How to get your Google Drive permissions right | Full Tutorial

[@rocobruno]

So far the best introduction/tutorial on Google shared drives to the very point. As an IT administrator dealing with some reckless clients sharing stuff from their own personal drives, that is enlightening. Thank you so much!

[@itGenius_]

Thanks, if there’s anything you’d like me to answer on a deeper level please let me know and I’ll make another video

[@rocobruno]

@@itGenius_ I mean in less than 25 minutes you have covered all the essentials I could hope for! Great work!

[@jessieoliver]

Thank you soooooo much for this video! I have been describing the challenges with file ownership and permissions using My Drive to my small team. Still, it's wonderful to have this video to point to as an external source of well-articulated information! I also appreciated the much broader context you provided and that you subcategorised the video by topic! Brilliant!

[@itGenius_]

Epic. Glad I could help 😎

[@alejandroalain7305]

16:13 - How to get your Google Drive permissions right

[@ashembers]

Thanks for this video. If I have an employee that uses Drive for Desktop and they get terminated. How does that get safely handled? Do I kill their account, and then does that remove any cached data on their workstation?

[@itGenius_]

Once the user account is deleted, their profile on Google Drive for Desktop will automatically be removed. They'll lose access even to those files that they've set to be available offline.

[@ashembers]

@@itGenius_ that's nice! Thanks for answering

[@igorasnis3938]

is there a way to mix Starter and Standard user subscriptions on the same domain? For example have 5 users on Starter and 2 on Standard. Thanks

[@itGenius_]

Probably not enough uses for Google to approve that but you can always ask through our team… itGenius.com

[@mauriziom.6788]

Hello nice video thank you! It is possible to make sure that those who enter google drive can do so only through fingerprints (even if they are authorized persons). I ask this because I would like to make an access system as secure as possible and make sure I can know who enters and when they do.

[@itGenius_]

I don’t believe so but a hardware key might be close enough, and there is a pretty solid audit trail in the administration panel

[@mauriziom.6788]

@@itGenius_ wanted to do an access control (like in a company or factory) and be sure of who enters and when. With a single password this is not possible.

[@GregHaasienda]

I really appreciate this video. And while it might seem overwhelming to have bunches of shared drives at the top level, I think that helps in the long run with sharing. But! I have a question though, for anybody, really. I've come across one user (with a non-google connected email address, outside my org) that I simply can not remove access. The user shows up on several folders as Commenter level. When I remove access I'm told the access has been removed but that "upgraded permissions" on other files means they can still access some stuff. The user is removed from the list, but when I reopen the Share dialog again later, that user is listed there again, with the same access level as before. Anybody know what's up with that and how to troubleshoot? I've gone through every file and removed this user from everything. Luckily there aren't thousands of files yet.

[@MichaelMazur-tz9ml]

thx a lot for the video! explains a lot. question: if I have a folder structure for years (like explorer in windows) and now start to create functional shared-drives (accounting, manager, distribution) and create also functional groups. how can i with my folder structure make sure, that different groups on different folder-structure-levels have access to these folders? differently said: if two groups need to share a subfolder of a specific level, how to achieve this without creating double-content & sync?

[@itGenius_]

Here are a few ways to make sure that different groups on different folder-structure-levels have access to the same folders in Google Drive without creating double-content and sync: 1. Create a shared drive for each functional group 2. Use the "Share with" feature to give different groups access to specific folders. 3. Use the "Team Drive" feature.

[@pursueyourcreativemission]

This is so good thank you very much! Very clear indeed! Once I have created groups and added people, do I need to do soemthing with the folders already created in the drive so they can see them? Thanks again, for this video and the others too they have really got me thinking logically about organising the files in my business! Kevin

[@marketingplanformula]

So well done, thank you. This was very helpful today and I look forward to talking with your team for help.

[@itGenius_]

💪🏼💪🏼💪🏼

[@AndressaJustoAndy]

When you talk about sharing files, and suggest dragging and dropping a file from one shared folder to another, to give for example the marketing team access to that file, are you actually duplicating that file and therefore having a copy of that document in a different folder? Meaning it's not the same file across different folders? Thanks!!

[@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

[@BaKuOrXaNQeHrEmAnLi]

What is Chrome Box 10:51? I can't find this software, help me, pls

[@itGenius_]

Hi there! A Chromebox is a small form-factor PC running Google's Chrome OS operating system, actually. Thank you!

