![]() Moving content to a shared drive is simple - create the shared drive and decide who will move the desired files to the new drive. If you want to gain ownership over important workplace files instead of shortcuts, shared drives are the best way to retain access and ensure their continued integrity. This makes it far easier to keep content organized and accessible to all relevant users but makes it very important for users to share content responsibly, as sensitive information in a shared drive will be accessible by anybody within an organization’s shared drive. One of the most significant benefits to using a shared drive is that all users get to view the exact same file set (unless files are set to be shared with a specific permission level), keeping everybody in the loop and ensuring that all users have access to everything they need. Each shared drive has its unique trash section, with only Manager and Content Manager-level users can delete files or folders. With the shared drive, users with Manager and Content Manager level access can move files and folders, with all other users can view and access files. Users are free to move files onto a shared drive, and Admins can move entire folders into a shared drive. Since the organization owns all files in a shared drive, there’s no risk that they’ll be accidentally lost if a user leaves your organization. They function just like a standard Google Workspace Drive, but with one main difference - rather than individual users owning files in the drive, they’re all owned by the organization. Much like My Drive, shared drives can hold just about any file and can be used with Drive for Desktop (though not with Backup and Sync). One of the reasons why shared drives aren’t quite as popular is that the benefits of using a shared drive might not be as apparent as simply using the immediately visible My Drive. How are shared drives different from My Drive? ![]() Shared Drives are a very useful way to ensure that files aren’t lost even if user accounts are, ensuring that everybody within a shared drive can find and view important files. Thankfully, there are ways around file ownership issues in Google Workspace. When Google introduced Shortcuts to make it easier for users to find files owned by others, this didn’t solve important files that potentially face permanent deletion if a user’s account is terminated. This makes it impossible for other users to move files or transfer ownership, meaning that if somebody leaves your company, those files can be lost along with their Workspace account unless proactive measures are taken. Unless changed by a Google Workspace administrator, files are generally owned by the user who created them in the first place. Shortcut.File ownership in Google Workspace can be a complicated and sometimes messy thing. ShortcutDetails.targetId = "ENTER ID HERE" Var shortcutDetails = Drive.newFileShortcutDetails() Next we create some further details about the Shortcut - such as the ID of the folder we want it to point to: This is required as a list within an array so it looks more daunting than it needs to be: Now add the ID of the parent Google folder where you want the Shortcut to be created. Provide the new file with a title and icon type: > scroll down and turn on Drive API > click OK.Ĭreate a new file in Google Drive that will become the Shortcut: ![]() In Script Editor go to Resources > Advanced Google services. ![]() Screenshot of Shortcut file in Google Drive The following Google Apps Script is designed to create a Shortcut to an existing Google Drive folder, within another folder.
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