What (more) can I do with Google Drive for Google Workspace?

This article aims to explain what are the differences between Google Drive and Google Drive for Google Workspace.

The main difference: Shared Drives

Shared Drives is a feature of Google Drive. It is a drive where the files stored are automatically set to be owned by the organisation (AEGEE-Europe). It is basically the solution for GDPR problems of "who owns the data".

Shared Drives are accessed by clicking on the "Shared Drives" icon (below "My drive") on the left, when you login on drive.

Group Membership

Membership to a Shared Drive is regulated by groups: if you are added to a certain group (e.g. HRC) on MyAEGEE, you will automatically have access to that drive.

During a transition period, you will be added to the group manually through your individual Google Workspace account (@aegee.eu email), later it will be and automated and tied to MyAEGEE body/circle membership.

New roles

When you are a member of the Shared Drive (through the group) you can have five possible access levels:

Manager: You have full access (edit, reorganise) to the content, to the sharing, and to the user management
Content manager (Default setting): You have full access to the content, and to the sharing
Contributor: You have edit access to the content (but cannot reorganise)
Commenter: You have comment access to the content
Viewer: You have view access to the content

Organisation-only sharing

By default, Shared Drives are only shared within the organisation. In case there is a need for a file to be public, or shared to externals partners, exceptions can be made.

Timed sharing

When sharing a file, there is a new option: timed sharing. The sharing will be removed by itself after a certain period of time.