selected so in this case I've selected when it's kind of
more brown you noticed it's also changed the color over here in the sidebar to
brown it will do that sort of same behavior in the file stream application
in the native OS so as you see right now it is empty it's I've made this team
Drive for this Acme committee I've been watching old cartoons so acne is on my
brain and you see I had an existing folder that was already for the
committee we can tell by the icon that it's shared with some folks and if you
go into it you see I've got some some data in here and it's shared with some
different folks and some different folks or owners of this content now with these
sort of special permissions I could select everything in this folder I could
right click on it and I could choose move to I can also click and drag but
when I click move to I'll be able to go back all the way back to where I see
team drives if you don't have the special Power Team drives will be grayed
out because I'm trying to move a folder if you're just trying to move files it
won't be greyed out it'll be solid and then you can click in and choose the
appropriate team drive so I'm going to say I want to move this stuff to Acme
this is a move so this migration is a move it's not a copy of the content over
it is a move and it actually gives you some warnings says hey you're getting
ready to move some stuff items will be owned by this folder you are moving five
items so you've got a chance to sort of stop yourself this same pop-up if I
don't do the move dialog if instead I click and I drag these things over
I get a very similar pop-up it's telling me hey you're about to move things
things will be owned I'm going to tell it okay and it's going to start the
little dialogue in the in the bottom and it's going to say hey things are moving
the migration process has begun this can take a little bit of time okay depending
on how large the data set is if you have a lot of nested folders or a lot of
files you could see this this this period sort of extended to take a little
while okay the general rule of thumb so far has
been and in talking with Google if even for a large folder if things haven't
finished in about an hour to an hour and a half they would say two attempts the
the right click and move process again or the drag-and-drop move process again
I've seen one or two instances where this is sort of not fully completed but
most the times it completes just fine and if I go to my team drive now you'll
see that all of that content is moved over it has been migrated including the
folders now let me switch over to another account that doesn't yet have
permissions okay so I'm going to pop in to another
account you see they have Acme committee if they click into the folder
the folder is now empty and this is why it's real important to communicate with
your team ahead of time what you're planning to do when it comes to working
with the team drive so I'm going to pop back over to to this account and I'm
going to go ahead and add a member when I click the add member you'll notice the
interface looks a little different and here I can add names or email addresses
of the people that I want to grant access so I'm actually going to grant
access to this workshop account now I can click
the drop-down and choose what level of permission that I want to grant this
account just like Katie covered earlier we have full access edit access comment
and view there's also a link here to learn more and it's going to take you to
a Google help page with more information I can choose to give them a particular
message this might be a great way to communicate to a team member that says
hey or setting up a new team drive this is where content is going to live or I
can choose to skip this message sending for that user which I'm going to do now
and I'm going to go ahead and add this user to the team drive and it says I've
added them and now if I switch over to this user and i refresh the page now
this user sees team drives and in fact if this is the first team drive they see
this is actually a dialog that appears from Google that sort of walks them
through what's going on with the team drive so now they can as this user I can
click in and I can see the committee and again it tells me hey you've made it you
figured it out you're in so now here's this presentation that I had and I want
to move it over to the team drive know I can drop that over here I'm a member of
the team drive and it tells me the file was moved and now the other folks can
see it I do have an option for just a few moments to undo the move if it was
something that was done accidental but you'll see if I shift over here to the
original account I now see that presentation I did want to point out a
couple of other sort of little UI changes notice that there's no owner
column and again this this sort of reinforces the idea that the team drive
itself is the one that's owning the content you can still get details and
actions you can see who move things who deleted things who move
things around etc within the team drive as Katie mentioned the team drive does
also have its own trash so if I were to to delete this and say delete for
everyone it even tells me hey it's going to be moved to the trash and it'll be
deleted forever after 30 days okay so I can choose to delete for everyone but I
can see the trash by coming up to the top here clicking this little down arrow
and saying view trash and now it's here I can't choose to go ahead and delete
forever the skipping the 30 day countdown or I can choose to restore the
file which our store and put it back in place you can also find the trash by
right-clicking on the team drive and the left-hand bar and saying new trash there
now I'm gonna hop back over to the account that I had shared information
with and I wanted to demonstrate something so here's a here's a file
that's owned by a different workshop account and if I try to drag this over
it's going to say hey you're trying to move it and notice I get a warning now I
cannot move the file because the file owner isn't a team drive member so this
is what a typical user so not that first organizer but a typical user an
organizer editor who's trying to move files in if the original owner of the
file is not a member of the team Drive you can't move it over okay so I need to
give that other account permissions to the team drive and what I should