[@calebwest826]

how do I give myself master access to change the calendar of my other email address when looking at 1 calendar? Is there a video on that you could share?

[@FarzinR666]

Extremely helpful. So, what I want to do is - make all the folders in the shared drive visible to all employees of the organization but not give them direct access to it. Is that possible? ( Like employees can see the folder, but they cannot directly go into it). Do let me know please. Thank you.

[@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 🙂

[@palpropertysolutions]

Hello! As our company grows, we will be onboarding new employees. We would like these employees to have access to a majority of the information within our shared drive, however, there are some child folders, such as legal documents, contracts etc., that we don't want them to have access to. Is there a way to restrict access to specific subfolders or files within a parent folder, in the shared drive? If not, is there a way to link files between drives? So, Say i have a drive that has customer information, but i dont want them to see the confidential information, can a new drive be created to link ONLY the files i want them to see?

[@itGenius_]

Unfortunately not, the solution is multiple shared drives for different areas of business

[@TheMeteorFreak]

thanks for great video! I see you manage the groups with each their own email, does that mean you need to create and pay 12$ for each new group-email you create?

[@itGenius_]

I'm going to respond with my thoughts in the next live Community Q&A :) Check it out on our channel when it happens

[@dogannusret]

Incredibly useful information. Thank you a lot. I am happy that I see this life-saving tips.

[@corrinapryce-davies6962]

Thanks for info on this. The emial address that I use for creating a Group in the admin console, does this email address count towards a user and I will be billed? Or is it treated like an alias and not billable?

[@itGenius_]

I'm going to respond with my thoughts in the next live Community Q&A :) Check it out on our channel when it happens

[@daelra]

As usual, the team here ask me awkward questions that tend to stretch the capabilities of Google Workspace. They want one folder/drive managed by HR. Within it is a single doc (or folder) for each staff member. HR should be the owner of these docs/folders but each employee should have contributor access to their own file/folder. Any resources/suggestions on how to achieve this. Seems I need to be able to change permissions within a shared drive. You mentioned this is a forthcoming feature, back in 2020. Is this a thing now and if so how do I use it?

[@itGenius_]

No, folders within Shared Drives can't have different permissions. You CAN now share them externally though

[@ethanrasiel3350]

@@itGenius_ So the solution would be to not create different folders for each staff member, but different DRIVES for each team member and then each can be owned by that staff member and have its own permissions, right?

[@pablorios3826]

​@@itGenius_ For real? that's a real problem!

[@theseasonedveteran]

This has been fixed now. You can share individual files with different team members like your normal drive.

[@MikeHughesTeam]

Great workaround! Thank you for sharing!

[@itGenius_]

Glad this was useful!!!

[@renatotfarias]

Is it possible to create a folder inside Shared Drives with the name of the company and then add subfolders (admin, finance, marketing, etc) with different permissions? It just still seems messy to have several folders under "shared drives."

[@itGenius_]

Not really... cleanest way is with a shared drive for each time

[@pablorios3826]

@@itGenius_ that's really sad

[@gammie1017]

hi, I have someone (cyber person/group) continuously trying to send a false notice to download a gift of crypto my drive. I know this is an attempt for a cyber attack. I continue to block each "fake" sender but they just send 2-3 more. Any suggestion on How can I block this??

[@trocycling1204]

Are groups suggested for customers as well? I have a folder with documents that I'd like to share with all of them.

[@itGenius_]

I'm going to respond with my thoughts in the next live Community Q&A :) Check it out on our channel when it happens

[@maquirivero]

hi guys, one question: I have a drive where I 've got all my files. I would like to upgrade that account to a business standard google account, with a domain I have registered, and transfer my folders to the groups I am going to create. I don't know if I'm being clear. Instead of starting from scratch , I would like to use my same gmail account with all the folders I have in my drive turning it into a business account. Is it possible?

[@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 🙂

[@CristianBaronetti]

Hi! A quick question: If I set up a "Projects" Shared Drive for my design studio containing ALL the client work (organized by client and then by project name) and I hire a freelancer for a specific project for a specific client (something very common), I have to grant them FULL ACCESS to all the projects? If the answer is yes, what is the best way to manage that? Thank you.

[@itGenius_]

Individual shared drives ☺️

[@rachum4782]

Hello sir, How can create share drive in my google account? i have more document to share in my department, can you help me to create this?

