- What's up guys, Peter Moriarty here, I'm gonna be taking you through how to get your permissions
right in Google Drive. And so I'm gonna be going
through the admin panel, and a bit of a framework
for how we do permission inside itGenius. Before we get into that, I'm gonna share with you guys first, a bit of kind of like
the foundational concepts of how we get permissions
done in a business. So in large organizations, they use organizational
groups for their permissions. You'll have an admin group,
you'll have a finance group, you'll have a, I don't know, project management group, whatever, right? And they trickle down into the IT system. And so if you are technical
enough to have worked with a Microsoft service system called Active Directory before, you would know that what
happens inside that system you set up users and you
put those users in groups, then when you do permissions, you assign folders or shared drives, so you share them to a group. And then what that means
is when you're onboarding and off boarding staff and this is me putting
my IT manager hat on. When you're onboarding and
you're off boarding staff, basically all you have to
do is put that staff member in to the right group, and they get access to
everything they need. Now, what those groups manage in a Windows server environment,
is not only folder access, it's also things like printers,
it's things like logins, it's things like permissions, it's things like you might wanna manage, what is the desktop wallpaper for that certain group of users, all of those kind of things, right? And so we've come from that
background being an IT business. And we bring that kind of thinking into how we do permissions
inside of the Google world. Now, obviously, you
wanna do it a lot simpler in the Google world, we wanna keep things
nice and simple there. So when we set up our
permissions in the Google world, we don't have things like,
managing people's desktops, I mean, you can do that
inside Google Chrome, but for the purposes of this, we're gonna stick just
to the Google Drive. But what is effective about
that kind of thinking, is the onboarding and the off boarding and keeping the permissions
nice and simple. And what I mean by that is when
you onboard a staff member, or when you have someone who's
working in your business, what you wanna do is just
put them into one group, and then in that one group, they're immediately gonna get access to all of the resources that they need. But these permission
groups inside of Google don't only work for Google Drive, they also work for your Google calendar, for your Google Sites. They work for other resources
that you wanna share, like maybe a chatroom
inside of Google Chat. So pretty much anything that you can share to people inside of the Google world, you can use group based
permissions to share. And what that does is it makes it really, really simple
for all your permissions. They're always, always
easy and well known. And that's what we're gonna be using. Pete, I've only got three
staff in my business, or I've only got five
staff in my business. Do I need to go crazy with my permissions? Or is there an easier way of doing that? And there is, the
simplest way of doing it, and we call this simple permissions is to actually use a
small number of groups. And so, the smaller
number of groups would be, you could have probably four groups is probably enough for most businesses. So simple set of permission groups might be one group for owners
and admins in the business, a second group might be for
managers of the business, or you might have it like,
just the finance team, that would be a good one. The third group is all staff. So that's everyone in the company. And then you have an
optional fourth group, and that might be contractors. So with those four groups, you
have everything that you need to have all your permissions done inside the business, right? You've got your contractors,
you've got your employees who are like just kind of
like general employees, absolutely everyone. And then you've got your managers or, maybe like your finances staff. And then at the top level, you have business owners
or business directors. And that's the simplest
way to do permissions. The other way to do permissions is called complex permissions. And with complex permissions, we actually go a little bit more granular, a little bit like how larger
organizations do that. And you'll see if we go
into our Google Drive, I'll just go ahead and open
up my Google Drive here. You'll see that we actually
use complex permissions, and by that, I've got
lots of different folders for different areas of the business. And so every different
area of the business will have its own
organizational structure. Now, the reason that we do that, is because what that allows us to do is to be a bit more granular and a bit more fine tuned
with who gets access to what. So that's really important when you have a larger
team growing business, which we do have, and you
wanna be a little bit more, let's say regimented in
who has access to what. But if you're a smaller team, let's say you got less than
10 people in the business, just stick with a simple permissions now, and then worry about going
to more complex ones later. We've now learned what
are the different kinds of permissions, we've
got a simple permissions, and we've got a complex permission. So now you understand, what are
the two different strategies on how you might set up your permissions? Let's go to the next
