XR NYC Google Drive Access and Permissioning
Google drive is a place for working groups to keep documents for storage or sharing with members internally or externally. While Extinction Rebellion is a movement of transparency, naturally some of the internal working details and work in progress requires a level of privacy, so please follow the below guidelines to keep our documents secure!
Google Groups
A google group can be used for many things, but it is essentially a panlist: a group of emails represented by a single email address.
It can be used as:
A contact email so everyone sees incoming requests
A way of adding a working group to a calendar invite or internal calendar
A means of communication with the whole group
A means of providing access to resources to many emails all at once in the google ecosystem.
In this case we are using it as a way of easily providing and revoking access for a working group member to large groups of files all at once. For more details view the Google Group Documentation.
Each working group has a google group associated with it. If you are an active part of a working group you should be added to your working group’s google group as part of onboarding. If you haven’t been added, please contact your working group’s internal coordinator or else contact [email protected] for support.
Working Group Google Groups
Media & Messaging: [email protected]
Outreach: [email protected]
Infra: [email protected]
Action: [email protected]
SOS: [email protected]
Arts: [email protected]
Regen: [email protected]
Political Strategy: [email protected]
Finance: [email protected]
Coordinators: [email protected]
Permissioning and access
Onboarding new working group members
Don’t add new working group members directly to the folder you would like to share. Instead add them to your working group google group so they can get access to everything all at once.
Sign in to Google Groups.
Click My groups.
Choose a group.
Near the top right, click Manage members.
On the left, click Members > Direct add members.
Enter the email addresses of the people to add.
Enter a welcome message.
Click Add.
In order to add someone to your google group you need to be a manager or an owner of the group. All coordinators are owners of their own working group’s group.
Offboarding new working group members
When someone leaves a working group, remember to practice good digital hygiene and remove them from your google group. Every account is an opportunity for someone to compromise our digital security, so make sure to clean up after yourself! Once someone is removed from a google group they lose access to all the folders that that google group has access to.
Sign in to Google Groups.
Click My groups.
Choose a group.
Near the top right, click Manage members.
Select the checkbox next to the member that you wish to remove.
On the top nav select Actions > Remove from group.
Add a working group to your folder
If you want to give an entire working group access to a folder you can add them via the folder permissions.
Select the people icon in the top navigation
Click the “Advanced” link in the bottom right corner of the permissions dialog
2. Enter the google group address of the working group you would like to add to your folder in the “Invite people” input fied.
3. Then select “Done”
Remove a working group from your folder
Repeat the instructions above, but instead of adding the working groups email address find them in the advanced permissioning dialog and click the “X” icon next to the working group to remove them.
Confirm that you want to remove them from your folder.
Click “Done”.
Viewing who has access to your folder
You can view who currently has access to your folder by following the instructions above and viewing who is listed in the advanced permissioning dialog.
Levels of permissioning
There are three levels of permissioning:
None
Can view only
Can organize, add, & edit
Each working group should decide what level of access they would like to give to the rest of the XR NYC working groups. The permissioning can be changed per working group in the advanced permissioning dialog by clicking the icon to the right of the working group address.
View document history
Sometimes files go missing, things change, or permissions are shifted and you can’t figure out how it happened. Google documents have built-in history so you can view who took what action when.
Go to File > Version History > See version history
This will open up a side-panel where you will see actions with timestamps next to them
Scroll back until you see whatever action and person caused the event
Once you have figured out what happened, view the above instructions to change the permissions or talk to the person to resolve the issue.
Permissioning Within XR Docs (NYC)
Only people with specific access
All working groups have write access
Each working group has ownership over their own folder within Working Group Resources and determines the permissioning within their folder.
Only people will specific access
All working groups have view access
Only the coordinators group has edit access
Anyone with the link can view
All working groups have edit access
Only people with specific access
Every google group has edit access
Only Infrastructure can change the permissions. Contact [email protected] if you need to add a new group to the XR Docs (NYC) folder.
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