Sagamore Google Drive: Difference between revisions

Revision as of 21:26, 16 January 2014

Documenting how Sagamore Hills Elementary School can use the Google Drive service of their PTA's Google Apps account. See the following short videos for why/how Google Drive.

The latest thoughts on access, ownership, and permissions, were established 2014-01-16.

Accessing

If you just want to view or download files, simply go to:

https://drive.google.com/folderview?id=0B5-Bq29kKNGGVkpldTF0U05MWVE

If you already use Google Drive personally, you can add the PTA's Google Drive to your "My Drive" for easier access.

Updating

If you wish to add or edit files or folders, you must:

Login to Google Drive as sagamorehillspta@sagamorehillspta.org.

The theory section explains why.

Saving changes

When you want to save a new version of a document already in Drive, do not upload the document again. Instead, go to the document already in Drive that you'd like to update and choose Manage revisions…, then Upload new revision.

Note: The previous does not apply if you're editing documents online or saving changes to your computer's Google Drive. See a past discussion for more.

Theory

There is a single folder which contains all Sagamore Hills PTA files. That folder is owned by the sagamorehillspta@sagamorehillspta.org account. By default all files/folders are publicly accessible, but new files/folders can only be edited/created by those logged in as sagamorehillspta@sagamorehillspta.org. Exceptions can be on a per folder or file basis.

It is important that all files be owned by sagamorehillspta. Although files owned by others can easily be collected in the PTA's google drive, they would not actually under PTA control, and therefor subject to loss.

Historic

The following was outdated 2014-01-16.

The idea is that all files are owned by the admin account, which is hosted by the Sagamore Hills PTA Google account, so that storage and deleting are under organizational control. All files are also assigned the highest level access (edit access) to the Sagamore Hills PTA Google Group, to which all volunteers are a member, so that any volunteer can edit files (old versions remain available and cannot be deleted (except by the admin)).

Volunteer Google Accounts (email addresses) are added and removed to/from the Sagamore Hills PTA Google Group to allow/disallow working with Sagamore's Google Drive hosted files.

A single folder named "Sagamore Hills Elementary School" contains all files (and folders). This top-level folder is assigned the previously mentioned permissions, which become the default share setting for new contents added to it. Volunteers will go to this folder in their own Google Drive environments to work with Sagamore files.

Although volunteers can add their own files to the Sagamore managed folder, those files should eventually become owned by the admin account (see "Adding files")so that they can be owned by the PTA (stored by, deletable only by, controlled by).

@@ Line 1: / Line 1: @@
 Documenting how [[Sagamore Hills Elementary School]] can use the '''Google Drive''' service of [[Sagamore Hills PTA Google account|their PTA's Google Apps account]].  See the following short videos for why/how Google Drive.
+* '''[https://support.google.com/drive/ Google Drive Help]'''
 * [https://www.youtube.com/watch?v=eRqUE6IHTEA Google Docs in Plain English - YouTube]
 * [http://www.youtube.com/watch?v=1SjRH3SImlM Exploring Google Drive - YouTube]
+The [[Sagamore Hills PTA Google account setup#2014-01-16_10:57_Change_users_and_groups|latest thoughts on access, ownership, and permissions, were established 2014-01-16]].
-'''The following is in flux as of 2013-12''' as we hash out access
-==Getting started==
+==Accessing==
-To start playing with the PTA's Google Drive account, simply:
+If you just want to view or download files, simply go to:
-# Visit [https://drive.google.com/ Google Drive] and '''login'''
+'''https://drive.google.com/folderview?id=0B5-Bq29kKNGGVkpldTF0U05MWVE'''
-## If you don't have a Google Account, you can create one.  If you're nervous about having a Google Account, please talk to [[Dave Barker|me]]—I've been there and may be able to address your concerns.
-# '''Search''' for "Sagamore Hills Elementary School".  You should see a folder with that name, owned by, "Admin SagamoreHillsPTA".
-## If you can't find it, let [[Dave Barker|me]] know—you may not have access.
-# Optionally, to the "Sagamore Hills Elementary School" folder, you can:
-## "Star" it so you don't have to search for it next time (it will be under "Starred" items)
-## Add it to "My Drive" so that it will sync locally to your devices where Google Drive is installed.
-# Within the "Sagamore Hills Elementary School" folder, feel free to '''play''': making folders, uploading documents, creating documents, etc.
-If you've never used Google Drive, inevitably there's a learning curve.  There's plenty of info online if you're a self starter, or ask [[Dave Barker|me]] for help.
+If you already use Google Drive personally, you can add the PTA's Google Drive to your "My Drive" for easier access.
-==Using==
+==Updating==
+If you wish to '''add or edit files or folders''', you ''must'':
+'''[https://drive.google.com/ Login to Google Drive] as [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|<code>sagamorehillspta@sagamorehillspta.org</code>]].
+The [[#Theory|theory section]] explains why.
 ===Saving changes===
@@ Line 29: / Line 29: @@
 '''Note''': The previous '''does ''not'' apply''' if you're editing documents '''online''' or saving changes to your '''computer''''s Google Drive.  See [http://list.9.0ne.org/archive/sagamore.online/2013-October/000122.html a past discussion] for more.
-==PTA ownership==
+==Theory==
+There is a single folder which contains all Sagamore Hills PTA files.  That folder is owned by the [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|<code>sagamorehillspta@sagamorehillspta.org</code> account]].  By default all files/folders are publicly accessible, but new files/folders can only be edited/created by those logged in as <code>sagamorehillspta@sagamorehillspta.org</code>.  Exceptions can be on a per folder or file basis.
-Although any volunteer can add files to the Sagamore folder, eventually the file should be owned by the PTA admin account (see the [[#Theory|theory section]]).
+It is important that all files be owned by <code>sagamorehillspta</code>.  Although files owned by others can easily be collected in the PTA's google drive, they would not actually under PTA control, and therefor subject to loss.
-# '''Log into [https://drive.google.com/ Google Drive] as [[Sagamore Hills PTA Google account#admin.40sagamorehillspta.org|admin@sagamorehillspta.org]]'''
-===New===
+===Historic===
+''The following was outdated [[Sagamore Hills PTA Google account setup#2014-01-16_10:57_Change_users_and_groups|2014-01-16]].''
-For files that have not yet uploaded by a volunteer and shared in the Sagamore folder…
-# Upload the file(s) somewhere under the [https://drive.google.com/a/sagamorehillspta.org/folderview?id=0B9psgK8S9NgjTDg0NWUzSXA0UDg top-level "Sagamore Hills Elementary School" folder].
-===Preexisting===
-If a file has already been shared somewhere in the Sagamore folder…
-# Copy the file
-# Remove the original (the owner still retains it, it's just removed from the Sagamore folder)
-# Remove leading "Copy of" from the copy's filename
-==Theory==
 The idea is that all files are owned by the [[Sagamore Hills PTA Google account#admin.40sagamorehillspta.org|admin account]], which is hosted by the [[Sagamore Hills PTA Google account]], so that storage and deleting are under organizational control.  All files are also assigned the highest level access (edit access) to the [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|Sagamore Hills PTA Google Group]], to which all volunteers are a member, so that any volunteer can edit files (old versions remain available and cannot be deleted (except by the admin)).