step, and that is okay, if you wanna go for complex permissions, how might you structure the business? And I'm not gonna really go
into too much detail on this, I'm just gonna show you
guys really quickly. This is something that we
usually only share with customers and that is, let me go and find it here. We've got a training in here on how to structure your company. Let me see if I can find it. Is it in Google Drive? Here we go. Okay, and we call this the
Genius Business Structure. And this business structure
is how we structure teams and how we structure businesses. And so, this gives us a
framework of organizing the business into different areas, feel free to take a screenshot of this, and you can use this if you want. But if you're interested in doing the more complex permissions, that structure is roughly
how we structure the business and then we obviously mimic
that into our Google Drive. Before we actually go and start diking around with Google
Drive, what we're gonna be doing is we're actually gonna
be setting up groups inside our admin panel. And so, the groups are the way that we're gonna organize all that stuff, and it's gonna make it really easy for us to then share things into Google Drive. We'll get into Google Drive in a second. But first we need to lay the groundwork, and that's what we're gonna do by setting up all the groups. Now, if you're a member
of our concierge service, then you can just list out the staff that you want to have set
up into different groups. And, you can ping that over
to our Facebook chat bot, or you can send that
in an email to our team and we'll just get all
those groups set up for you. Concierge makes it easy,
so you don't have to bother doing that kind of stuff yourself. But if you wanna do it yourself, I'm gonna show you how to do that as well. So you just head along to the admin panel, head to admin.google.com
that's how you get there. And we're gonna go to groups,
pretty obvious, right? And here's where we can set up the group. So you can see here we've
got heaps of different groups for each person in the business. When you set up a group. So if you go to create group,
you'll choose like a name for the group, so I'll just
call this one test group. It will need a group email, although we're not
necessarily gonna be using it for emailing. We do need to actually have a group email. So I'll call this test group, and it's gonna be @mydomain.com and then group owner, I
guess that's gonna be me. So let me put myself in there. Okay, cool. And look, here's where
it gets a little bit like potentially scary. Don't worry too much about these settings, there's one setting that's
most important for you. And that is to set the
group to restricted. When you set the group to restricted, what that means is that
no one can automatically request to join or that they can't join the group themselves. Because it's very important
that when we're setting up these groups, that we don't have staff just like joining them willy
nilly, that defeats the purpose of a permissions based group, right? And so what we wanna do is we
wanna set a restricted group and what a restricted group means is that you're not gonna have anyone just being able to go in and
out of the group willy nilly. And so, restricted group is
the option that we want there. And then if you wanna customize
some of these other options, you're welcome to, but basically, based on the choice that
you choose up the top here, it's gonna actually adjust these for you. So you can choose to go restricted group. What I will sometimes
do, is tick view access, and that does switch it to custom. I'll allow view access in a group to the entire organization. What that's useful for
as a business owner, is if you're not a member of a group, you might not wanna be a member of the finance team yourself, if you've completely delegated that, or you might not wanna be a member of the delivery team if
you've delegated that. But you might still wanna
see who's actually in there or you might wanna invite
that group to a calendar event and allow it to expand and kind of see who's actually in that group. You may choose to add your
groups with the view axis. But apart from that, I just leave it kind of as
the default under restricted. Okay, and there, we have this option here who can join the group? Anyone in the organization can ask, I think that's a bit pointless if you're using this for permissions, so I would just leave that
on only invited users. And we leave this one off, obviously for allow members
outside your organization. However, if you're using
simple permissions, like I recommended and you're gonna have your full permissions groups, remember directors, managers or finance, all team, the general group, and then the fourth one is
potentially a contractors group. Then if you're doing a contractors group, then that's when you would
choose to tick this box to allow people from
outside your organization to be added into the group. So I click Create group there and then automatically my
group is gonna be created. And then from there, I can
start adding members in there. So that's where I will add
my employees into the group. And then once they're in the group, then they'll get access to
the resources of that group. Okay, cool, I'll go done. I might even add a few
people in there as a test. Where did that go? Did I lose it already? Maybe it hasn't shown up. Do I need to refresh the page? My groups disappeared. Oh, there we go. It's popped onto the second page because I've got too many groups. Okay, test, cool. Let's add some members, let's add some members into the group. All right, so we got Peter. Okay, so let's add Regina. All right, and maybe I'll add
