[2023] Organizing Shared Drives on Google | Creating Groups and Permissions

[2023] Organizing Shared Drives on Google | Creating Groups and Permissions
GET STARTED WITH US:
→ Join our Google Workspace community group
→ Claim a FREE IT Systems Check & Consultation
→ Transfer your billing and get a BUNCH of free goodies
www.itgenius.com/links?...
#googleworkspace #google #smallbusiness #techtips #gmail #entrepreneur #asana #googledrive
*************************************************************************
We work with ambitious entrepreneurs and business leaders to ensure effective technology strategy is a central driver of their success and a key enabler of business growth. With our help, our customers use innovative technology as an unfair strategic advantage to outsmart their competition and lead their industries.
itGenius is the #1 Small Business Google Cloud partner in Australia and services 1000’s of businesses worldwide. While we retain many significant clientele including Canva, Hubspot, Fairfax and Anytime Fitness as well as multiple Australian Government departments, we specialise in and most enjoy servicing our primarily micro and SME customer base of enterprising and enthusiastic entrepreneur-led companies, who typically employ teams of less than 50 but have big goals for growth and impact.
We specialise in helping businesses un-chain the shackles of overcomplicated or outdated technology strategy and deliver results that simplify & reduce complexity, dramatically minimise spend, create operational flow and sometimes... even spark joy! We are leaders in implementation and support of G Suite, Dialpad, Asana and many other leading cloud-based business tools, having successfully completed 1000+ implementation projects and have proudly received 100's of 5-star reviews from happy customers (Google us!).
We can help you:
- Boost your team's productivity and operational efficiency while slashing your IT spend,
- Work from anywhere, anytime, on any device with killer communication and collaboration tools, and
- Resurrect your business technology from being 'that scary black box' to your friend once again

[@OnThatTrek]

Love it

[@itGenius_]

💪🏼

[@Reneecbull]

This is so helpful thank you

[@itGenius_]

Welcome!

[@candiceerasmus5943]

Brilliant use case and learnt a lot, thanks for sharing - data loss risk I never thought of

[@itGenius_]

Glad it was helpful!

[@AmyCoppola]

Thank you for this... but is there a way to have a document in the shared drive that is Force Copy upon opening? I understand can change the end of a link to 'copy' and then send that link, but causes me to continuously share it manually. I want the document that is stored in the shared drive to force copy upon opening. Please help! All of the tutorials are about the magic of replacing 'edit' with 'copy' - but I understand that part... I want the master document to be force copy. Thank you!

[@adamoss2283]

Hi, great tutorial, my friend shares a folder with me in shared with me, I send him photos and videos on his drive but through the folder shared by him (google drive/ shared with me), whenever I send/move files to his folder which he shares it with me, my space on my google drive is decreasing. That is, I take a photo or video with my phone, go to my Google Drive, to the shared with me tab, inside there is a folder that is his and he shared with me, I upload the files here, and my space on Google Drive decreases. Is there any other way for me to send photos to him on his Google Drive but without reducing my space in my Google Drive? Thanks. Kind Regards Adam.

[@zerma6]

hello mate, nice video. I am in a weird situation, I migrated 18 users to google from microsoft but 10 of those users are just "emails", not real persons. And I am shocked to see that I can't upgrade just the real 8 users to the business plan from the starter in order to have access to the share drive function. How would you handle it? Shall I use my personal drive and share it with the 7 other people? Or shall I have a user outside my organisation who is upgrade on the business standard and this outside user shares with the 8 users? I have sensitive files that should be seen only by 2 or 3 users... thanks !

[@itGenius_]

Watch a couple of my other videos on sharing mailboxes and multiple domain names and you might be able to set up some alias accounts to cut down on the licensing costs

[@christhelifeform]

Have you had the problem of having to manage permissions at the file/folder level? As I understand if you’re part of a shared drive you cannot be prevented from opening a single file or folder in that shared drive. What if you don’t want someone seeing one particular folder in a shared drive but everything else is kosher? What if someone only needs access to a couple files in one shared drive, and a folder from another, but not all files and folders in those drives?

