Google gives people who use G Suite Business, Enterprise, Education, or Nonprofit editions two distinct kinds of Google Drive storage: My Drive and Team Drives. Both work as a reliable location to store, organize, and share files. Yet, there’s one major difference between the two: When you add a file to a Team Drive, all people in the Team Drive get access to the file, but if you add a file to My Drive, your file remains private by default.
Google also gives G Suite administrators the opportunity to adjust the default file access and sharing settings for Google Drive and Team Drives. Most G Suite administrators review and configure Google Drive settings through the initial G Suite deployment, but Google recently added more settings in mid-2018 to assist secure Team Drive data.
Assess the following settings to control, protect, and monitor your organization’s Team Drives. You’ll need a G Suite administrator take into account your company to gain access to Admin console settings.
Manage Team Drives – n many cases, your organization’s default Google Drive sharing settings also serve as the default Team Drive sharing settings. Sign into the G Suite admin console (at admin.google.com), then navigate to Apps > G Suite > Drive and Docs > Sharing Settings. Review these setting to make sure that external sharing is either allowed or restricted appropriately.
Immediately below the Sharing settings section, you’ll see Team Drive creation controls. All these five options prevents a different action. Any selection made here relates to ALL of the organization’s Team Drives. For instance, a G Suite administrator in an organization especially focused on security could select all five of such options, which will bring about cloudhq access being restricted solely to individuals inside an organization, along with only people in a Team Drive having the capacity to access files on that Team Drive. This kind of configuration would also constrain downloading, copying, and printing of files from the Team Drive.
A far more frequently-used configuration may be to examine only the “Prevent full-access members from modifying Team Drive settings” option. This ensures that a G Suite administrator can choose the sharing, membership, and content action options allowed (i.e., access to download, copy, or print) for each and every Team Drive, with no risk which a full-access member might modify these settings.
Screenshot of G Suite Admin console Manage Team Drives options (with sharing, membership, and content action options shown)
Review and manage Team Drive sharing and content action settings for any of your organization’s Team Drives.
Protect Team Drive content – A G Suite administrator may also review and adjust membership, sharing, and content action settings for many Team Drives. Again, login to the Admin console (admin.google.com), then navigate to Apps > G Suite > Drive and Docs > Team Drive > Manage Team Drives.
Screenshots of Team Drive sharing options – left shows items not able to be modified; right show items capable of being changed.
A G Suite administrator can restrict many Team Drive sharing, membership, and content actions (as shown on the left). More permissive options allow Team Drive members to talk about externally, add members, or copy, download, and baysuv files (as shown on the right).
Since these settings pertain to each Team Drive, you are able to configure very flexible and open options that enable external sharing and content actions for many Team Drives, while also choosing much more locked-down options that prohibit external sharing and content actions for other Team Drives.
Importantly, as long as a G Suite administrator doesn’t prohibit it, people in a Team Drive who may have full-access permissions may adjust Team Drive settings.
Monitor Team Drive changes – G Suite also gives administrators the opportunity to review Team Drive changes. Sign into the Admin console, go to Reports > Audit > Drive > take a look for that Item Type filter (in the column on the left) and select “Team Drive” through the options. Visit the bottom of this column, then select “Search” to apply the filter. You’ll then see a report of Team Drive administrative activity for your organization.
You can add additional filters for this report, too. For instance, along with selecting “Team Drive” items, you can also try to find the “Item Visibility Change” option, and choose “Internal to External,” then select Search. This displays a study of Team Drive items available today to individuals outside of the organization, that had been previously only accessible internally.
Your feelings on Team Drive? If you utilize Team Drives for files at your organization, what settings would you use usually? If you’re a G Suite administrator, have you ever restricted any Team Drive settings – or do you allow most actions?