Scott, as well add to group. Great and I am just gonna,
let's go back to the group here. Check that this is all good. All right, and I do
actually wanna make sure that I can view the members and hit safe. Great, okay, we have got that done. So, we've got these done now, let's move on to our next step. All right, so I'm gonna skip through some of these slides here
that we don't really need. Yep, that's all looking pretty good. Okay, let me go back to my notes now. Okay, so let's actually
get into our Google Drive and let's start setting some stuff up. So Google Drive, pretty simple, right, you've got your My Drive, that's where you put on your stuff. If you've got it installed
on your computer, using either backup and
sync or Google File Stream, then you're gonna have
access to your files on your local computer,
as well as on the web. Now, I've got a Chrome box
here that I use as my machine. So it's gonna look a little bit different to your Windows machine
or your Mac machine if you're using one of those two, but it's the same kind of
concept as Google File Stream. I've got my My Drive, I've
got all my stuff sitting inside my My Drive that I
can access from the desktop. And if I was to double
click on any of these files, it'll just open up those files for me locally on my computer. We're not gonna talk too
much about those apps, but if you head along
to our YouTube channel, we have more videos on Google File Stream. And we have more videos on
getting more out of Google Drive switching from Dropbox or anything that you might be
interested in, in those areas. So, the key thing that I wanna cover off is the difference between
My Drive and shared drives. Because for some business owners
who have been using G Suite for a long time, you may not be familiar with the difference between the two. My Drive is where you
store all of your stuff. And you can think about that
like a My Documents folder on a Windows computer. That's basically where you put
your things and by default, it's not gonna be shared with anyone else. Now if right now you're
using G Suite basic, that's all you have access to. Only users or customers who have upgraded To G Suite Business,
have actually got access to the shared drives feature. And the shared drives feature, which was formerly called Team Drives is a very powerful sharing feature. I'm gonna be taking you
through how that differs from just sharing a
folder inside of My Drive and share some of the most
important features of that. But that's really the basic foundation of how we do all of our
sharing inside of Google Drive using these group based permissions. So I mentioned that it's
called Shared Drives. Here it is, it sits right
here under my My Drive, and shared drives is where
I have the individual drives for each different area of the business. And so those shared drives are
effectively available for me to share one folder and share
it out to certain people and share it in groups. Now, if you want to apply
this same methodology to your My Drive, it's absolutely fine. But there are some downsides
to sharing inside of My Drive. And what we find is many business owners have the Google Drive
turned into a complete mess because they haven't used
the shared drives feature to its full extent, or they're still on G Suite basic because they don't know
about shared drives. And they still doing things
the basic way in My Drive. Now, if you go to My Drive, and you choose to share a folder, right? And you know how to do that, you just right click on a folder, you click the Share button, and then you can share that
with a group of people, you can share that with
an individual person, really easy, right? That works fine. That effectively allows you
to share the folder, right? And that person can access
those files and they can access that information contained within there, but there is a very big problem with that. When I share a folder and I'm
gonna open my demo folder here to give you an example of that. Let me zoom in just so you
guys can see everything here. Sometimes there is a file, I
don't even have any in there. Okay, let me go back to my My Drive and I'm gonna try and find,
let me try and find some. Here we go, cool okay. So, I found a sales guide, I
found a file in my My Drive, and this file in my My Drive is actually owned by somebody else, so it's a bit hard to see,
I'm gonna try and zoom in even a little bit more for you guys. It's owned by agreenblo. And what that means is that
someone else has created the file, and they are now
the owner of that file. Now, the risk if I share a
folder in my My Drive here, and here we go, I'm gonna
open up a folder here, this is a folder. I think this one is owned by me, well, that's even someone else's folder. There we go, that's someone else's folder, and I've put files in that folder. So what happens for that person is, if I put files in that
folder, then I own the files, rather than the person
who owns the folder. Let's go and look at English Content Pack. I have no idea what this is. Okay, so this is something
owned by Chris Prasojo. I don't know who that is. But basically, that one
there is all owned by Chris. And so at any point, even if I'm the owner of the parent folder, and I've shared that
parent folder with someone, that person can delete those files and they disappear from my Google Drive. And unfortunately, we see
this happen all the time. And someone will, as an example, hire a virtual assistant or a contractor. And that contractor will be maybe creating some design files for your marketing, and they'll be doing a
