Sagamore Google Drive: Difference between revisions

Latest revision as of 01:13, 19 February 2015

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[edit]

http://sagamorehillspta.org/files

Saving changes[edit]

If you download a file from Google Drive, edit it, and want to upload your changes back to Google Drive, please do the following.

If you're editing files…

in your web browser (or app) (editing a Google Doc or Spreadsheet, etc.)
from your Google Drive desktop folder (synced automatically via the Google Drive desktop client)

the following does not apply to you.

Select the file in its folder (do not open/preview)
Bring up the file's context menu
- Right-click the file
- or Select the "More" top menu button
Select "Manage revisions…"
Select "Upload new revision"

As for why, see a past discussion.

Permissions[edit]

By default, all file are private to the sagamorehillspta@sagamorehillspta.org account. Exceptions can be made, but are discouraged.

Theory[edit]

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 private and 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[edit]

The following was outdated 2014-01-16.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]].
-==Using==
+==Accessing==
-===Saving changes===
+http://sagamorehillspta.org/files
-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'''.
+==Saving changes==
-'''Note''': The previous '''does ''not'' apply''' if you're editing documents '''online''' or saving changes to your '''computer''''s Google Drive.
+If you '''download''' a file from Google Drive, '''edit''' it, and want to '''upload''' your changes back to Google Drive, please '''do the following'''.
-==Getting started==
+:::: If you're '''editing files'''…
-To start playing with the PTA's Google Drive account, simply:
+::::* in your '''web browser''' (or app) (editing a Google Doc or Spreadsheet, etc.)
+::::* from your '''Google Drive desktop folder''' (synced automatically via the Google Drive desktop client)
+:::: '''the following ''does not'' apply to you'''.
+# '''Select the file''' in its folder ''(do not open/preview)''
-# Visit [https://drive.google.com/ Google Drive] and '''login'''
+# Bring up the file's '''context menu'''
-## 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.
+#* Right-click the file
-# '''Search''' for "Sagamore Hills Elementary School".  You should see a folder with that name, owned by, "Admin SagamoreHillsPTA".
+#*  ''or'' Select the "More" top menu button
-## If you can't find it, let [[Dave Barker|me]] know—you may not have access.
+# Select "'''Manage revisions…'''"
-# Optionally, to the "Sagamore Hills Elementary School" folder, you can:
+# Select "'''Upload new revision'''"
-## "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.
+As for why, see [http://list.9.0ne.org/archive/sagamore.online/2013-October/000122.html a past discussion].
-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.
-==PTA ownership==
+==Permissions==
+By default, all file are private to the [[Sagamore Hills PTA Google account#sagamorehillspta.40sagamorehillspta.org|<code>sagamorehillspta@sagamorehillspta.org</code> account]].  Exceptions can be made, but are discouraged.
-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]]).
+==Theory==
-# '''Log into [https://drive.google.com/ Google Drive] as [[Sagamore Hills PTA Google account#admin.40sagamorehillspta.org|admin@sagamorehillspta.org]]'''
+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 private and 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.
-===New===
+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.
-For files that have not yet uploaded by a volunteer and shared in the Sagamore folder…
+===Historic===
-# Upload the file(s) somewhere under the [https://drive.google.com/a/sagamorehillspta.org/folderview?id=0B9psgK8S9NgjTDg0NWUzSXA0UDg top-level "Sagamore Hills Elementary School" folder].
+'''''The following was outdated [[Sagamore Hills PTA Google account setup#2014-01-16_10:57_Change_users_and_groups|2014-01-16]].'''''
-===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)).