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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. |
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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
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.
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At this point, it is just putting in folders and files into the Team Drive.
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Team Drive currently does not support copying Folders from outside the Team Drive into it.
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Shared Drive.