great job on those files. And they put them into a
shared folder that you own, you own the shared folder, right? And I'm talking about in your My Drive, and when they put the files in there, they're still the owner
of all of those files. And the only way to switch the
ownership to you in My Drive, is to actually make a copy. And that's a bit of a
pain in the butt right? Now, what happens is, we
fast forward three months, that contractor is
doing a bit of a cleanup inside their Google Drive,
and they delete those files and then ping files have
gone from your drive, they disappear, you have
no control over them. So that's the big problem with sharing inside your My Drive and that's why I really don't recommend doing any sharing inside your My Drive unless you're the one who has created the file. If you've created the file, totally fine to share it
outside, your My Drive, but for everything else, for
all of your team sharing, all of that must happen
within your Team Drives. And so that's what we're
gonna use same drives for, formerly called Team Drives
now called shared drives. And I'm gonna take you guys through that. Okay, cool. We got a few more people
who have joined us, Pete and James have joined us as well. Thank you so much for coming along, guys. Great to have you here. We are talking about how to fix up your Google Drive permissions. Okay, so let's go into
our shared drives now. And let me take you through how you get your shared drives configured. And so shared drives are the way that we share things
with our team members. Let me go ahead and
show you how they work. So in an individual shared
drive, I'm gonna open it up, it looks just like a normal
Google folder, right? You've got all of your bits and pieces, but basically, you just
kind of have one permission, and that permission is just
on that bucket of files. Now, Google are bringing out
the ability to share subfolders underneath a parent shared drive. But right now you can only share the very top level of the shared drive. Now that might seem like
a bit of a hindrance, but also it's kind of useful to only have a very, very simple file sharing setup. And what that means is
that you don't have to really worry about who has access to sub folders or sub sub folders. That's how things get a bit messy. And I'm a minimalist at heart, so let's try and keep
things simple, right? So what we wanna do is
we wanna keep our files nicely organized, using our groups. You will notice on the
right hand side here that my shared drives,
where I've shared them is not with individuals, I've actually shared them with groups. And that's really the
foundational principle behind how we do permissions and how we do sharings
inside our business, that is to make sure that you're using group based permissions, you're not sharing with individuals. Because if you're
sharing with individuals, then when you're onboarding
or off boarding staff, you've gotta go and run around
to all the different apps and services and add them to this calendar and add them to this Google site, and add them to this
folder in Google Drive. And, it can be a bit of a pain in the butt to get around to all of those. But also what it means is it
just makes it more difficult for your team to navigate, because giving them a clear group gives them that assignment. And they understand,
okay, I have access to x, because I'm in the team group, or I have access to Y because
I'm in the finance group, or I have access to executive documents because I'm in the executive group. And that helps your team
share files smarter. An important policy and
rule for you to implement is to make sure that every single person has one way of sharing files. And that one way of sharing files is not, I repeat, is not to go to the File and click the Share button, that's the worst way to share a file. Because you don't end up putting files in a central secure location
where everyone can access them. What happens if you use the share button is you are basically just sharing
it on an individual basis, and that's how Google
Drive turns into a mess. And so, if we have shared drives, we have clear groups
where they're all set up. Then when someone wants to
share a file with a team member, guess what? They drag and drop that
file, into the shared drive and then they're automatically gonna get access to that file, or the right people are gonna
get access to that file. What that means is, if you choose to go to complex permissions,
which you don't have to, but if you choose to go
to complex permissions my marketing team is
called the Attract Team. What we do is anytime
I put a file in there, the whole Attract Team
are gonna get access to that file automatically. So it makes it nice and
simple for everyone. Okay, so let's go through
our last little bits on how we link the groups
into the actual shared drives, because this is where it gets magic. And this is where Google's
shared drives really shines. So I'm gonna open up My Drive here. I'm gonna right click, and I'm
gonna show you, where is it? It's called Manage
members, so it's not share, it's actually Manage members. So in here, we've got
different levels of access to this folder. And so you can see here,
I'll click on here, there's manager, there's Content Manager, there's contributor,
commenter, and viewer. So we get a few more options than we do on the normal Google Drive. And the manager permission
is kind of like, think of that, like the admin, they can do everything. They can add and remove people,
