Google Drive

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Directory Organization

Principles:

  • Consistent
  • Should be able to find and distinguish content by the names
  • Should be able to clearly understand who has access to files
  • Support laziness to the extent possible. Make things as simple as possible.

Design notes:

  • Eugene likes YYYY-MM-DD dates so that they sort properly, Eden and Alison are on board.

There are two high-level directories. You will need to drag all of these top-level drives from Shared with Me to My Drive. You will only need to do this once.

Directory Subdirectories Files Access
Miles River
  • Design: Phase 1
  • Network Cohorts & Participants
    • Wye River
    • Black Lake
    • XMY
  • Experiments: STP
  • Project Proposal
  • Meeting Artifacts
  • Grant Proposal
  • Working Agreements
  • 🌀 STP INTERNAL: Network Planning (2016-MM) — MM is the current month
  • 🌀 STP INTERNAL: Network Fundraising
  • STP Overview
  • STP Story Deck
Wye River
  • Artifacts
  • Experiments
  • Wye River 1 to 1 Convos
  • Meetings 2016 — Info for the March and November 2016 Wye River meetings
  • zz Archives — 'Info for meetings prior to 2016
  • 🌀 2016-MM Miles River Meetings Log — MM is the current month
  • 🌀 2016 Wye River Planning: Meetings Log
  • 🌿 Progressive Movement Long Term Planning — design doc
  • 🌿 Wye River 2016 Planning: Roadmap
  • 🌿 Wye River 2016 Planning: Design Questions
  • 🌿 Wye River 2016 Planning: Process
  • 🌿 Wye River 2016 Planning: Purpose + Outcomes
  • STP Network Plan: Roadmap V2.0
  • Questions Framework (2 formats)
  • Wye Design Process: Engagement Tracker
Black Lake

Sharing Guidelines

Sharing in Google Drive is wonky, largely because of Google’s funky account management. You either need a Google account (Gmail, Google Apps, or otherwise) or a Google Profile in order to share files with an email address. People with multiple Google accounts often default to one (usually a Gmail address), because switching accounts is not intuitive.

The easiest way to deal with this is to change the Sharing settings to: “Anyone with the link can edit.” There are two problems with this setting. First, you won’t be able to track who’s editing what in the revision history. Second, well… anyone with the link can edit! If someone inadvertently shares the link with someone undesirable, that person will have full access to the document, and there’s no way of knowing this or tracking it.

The best way to deal with sharing permissions is to find out which Google account people tend to use for Google Drive access, and to make sure documents are shared with those addresses. Often, these addresses are not the same as people’s preferred work email addresses, so you’ll have to keep track of this.

Google recently added a feature to Gmail, where it checks to see if people have the appropriate access to a Google Document being shared before the email is sent, and prompts you to change the sharing permission if that’s not the case. The problem with this is that the document may be shared with people’s Google addresses, which may be different from their preferred work email. Furthermore, if you select “Yes” when prompted, Google will change the permissions of the document to, “Anyone with the link can edit,” which will create the problems described above. You’re better off not using this feature.

STP Practices

The best way to share files is to move them into directories where the correct access permissions are already set. (See Directory Organization above.)

Different concentric circles of teams.

Be conscious of folder names when sharing to others. Prefixes, etc.

If you have private folders within shared folders, when you add names to the parent folders, they will be given access to the private folders as well. Just be sure to track your private folders and to remove access appropriately.

Stylesheets

Go into any of the Faster Than 20 templates or the current STP docs, and select Format > Paragraph styles > Options > Save as my default styles. This will give you the Faster Than 20 stylesheet by default, which means that when you copy and paste things like headers, the styles should go along with it. As a general best practice, you’re better off setting the styles manually. I use keyboard shortcuts for this.

Command-\

Tool Constraints

Up to 100 people can edit and comment on a Google Doc at once.