Unlike files in My Drive, files in a shared drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.
We have an “OpenCraft Shared Drive” folder that kind of tried to emulate this, but it doesn’t exactly work the same way. In particular, when we offboard people we have to manually transfer ownership of their files to someone else.
Would anyone object to us trying out the new feature and slowly moving content to a new shared drive in this manner? The URLs/bookmarks of individual documents will not change even if we move the files and change their ownership to the team, so it shouldn’t be a difficult migration.
@gabriel That would be great! Please go ahead anytime, if we don’t hear any objections. It’s very straightforward, no subtle technical considerations AFAIK.
Thanks for confirming, @antoviaque. How can you see the list of everyone who’s “liked” a post? This, and the inability to see the full list of usernames of people who responded to a poll, are pretty much my only pet peeves with Discourse. Example from above:
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Is there a way we can see the full list that I’m not aware of?
You can apparently get the full like information from the API, but it’s not anywhere in the user interface. There’s (some) good reason for this-- some Discourse instances have posts with tens of thousands of likes, and you’d have to query all of those and every user when rendering the page to make it immediately available, or else you’d have to create a dedicated UI for browsing them in an efficient way. It’s not the kind of thing most users need.
Same deal for the polls. Unfortunately while I can find people discussing getting this data from the API, I don’t see official documentation for doing it and trying to construct it on the fly is proving tricky, so I don’t have a quick-fire method for you. :/
Today while deleting Douglas’s user account, I tried to see if there is a way to transfer ownership of all the files to the shared drive. That doesn’t seem to be a thing (nothing in the options, or the docs AFA I can tell). So, we will have to continue with transferring it to another user (CTO).
So, once we migrate everything to the shared drive, would the policy require all “company documents” to be created in the shared drive and we will skip this transfer step? If that’s the case, what do we do when members don’t create it the right folder and such?
The policy is already that we’re supposed to place things in the shared ‘drive’ (which isn’t actually a drive at present but is about to be) unless there’s a strong reason not to. I’m not sure if it’s written down, but that’s been communicated to me at least once.
Google Drive, however, defaults to placing things in your own drive, and so we can expect that there will always be some amount of erroneously stored items, and there will always be a small contingent of files that may not have been sharable for some particular reason. So there will always be a need to transfer drive contents to the CTO, and a ticket to audit them for anything which needs to be migrated. I don’t think there’s any getting around that.
I think that merely “moving” the documents in question to the shared drive will automatically change their ownership.
I didn’t think about that but @Fox is right that if people have created documents outside of our shared drive or shared folder, they’ll still need to be transferred during offboarding.
@Fox@braden, Thank you for the detailed answer. I was wondering if that offboarding step would be made redundant by this migration and it looks like it won’t be. So, we will continue doing that during offboarding.
Weirdly, on docs like the estimates spreadsheet I’m working on for FAL-4199, I can’t see the option to “Share with anyone who has the link” anymore. Is that not available?