they can change permissions, and they can manage all of the content. Pretty straightforward, right? Content Manager is a great permission. What this level of permission lets you do is have someone add files,
edit files, remove files, delete files, but not change the members that have access to the drive. So if you've got like a manager in place for one particular area of the business, you would give that manager
the Content Manager permission, that means that they
can manage all the files and manage all the information in there, but not necessarily add and remove people willy nilly from the folder. So if you wanna have
control over who gets added and removed from different folders, then you should be the only person who has the manager permission. Now, the next one contributor
is another great role. What this lets people do is
add files and edit files, but importantly, not delete them. And let me tell you, this is the single most important feature of the whole of Google shared drives and it's well worth the upgrade from the basic addition of G Suite onto the Business Edition of G Suite. The contributor role means
that when you add someone as a contributor, they can put files in, but not take them out. And that is very, very
important when you're working with contractors or someone
outside your business, or you're collaborating with team members and you have high importance documents, high priority documents that you don't wanna
accidentally go missing. If you're an accounting firm, think about all of your
customer job files, and all of your customers
financial information. If you're in financial services, or legal, all of those files on a particular job or a particular finance
application, it's perfect for that. if you're an events management company, I mean you're probably not
running many events right now, but you'll have a job folder. If you're a building company, if you're a trade lopping company, anyone who has important files that need to be stored in one place but not disappear or accidentally
get lost from that place, you wanna use this contributor role. And what that means is that files that go in are never gonna come
back out unless of course, a manager or business owner
goes and deletes them. Commenter and viewer
pretty self explanatory. But this is where we actually
bring the groups to life. And they link in nicely
with our Google share drive. So you can see the permissions
that I've got set up here, contractors only have the contributor role so they can put things
in but not take them out. That could be someone
outside the business, which is pretty cool. And if you've got a Gmail account, when you log into that Gmail
account, the shared drives are just gonna basically pop up there. And let me show you what
that looks like quickly. Actually, I'll go sign into my
second G Suite account here. This is my personal one. So if I go to shared files, this is a completely different account, completely different email address. From here I can see, that I have access to
different shared drives, but all of the files are owned by the respective G Suite accounts. So I have access to the
Attract folder here, but the files are owned by itGenius. So anything I put in there is automatically gonna have the ownership transferred over to itGenius,
which is very, very cool. Okay, cool. So we've gone through that, I've taken you through all the steps. The executive team and itGenius. You can see this is the only
one that has manager role, so that's the one that
can add or remove people. The Attract group has
the content manager role. I have added someone outside, I should probably put
myself in contractors, although I think I wanted an extra level of permission for myself, so I made myself a Content
Manager on my secondary account. And you can see here our team group, which is the group for the whole company, team@itgenius.com, which
everyone is a member of, is able to view. So, our marketing folder is viewable by everyone in the company. Any contractors that we're working with can put files in but not take them out. Anyone on our actual marketing
team can manage the content, move it around, delete it,
do what they need to do. I've got my secondary Google account or it could be a Gmail account, is able to put things in and
move them around as well. But all of that is locked down nicely. Now, there's one final thing and we're gonna wrap up
very shortly here guys. There's one final thing
that you need to know about extra features that are available inside of Team Drives, and that is the shared drive options. And so this is the simplest
way for you to have a little bit more granular control on what can happen inside and
outside of a shared drive. So, you'll see here that
we have three options here. And so to get access to
those if you didn't see it, right click and shared drive settings. I can restrict if I
wish, sharing to people outside of itGenius. And so I can say right, this
Team Drive is not available for sharing outside of itGenius
and that might be suitable. Let's say for example,
your training folder. So let me open up my team
training folder here, go to my shared drive settings. Here we go. We have disabled sharing
outside of itGenius. And what that means is, I don't ever wanna share any file inside this Team Drive
outside the company, it's just not available. If I was to open up a marketing
file here, here we go. I've got my slides from
today, I can go to share. And I can grab a share link. I can share it with someone individually this soon to be folder sharing. You can see I can just