[@itGenius_]

Hi there, great question. Pop this question into ask.itgenius.com/ and we will get Pete to answer it on his next Q&A series

[@juliusforsterofficial]

I have the same problem. Don't understand why Google doesn't allow removing people's access on the folder/file level.

[@kirsch-agency]

RIGHT! File sharing of a file/folder subordinate to the "shared drive" requires the parent to share the same permission. In "My Drive" you can maintain various levels of permissions both up and down the file/folder chain. This is frustrating - But: I love your grouping concept and appreciate you doing this video.

[@clairefreshney4761]

Did this question get answered? Where can I find the answer? @@itGenius_

[@BohemianCrafting]

Hi, I tried to find the Shared Drives in my Google Drive , unfortunately I don't have it there. It is my personal google account. Do I have to upgrade to some business google account to get access to Shared Drives? Thanks for advice

[@chezlineriley6913]

Hi, that's correct. You will need either a business or education account to use shared drives. This is not available for personal accounts.

[@aricj.garzalawpllc425]

I'm using macOS (Sonoma 14.3). Is there a way to "Mirror" Shared Drive (not My Drive) so I can use and sync files/folders in Mac's Finder? I can't seem to find an answer to this! Thank you.

[@itGenius_]

Yep download the Google Drive app

[@user-hj7fl8xu7r]

One addition I would suggest to add a service account as the owner of the shared drive.

[@itGenius_]

Ha yes good tip!!!

[@DonaldDrennan]

A colleague has shared a folder with me, full of Photoshop files I need to work on. How do I make this available to me offline, sync it to a folder on my hard drive? I looked for create Shared Drives, but I don't see that as an option. Does he have to create the shared drive? I am used to working in Dropbox where all of this is simple and easy to understand. Thanks!

[@itGenius_]

You should be able to drag that folder into your my drive and then downloaded Googledrive desktop app

[@DonaldDrennan]

@@itGenius_ Yes, I have the Google desktop app. So, I have to download, work on the files, and then re-upload them? Google Drive doesn't sync like other services? I tried making a shortcut, but it did not sync with the cloud.

[@user-ty6yd5mc3x]

If any user ID is deleted, the uploaded files by that particular user ID will still be there or deleted ?

[@itGenius_]

They will stay, as they are owned by the company

[@DiegoZavarce]

If there are Share links to files already shared and then they move to a Shared drives they still the same link?

[@itGenius_]

Yep! They retain the URL link

[@Dinhoflixhd]

Hello, I would like to know if the Google Drive unlimited plan is still available? If you are I will be available to negotiate

[@itGenius_]

No it’s not sorry!

[@bridell]

I still dont understand why group are better to share with than individuals? What if all the individuals are using business domains inside the same company?

[@itGenius_]

Watch a couple of my other videos on groups on the channel. In short, giving one user access to multiple resources via a group is generally much faster than individually adding when onboarding

[@JeromekAmados]

Hello, can my admin see if I move an email to spam inbox

[@itGenius_]

Good question , vault might show that but I’m not sure if it shows labels

[@vegasblush]

Shared Google Drives - "No folders in my drive" - Can you teach us how you name files in order to ensure things are easily searchable and organized WITHOUT folders?

[@itGenius_]

honestly i just stick to descriptive names... the search also looks into documents so its very very good

[@user-gu2yy6kq9y]

What happens if my Gmail account is in a folder on someone else's file

[@tarjanzoltan7205]

Hello I really liked your video. I have one question for you. I use Trello for my small business. To send SMS notifications to clients, I use Google messages, which is connected to an Android mobile phone. Is it possible to connect Trello with Google messages? Maybe with the help of Zapier or some other app. My goal is that when the card in trello is marked as completed, the client will receive an SMS message on his android or apple phone

[@itGenius_]

Hi there, great question. Pop this question into ask.itgenius.com/ and we will get Pete to answer it on his next Q&A series