![]() Managers can also add access to folders and files for members with limited access.Ĭan change permissions and share files in the departmental folder with others.Ĭan share files in the departmental folder with others.Ĭannot share files in the departmental folder with others. Managers in the Shared Drive can share subfolders in the shared drive with non members of the shared drive. ![]() Individual team members with Manager, Content Manager and Contributor access can share files in the Shared Drive with other individuals. The original sharing permissions with those not part of the departmental folder is removed.Ībility to set sharing permissions for files newly created in the Shared Drive or managed departmental folder The departmental folder group also gains permissions on the file. The original sharing permissions remain intact, even if those people are not part of the departmental folder group. Only an owner of a file can move it into a Shared Drive. The Shared Drive members also inherit permissions on the file. The sharing permissions, even with those not part of the Shared Drive remains intact on the file. When a file with existing sharing permissions is moved into a Shared Drive or managed departmental folder Comment access (available on individual files only): Can make comments and suggestions, but cannot change or share the file with others.Edit access: Can manage members, upload files, edit, move or delete files.Commenter: Can only comment on all files.Contributor: Edit all files and upload new files, but can’t move or delete files.Content manager: By default, can upload, edit, move, or delete all files.Manager: Can manage members, and upload, edit, move, or delete all files.TMU creates a departmental ownership account on your behalf that automatically takes ownership of all files in the folder. No one individual or account “owns” any of the files moved, uploaded or stored in a Shared Drive. Managed Departmental Folders With Google Drive If you wish to configure a folder for your department, we recommend the managed departmental folder (opens in new window) options. The following chart shows how each option handles a specific feature. Managed Departmental Folders in Google Drive Users who need flexibility moving files in and out of the managed folders, even if they don’t own it.Ĭomparison Chart of Features: Shared Drives vs.Automatic sharing and transfer of file ownership to the department.Departments using complex folder structures with various sharing permissions set for people at the sub-folder level.Straightforward folder structures that don’t need to be shared or patrolled.Those who want something that can be created on their own.Users with a project-specific need for a shared folder for group members.However, here’s an overview of when Shared Drives and managed departmental folders are most suitable. While both options are similar in having files owned by entire groups, managed folders are often recommended for departments to configure shared folders. Editors and other access level members of the Shared Drive do not have permissions to delete.ĭeciding Between Shared Drives and Managed Departmental Folders in Google Drive Only Manager access level members can delete files from a Shared Drive.New folders must be created in the Shared Drive and files moved into them accordingly. Folders cannot be uploaded or moved into a Shared Drive.Only the file owner can move the file into a Shared Drive. Files you don’t own cannot be moved into a Shared Drive.Deletion: Shared Drives have their own trash bin that can restore files and permanently delete files after 30 days.'Manager' access allows members from preventing others with editing access from deleting files or adding new members to the Shared Drive. More permission controls: Shared Drives introduces a fourth level of permissions, beyond edit, comment and view.Even if an employee leaves TMU and their accounts are deleted, their files remain in Shared Drives. Ownership: In Shared Drives, files aren’t owned by an individual, they’re owned by the group. Shared Drives is now a menu item on the left. Top 4 Benefits of Using Shared DrivesĪccess: Every Google Drive user has access to Shared Drives, which means there’s no need to add the folder to their own My Drive. You can also visit their help page (external link) for additional support. Google’s learning center (external link) gives a full overview and step-by-step instruction for Shared Drives features. Shared Drives previously called Team Drives (opens in new window) are shared spaces, allowing groups to create files and folders that are automatically shared between a group of collaborators and do not have a specific owner - instead, they’re owned by all members of the team, allowing access to remain even if someone leaves the organization.
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