click that link there and I can share that file with anyone. But when I am inside the Team Drive, let's go to team training. If I right click on something
in there and I go to share, it won't let me share it outside. So let's add my left pocket
account, I'm gonna go send. Okay, there we go. Didn't show me the error properly, but anyway, you get the idea. It didn't actually let me send it looks like there's a bit of a bug there. It didn't show the right error code, but, or maybe, all right, I see, that's because I've got my
screen zoomed in way too far. But you can see where it
actually completely locks down anyone from being able to access it there. Okay, so what else do we have available? Let's right click, there's
two more cool ones there. Share drive settings. Okay, sharing with non members. Again, pretty self explanatory. So that's people inside your company that may not be a member
of the Team Drive, you may wish to lock that down. So that's important to
lock down for shared drives for things like finance or accounts or for your executive folder. You don't want someone accidentally sharing a file out of there
when they shouldn't be. And the final option that we have here is being able to restrict
download, copy and print for that whole Team Drive,
which is absolutely awesome. So you can see here that the shared drives really play a really
critical, important part here. Obviously, the groups are very important to have set up first, that kind of gives you like the structure of how everything works. And then the final point there is the implementation in
the Google shared drives. So I'll take a couple of questions, and then we will finish up here. So Nick has said, "Do I know when sub folder sharing "will come in by any chance? "It's impossible to manage
client folders currently." That's good bit of feedback, Nick. We have had a number of customers particularly where they wanna
share a particular folder with a client and have clients
drop stuff into a folder. We have that a lot with our
financial services customers. The best recommendation for that is to actually create one
shared drive per client. And hopefully you don't have like hundreds and hundreds of clients. But if you've got a small enough amount for that to be manageable, create one shared drive per client. I don't think there is a
limit on shared drives. If there is, it's in the
hundreds per G Suite account, but you should be pretty good to do that. The folders are coming out very shortly. Let me open that up. Because I saw it on the blog. I saw it on a blog just recently. Let's search for folders. Here we go shared folders. Oh, it's in beta, that's
right, okay, cool. So let me drop this link in for you guys. Drop that in for you, Nick. There we go, so I've just
dropped that link in there, you can register for the beta. Can't promise you'll get access to it. But if it's in beta that means in, I would say a month or two going on previous experience
with Google betas, it will be released to
the wild for everyone. And so, what that means
is that you'll be able to share a folder underneath a Team Drive. Now, I don't how the permissions and everything is gonna work. We're not currently on
the beta for that one. But at least you do have
access to that there. If you've got any follow up questions that you'd like me to help out with, please go ahead and drop them
down here in the comments, I'll be more than happy to help out. But I wanna share it with
you guys and important offer. If you are not yet a customer of itGenius, maybe you stumbled across this group watching some of our YouTube channels, and you came along and decided
to be a part of the group and you are a current customer of G Suite, we have a free offer for you. If you transfer your license
billing into itGenius, you actually get a bunch of
free rewards from our team. Not only will you get access
to a consult with our team, so our team will jump on a call with you and do a bit of an audit of your account and checking on things. Don't worry, it's not a hard sale it's just for us to see
if there's any value that we might be able to provide to you. Not only do you get that, but if you are billing
your licenses through us, even if you're not a customer
of our concierge service just for putting your
Google licenses through us because of course we own
a small amount of margin. We don't charge any more for them, we just earn a margin
because we buy it wholesale and we sell it retail. If your licenses are with us, you get some really basic
helpdesk stuff from our team, which means that you can use our chat bot and you can make use of
our Facebook Messenger for adding new users. And so you can basically just
message our team and say, "Hey, I've got a new
employee starting on Monday, "set up their email account, "this is the email account that I want" Bang, our team will just do
it for you as a free service. And there's a couple of
other perks that you get on that free concierge plan as well. So if you're not yet billing through us if you're in this group,
and you're interested in getting a bit more value
out of your G Suite account, absolute no brainer to
get in touch with our team and to do that head along to itgenius.com I will also drop another
little link down there so you know where to go to
get access to that offer. Please be sure to drop
your questions down below. We monitor all of the comments
on all the streams that we do and we will be around to help out. Till next time, take care guys. Cheers. (upbeat music)
