Team Drives

Team Drives

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What is a Team Drive? 

Google Team Drives are shared spaces where teams can store their files and guarantee that every member has the most up-to-date information, no matter the time or place. Any changes made to a file in the Team Drive are automatically updated for everyone in the Team Drive. This is similar to a shared Folder in a personal Google Drive, except that all the files are owned by the collective not the individual who creates them, meaning if the person who created the document in the Team Drive leaves the Team Drive or the school division, the file is still available to everyone who is still a member of the Team Drive. You can add individuals or a Group mailing list to a Team Drive. If a mailing list is used (for example PEstaff-ml@wolfcreek.ab.ca), then as the members of that mailing list are updated, so is the access to the Team Drive. This means, there's no Team Drive access maintenance required. 

Why Use Team Drive?

As you may know, with the recent server refresh, the U: Drive was removed from school servers. A lot of schools backed those files up to an external hard drive, however, now if someone wants access to something the external hard drive has to be given to that person. If they make any changes to the file, then they would have to upload that file to the same place on the hard drive and replace the original file. With Team Drive everyone in the Team Drive would have access to the files from any device as long as there is an internet connection and they would be updated as soon as anyone makes any edits to it. Important to KnowTeam Drive is still quite new for Google and the current back up process that occurs for each individual's Drive does not occur at this time, so your Team Drive files are not currently backed up

If you are the owner of a file and you move it into a Team Drive, you are giving up "ownership" of that file and if you leave the school division, you no longer have access to the files you moved into the Team Drive, even though you were the original owner of the document. If this is a concern for you, make a copy of the file before moving it into a Team Drive. 

When creating a new Team Drive it's important to use your school naming code (IE, PC, LJ, etc) in the name of the drive. This will make it easier for Tech Services to support any issues that may arise with your Team Drive. 

Get Started

You can create a Team Drive and share it with anyone in your department or school, as long as they have a Wolf Creek Google account. 

After you create a new Team Drive, you can easily share it with your staff group: SchoolNamestaff-ml@wolfcreek.ab.ca (e.g. pesstaff-list@wolfcreek.ab.ca).  As the creator of the Team Drive, you’ll have Full Access. Decide what level of access you want all members to have.  

There are currently some limitations as Team Drive is in Beta, but like other Google products, they will continue to add features over time.  

If you are moving a file into a Team Drive but want to make sure you have access to the file if you leave the division, make a copy before moving the original into the Team Drive.

Best Practices

A team drive could be set up for a school (recommend using the school Google account to create the drive, for example pes@wolfcreek.ab.ca as this account is constant no matter who comes or goes)  and then add your entire staff life list (e.g. pestaff-ml@wolfcreek.ab.ca). That way, when a new teacher joins the staff or leaves the staff when the mailing list is updates as are the permissions to the drive. Once the drive is created, you could create folders in the drive for grade teams, departments, etc. similar to how the U:Drive was set up. ​NOTE: If everyone is removed from a team drive all the files are "orphaned" and are no longer accessible nor recoverable. Make sure there is always 1 person (added separately from the mailing list) in the team drive if removing an entire group mailing list. 

Naming Conventions

Whether you are creating a Team Drive for your school or department/group within the school it is recommended that you use your school code (LC, AX, EE, etc) in the name of the drive. This will allow members of Tech Services to easily support you with issues that may arise in your Team Drive. 

FAQ

1.Who can set up a Team Drive folder?

2.Who can a Team Drive folder be shared with?

3.How much space is available on Team Drive?

4.If I add my school staff group (as above) to a Team Drive, is it automatically shared with new staff?

5.If any staff member can create a Team Drive, might my Team Drive section get full of a bunch of Team Drive’s I’m not interested in?

6.When should I use a Team Drive instead of just a normal Drive folder to share files?

7.Can I create a Team Drive to use with students?

8.How does moving files from your My Drive (G Suite folder) to Team Drive affect ownership and sharing?

9.What kind of files can go in my Team Drive?

10.If I move a file to Team Drive, then delete it, is it deleted for everyone.

11.How will I know if someone adds or deletes something from a Team Drive?

12.If someone shares a file with me, how can I tell if it’s shared through a Team Drive?

