Contents
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Purpose
Best Practices in setting up a Google Team Shared Drive
Requirements
Required
- UCSB Connect Account
- List of Members for the Team Shared Drive (Must have UCSB Connect Accounts)
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- Departmental Functional Account
Process
Create the
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Shared Drive
First, log onto your UCSB Connect Account on a web browser (Preferably Chrome)
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Once you are in the Google Drive window, look to the left side and click on Team Shared Drives.
From there, click on New to get the New Team Shared Drive window.
Put in the name of the Team Shared Drive then click CREATE
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We recommend, for ease of identification for ETS to help you better, to use the naming convention of <Department> <Folder Function>. IE: CSI Daily Reports if the Department was CSI and the Folder was for Daily Reports. |
Define the
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Shared Drive Settings
Click on the 
on the right side of the Team Shared Drive Name to get the following menu
Click on Team Shared Drive settings
Edit the settings for the Team Shared Drive with regards to how you want Sharing handled and whether or not you want to allow Download, Copy, Print for Commenters and Viewers.
Refer to Team Shared Drive Settings on what the settings do.
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If the Team Shared Drive is going to contain FERPA related information (See: FERPA Information for Faculty/Staff), Sharing outside University of California, Santa Barbara should be set to Only people inside University of California, Santa Barbara can be given access to the files in this Team Shared Drive. In some cases, you may also want to set Sharing with non-members to Only members of this Team Shared Drive can access files in this Team Shared Drive to restrict how far the information can be shared. |
Add Members
Click on the on the right side of the Team Shared Drive Name to get the following menu
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Put in the email addresses of the people with UCSB Connect Accounts that should be a member of the Team Shared Drive
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Please note that when adding members, you are setting a particular permission for them, refer to Team Drive Permissions when doing so.
When adding members, you can only do members for a particular permission, so if there are members who need to be set with a different permission, add those members separately.
For Example:
John Doe and Jane Doe needs to be set as a Content Manager, but John Smith needs to be set as a Contributor.
You would add John Doe and Jane Doe as Content Manager, then send.
Then you follow up by doing a new Add members and add John Smith as Contributor.
Where Content Manager is, you can select which Team Shared Drive Permissions the users you are adding should have.
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Alternatively, you can check Skip sending notification if you are simply adding them and will walk them through on how to use Google Team Shared Drive in person.
Click on SEND to add the members to the Team Shared Drive.
Repeat this process if there are other Members who have to be set up with different Team Shared Drive Permissions until you are done.
Finishing Touches
At this point, it is just putting in folders and files into the Team Shared Drive.