Problem
"WTF is this? I've never seen anything such"
Solution
Team Shared (formerly team) drives are a new functionality that appear in your gmail interface (below "My drive" and above "Shared with me") if you've been added to one. It holds data that are not tied to a specific user, ideal for European Bodies work.
Intended workflow
Taking as example the ITC team drive: the team drive is owned only by a groupshared drives: there are two separate shared drives owned by each European body having a Speaker team: the speaker team shared drive of the respective body (the shorthand version is <bodyname>@aegee.eu; in this case, the ITC Speaker team shared drive has as owner itc@aegee.eu); and the general members shared drive (the shorthand version is <bodyname>-members@aegee.eu; in this case, the ITC members shared drive has as owner itc-members@aegee.eu)
The European bodies not having a Speaker team (Commissions except NetCom, SUCT, Chair, CD...) only own one common drive, which shorthand version is <bodyname>@aegee.eu.
The folder structure in the team drive is as in the picture:
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It is important to not add people directly to the team drive. Instead, remember:
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Advantages of this workflow
This workflow helps to fine-grain the access level of information: in this case, we are better able to report data breaches and information mismanagement, as per requirement of the GDPR.
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There is the chance that after adding a member to a group, they won't be able to see the drive. It is possible that the team drive must be shared with the group after all the members of the groups are present. This Gsuite limitation is under investigation. Follow these instructions to troubleshoot by yourself. Please report it to the helpdesk if it didn't work and you can't access your drive after knowing you're in the group. |
Other troubleshooting
See this article if you can't share with people outside the team drive
How to get a Gsuite account for a physical person
Please refer to the article.
How to get a Gsuite account for an European body
Please refer to the article.
Related articles
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