13.Is it backed up?

14.Can students create Team Drives?

15.I see this as a great replacement for the old server drives. Can I upload a folder or file from my U:\ or  Z:\ drive directly to my Team Drive? Will it support embedded folders or do I need to upload folders or files separately?

 

 

1.Who can set up a Team Drive folder?

  • Any staff member.  We recommend that School Staff Team Drives be set up by the Principal or designate using the school account (example psc@wolfcreek.ab.ca), and give administrators Full Access (see #2 below).

2.Who can a Team Drive folder be shared with?

  • Any staff email address ( _______@wolfcreek.ab.ca) or group address.  For example, there is a group address for every staff group.  Sharing a Team Drive with your staff group will automatically share that Team Drive with all current staff, and is dynamic...when staff changes, permissions change.
  • School mailing lists are set up as schoolcodestaff-ml@wolfcreek.ab.ca (all staff members). schoolcodecertified-ml@wolfcreek.ab.ca (certified teaching staff only). schoolcodenoncertified-ml@wolfcreek.ab.ca (non certified staff only).

3.How much space is available on Team Drive?

4.If I add my school staff group (as above) to a Team Drive, is it automatically shared with new staff?

  • Yes - that’s one of the great features of Team Drive.  Also, if a staff member leaves, they would lose access to that Team Drive.

5.If any staff member can create a Team Drive, might my Team Drive section get full of a bunch of Team Drive’s I’m not interested in?

  • You will only see those Team Drives that you have access to. You can only remove yourself from Team Drives if you have “Full Access” rights.  Otherwise you’ll have to ask someone  with “Full Access” to remove you.  I would suspect that Google will add features to allow you to hide Team Drives you’re not interested in as a new feature...it’s just not there yet.

6.When should I use a Team Drive instead of just a normal Drive folder to share files?

  • Team Drive’s main advantage is for on-boarding and off-boarding staff, and making sure they have access to all of the files they need.  

7.Can I create a Team Drive to use with students?

8.How does moving files from your My Drive (G Suite folder) to Team Drive affect ownership and sharing?

  • If you move a Presentation to Team Drive - it is now owned by the domain and is automatically shared with the members of the Team Drive.  If that Presentation was also shared with others, those people will continue to have access.
  • If I’m the owner of a Team Drive folder, I have rights to delete things from that team Drive. Others could have rights as well - depends on the level of access I’ve given them.
  • Automatically shared with everyone who the Team Drive is shared with.  I can share files within it with MORE people, but I can’t restrict it from anyone who has access to the team drive.

9.What kind of files can go in my Team Drive?

  • Docs, Slide, Sheets, Presentations, Drawings, PDF’s, videos, photos, MS Office documents, txt, and most types of files.  Google Maps and Sites can’t be saved to Team Drives (yet). See individual file-size restrictions.

10.If I move a file to Team Drive, then delete it, is it deleted for everyone?

  • Yes, but it is held in the Trash for that Team Drive for 30 days.  User will receive a warning that it is being deleted for everyone.  

11.How will I know if someone adds or deletes something from a Team Drive?

  • In the settings for each Team Drive, you can set notifications to be emailed every time something changes.  You can also open the “Details” pane on the right, which provides a summary of what’s happened with that folder.

 

12.If someone shares a file with me, how can I tell if it’s shared through a Team Drive?

  • First of all, you will see the Team Drive show up in your Team Drive area.  As well, in your “Recent” or “Share with Me” sections of Google Drive, you’ll see a Team Drive icon that lets you know it’s been shared via Team Drive.

13.Is it backed up?

  • Team Drive files are not currently part of our District cloud backup solution.

14.Can students create Team Drives?

  • Not at this time.

15.I see this as a great replacement for the old server drives. Can I upload a folder or file from my U:\ or  Z:\ drive directly to my Team Drive? Will it support embedded folders or do I need to upload folders  or files separately?

  • You can upload an entire folder and sub-folders at once.  You can drag & drop from your File Explorer, or hit the “New” button in Team Drive, then “Folder Upload”.
  • If you’re going to upload a large amount of data, please do this during non-peak times (e.g. at the end of the day).