probably do is instead of adding that individual member I'm going to use a
group that I have that I set up for this
purpose I'm going to say in general I'm going to give this group edit access I
don't want them to have full access I just want them to have edit I'm going to
skip sending the notification and I'm going to add so now if I switch back to
my second user the one who I had added individually I can now grab this file
move it over and it says file was moved because I was able to look in see that
the user was a member of the group that I added and in there we go so I can also
switch over now and here's a here's the user that was that original owner of
that file that I just added me a group note that they too have the ability to
note even here I'm getting a pop up folders can't be moved in the team
drives yet so I can't move that whole folder if I wanted to migrate it over so
again just showing you sort of nuances in and out and that's that's where it's
at note that I can create new folders in here just like I can with any other
drive area notes that if I try to I cannot share or get a shareable link to
a folder so this is different than in my Drive as Katie mentioned a folder can't
be shared separately from the team drive permissions model I can however still
choose a file and choose to share a specific file out to an individual or to
a group of people and so maybe I can do that
you know with different permissions or whatever the idea you know one of the
things that Google often points to is that you know if you find yourself
having to do a lot of varied permissions and you need to do vade permissions that
sort of a folder level and that's an indicator that you might need another
team drive and to actually segment that content into another team drive try even
though they use the word drive try not to think of it like a network drive or a
network file share if you think about it too much like that you'll you'll get
frustrated with the permissions model but if instead you think about it as a
group of people who work together to accomplish something and if you approach
it at that level of granularity you'll find that the permissions model makes
sense for the most part but just as a sort of a dry spoink there that's
something to consider all the other interface is pretty normal
as far as listing versus grids things you can see etc note that as a full
organizer I could still choose to move content back out of the team drive if I
needed to so I can right click on a folder and I could say move to I can
either move it within the team drive or I can actually go back up and move it
out to my drive it'll give me another warning saying hey you're about to move
this away members will lose access you say ok and you can but again that's only
someone as an organizer could do that level of permission alright I think I've
ran through all of my little examples so I will stop the screen share and kick it
back over to Katie for the presentation I think so much Jason it's helpful to
see team drives in use and hopefully gives our viewers a better understanding
of how they differ from my drive and the benefits available to them moving on to
content management as far as managing your content once you're working in team
drives there are a few tips that will help you get organized if you plan ahead
migrating folders will save you a lot of time and this feature is only available
to primary organizers during that initial two-week period and by default
any member of the team drive has the ability to migrate any file that they
have editing rights to but only if the original owner is also a member of the
team Drive so just a few things to think about there in order to move content
users can simply drag and drop right-click and choose move or upload
files into the destination team drive folder once content is relocated
ownership will then default to the team as for best practices and helpful hints
it's important to know that team drives are intended to be shared with others so
if it's a personal file make sure to keep it in your own personal my drive
also consider multiple team drives as subfolders and changing permissions
start getting difficult to manage this might be a good time to reorganize and
turn large existing shared folder structures into other team drives all
folders in a team driver seemed the same permissions so if you have a need to
change permissions from the parent folder to child folders it may also be a
good time to look at reorganization or creating additional team drives and
finally team drives can be used as an alternative to generic accounts if
organizing content is the main reason for having that generic account so if
you don't need access to email or calendar services and just need storage
then definitely consider using team drives so now that you are familiar with
the basics of Team drives and how they can be used at NC State let's discuss
how you can request one visit Godin CSU edu slash team drives and review the
information which may basically summarizes everything that
we've discussed on this webinar complete and submit the request form you will
need to include your team drive name and who your primary organizer is going to
be the approval process takes between three and five business days and it may
be helpful to ask others on your team if they have already requested one just to
eliminate any possible duplicates although it's unlikely that you'll run
into any limits when working in team drives we didn't want to provide this
information as a reference for you there is a maximum of 250,000 files and
folders that can be created and stored in team drive the limit for individuals
and groups that can be directly added as members that maximum is 600 but there's
a max of 50,000 total individuals that can have access to content within your
team drive and a single team drive connects up to 20 folders deep this
concludes our presentation on team drives at NC State thank you again for
joining us for this webinar if you would like to access the slides directly at a
later time please visit Godin CSU edu slash team drive - YTL this will also
allow you the opportunity to simply click on the links within the
presentation and access additional resources if you have any questions
regarding team drives please visit help in CSU dot edu
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