[@itGenius_]

Shared drives are a feature of Google Workspace account. You can check out our offers here: www.itgenius.com/products/googleworkspace/

[@patelomp]

How do i change myself from contributor to manager because i am the only one member in shared drive and i don't know what to do

[@itGenius_]

I'm going to respond with my thoughts in the next live Community Q&A :) Check it out on our channel when it happens

[@CarlosRamirez-tz1qc]

I have sent a Google Drive Link to an Associate. My Associate CAN open the link and see the two Main Folders with all sub-folders and files. Good so far. Now, she would like to be able to download the two folders onto her desktop. I "Believe" that I have given her Editor Permission, but we can not seem to download. Does she need to have a Google Drive Account of some sort? I do not believe that she has one. OR should she simply be able to download the folders onto her desktop. If this is the case, I suspect that I am not giving her the appropriate permission.

[@JonathonDoig]

Hi ITGenius, I have watched your video and I'm stuck trying to get folder permissions to work. I want to setup a shared drive which a group of folks have access to. Then within that drive I have 3 folders (similar to a question below). I need to restrict access to those folders to some members of the group that has Viewer permissions. So for example I want only a manager plus their direct report to have access to folder 1. A seperate manager and their direct report to have access to Folder 2 and the same again for Folder 3. With the way that Drive and Folder sharing works I don't see how I can do this? I have years of Windows server experience btw. The only way i can see this working is to have 3 Drive shares effectively mimicking the 3 Folders and then have the appropriate permissions setup to grant access. Is that right? Thanks for your help.

[@itGenius_]

Hi! Based on what you said, I think you might need to add the different contacts in their respective groups. That way, you can control which group has what access to each folder. But it would be best to discuss this with our support team so we can assist you, just have a chat with them here: itgenius.com/chat :)

[@supersuper3145]

Can a creator of the shared drive can be removed from the shared drive.

[@itGenius_]

Only by others with owner access

[@supersuper3145]

@@itGenius_ cannot be us ?

[@supersuper3145]

@@itGenius_ someone adds me to a shared drive and then he left, when i see there is only two members both are my accounts, so can any one see my shared drive content other than mee ?? That, is what i am asking?? 😁😁😁 Thankyou very muchh!! I meann the creator who owns the shared drivee,, can he see !!! 😁😁😁Lol. He is not the member anymoreee!!

[@lindseyfiedler6821]

Is it possible to have different Sharing Settings for each shared drive? I wanted to prevent users from being able to make share links publicly available, so I unchecked the box "When sharing outside of the organization is allowed, users can make files and published web content visible to anyone with the link". However, this also caused the images used in their email signatures to disappear. Images used in signatures get uploaded to their My Drives. I'm really only interested in restricting link sharing for files in Shared Drives. Any way to accomplish this?

[@itGenius_]

The permissions only apply to that individual share Drive, it’s possible the signatures were a coincidence?

[@lindseyfiedler6821]

​@@itGenius_ Nope. I rechecked the box and they started working again. The checkbox I am referring to is in Sharing Settings in Google Admin. It's not one of the three checkboxes you see when you right-click the drive and select Shared drive settings. Any suggestions? Another question about shared folders - do you have to have the first two boxes checked (People outside the org can be added to files, People who aren't shared drive members can be added to files) in order to be able to share a folder with an external agency? Thanks!

[@jcizzard]

Do you help g suite non-profit customers, also??

[@itGenius_]

Yes we do! Contact our team: www.itgenius.com/concierge

[@bogdanspineanu]

Shared Drives, do they sync via Google Sync on the local comp ?

[@itGenius_]

Yep

[@JreUK]

How do you turn sharing off

[@justineairacarreon2404]

Is it okay if the owner of the shared drive and the team has different subscription plan? Can the team still access the shared drive?

[@itGenius_]

Hi! A shared drive with an organizerCount or memberCount greater than zero can only be accessed by an administrator if the remaining permissions are for empty groups, or external users that were added prior to disabling sharing outside the domain.

[@nickshorter7176]

Hey mate, have you had issues where adding a new user to an existing group doesn't appear to grant them the correct permissions to access an existing folder that the Group has access to? I'm not sure if it's something to do with the fact that an 'invite' isn't sent out to the individual, but new users (or some new users anyway) aren't able to access the folder when added to the group? Inevitably they click the 'Request Access' button that pops up with the denial message, and once added as individuals to the folder they have the correct access (which of course circumvents the purpose of using Groups). Anyway, if you know anything that could help, it would be much appreciated.

[@itGenius_]

never seen it myself but ask our team if you need some help: www.itgenius.com/chat

[@marshalljordan2416]

I have received via email a shared drive into which I am supposed to upload a file. But, when I try to upload the file, a message pops up saying I don’t have permission to upload the file. I presume that the one who sent me the shared drive has not yet granted me permission to edit the contents of the shared drive. Is this correct?

[@itGenius_]

Great question! Drop this into ask.peter.tv and I'll try to cover it during the the next live Community Q&A :) Check it out on the channel when it happens

[@coffeebeans6073]

how can I upgrade client to business

[@itGenius_]

We can definitely help you! Book a free consultation with us so we can assess how we can assist you better. www.itgenius.com/start/consultation/?ref=menu

[@mediaapps]

So all contractors have to have a Google Account. Is that correct?

[@itGenius_]

Yep

[@aprajitajaiswal6158]

Sir i need your help , ive purchased a shared drive from a workspace reseller and it was shared between me and my husband and suddenly one day we saw that there is no such drive, now we are contacting the sellers he say i am helpless and google is talk to ur administrator. We dont know who is the administrator, on asking seller he say hez not in direct touch with administrator. Google is also not helping us to retrieve our data , kindly please guide what could b done in this case, that data was very precious to me please help me recover my data

[@itGenius_]

We understand your concern, and our team is here to help! We offer Quick Fix support facilitated by Google-certified professional consultants, specifically designed to resolve problems promptly. www.itgenius.com/products/quick-fix/

[@Jandredlr]

Great content. Thanks mate!

[@itGenius_]

Glad you liked it!

[@vriboldi]

great video! Many thanks!

[@itGenius_]

Thank you too!

[@faisalimadi1441]

Hi thanks for the video and it's great video I have one question, If I try to change the permission for a child folder, for a few users that already have permission to the parent folder. So, for example, the parent folder is HR and all the HR users have access to that but inside that HR there is a folder called founders salary so only one or 2 users want to be able to access that (founders salary ) not the full HR team. how can we do that But because the HR team have access to the Parent folder which is HR folder , they can access that (founders Salary) also , and annoyingly there not an option to just set up the permissions for that folder. Hope that makes sense, I have already googled and had a chat with the support team and they are saying it’s not possible and I need to move that Founders Salary to different share location, but it’s not that one folder we have this issue with it’s 1000 of them. as we have a client folder and we want some users to have access to certain clients and some users don't have access to certain clients , hope you have a solution for this kind of issue thanks

[@itGenius_]

Hi there! Google Drive has a recent update where a sub-folder in Shared Drive can be shared with certain users, without sharing the entire shared drive content. Think of it like this: HR is the Shared drive and it has 3 different sub-folders namely Folder 1, Folder 2 and Folder 3. If you want a certain [e-mail] to have access to Folder 1 only, you can do this by Right-clicking Folder 1, select Share, then add [e-mail]. and set his access level based on your preference. Know more about it here: support.google.com/a/answer/7662202. And if you want to have smooth business operations on the Google ecosystem, don't hesitate to hit us up at itgenius.com.

[@hunterajones]

@@itGenius_ This doesnt really fix the problem right? Cause everyone on the parent folder would still see Folder 1 inside right? How do you hide people on a shared drive from seeing folders?

[@lewisalmontehernandez553]

Great video !! Can you share this presentation ?

[@itGenius_]

Our members have access: www.itgenius.com/concierge

[@ivoexposto5466]

Great video Peter!

[@itGenius_]

Glad you enjoyed it

[@jcizzard]

@@itGenius_ Thank you, I will

[@tp-musiccity5152]

5:15 Genius Business Structure

[@ayushrishah6884]

Shared drive has completely disappeared with all my important files in it...please please help me to recover my files again...it disappeared a day before...that is on Oct 9/2020...I had really important files...please help me to recover my files...I would really be greatful of you if you work on my request🙏🙏🙏

[@itGenius_]

Our support team may be able to help: www.itgenius.com/concierge

[@Blezster]

You are a god.

[@itGenius_]

I try my best 😎

[@TJ_USA]

Jesus. It's a 29 min video...(sigh)

[@itGenius_]

If you would like this done faster, our team can help: Itgenius.com