Back in September Google announced the launch of the early adopter program for Google Workspace (formerly G Suite). We’re already working hard to integrate this exciting new product into Happeo, and several clients and partners have asked us what this development means for them.
Soon, all Happeo users will be able to take advantage of Team Drive’s many benefits, including easier file sharing across their organization and more granular access controls over the content contained in shared folders. Team Drives is going to be a fantastic new addition to Happeo.
Team Drives with Happeo Channels and Pages
Integrating Team Drives with Happeo will help you get even better value from Happeo by enhancing the experience for two of our cornerstone features: Channels, and the Happeo Pages CMS.
Let’s look at how linking your Team Drives folder to a specific Happeo Channel will make working with team files even easier. You’ll be able to link a Team Drives folder to Happeo in exactly the same way as a regular Google Drive folder. Once the folder is linked, a team can easily find and discuss specific content.
All the existing Happeo functionalities, like reviewing files and creating posts from files will work in exactly the same way as with a regular Drive. Happeo also handles access control for your Team Drives in sync with Google Workspace. When selecting a new Team Drives folder, Happeo shares the folder automatically with Channel participants according to their user rights.
Keeping everyone up to date with Happeo Pages
Now let’s take a look at how Team Drives and Happeo Pages complement each other. You can make sure everyone has access to the latest versions of important documents like company policies and marketing materials by linking a Team Drives folder to your static intranet page. All you need to do is add the Drive widget to the desired Pages collection and select the Team Drives folder you want to display.
Team ownership helps keep your data safe
The Team Drives integration will help you keep pace with the rapid changes that can happen in teams and get even more value from Happeo and Google Workspace. We’re currently testing the integration and aim to roll it out in Q1 2017 for customers who are interested.
We’re continuously developing Happeo in line with the Google Workspace and Cloud roadmap to help our customers get maximum value from their investment, so stay tuned for more exciting integrations in 2017!
The new Google Team Drives gives you better control over your data by transferring ownership and management from individuals to teams. If a person leaves a team, the files they create and own don’t leave with them. What’s more, there are more advanced access controls to prevent team members from accidentally removing or deleting important files needed by others.
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How does the integration of Google Team Drives with Happeo work?
Integrating Google Team Drives with Happeo enhances your workspace by linking shared folders directly to Happeo Channels and Pages. You can link a Team Drives folder to Happeo in the same way as a regular Google Drive folder. Once this link is established, teams can easily find, share, and discuss specific content within their channels. This integration ensures that the existing functionalities of Happeo remain intact, such as reviewing files and creating new posts directly from your documents.
Furthermore, Happeo synchronises access controls with Google Workspace automatically. When you select and link a new Team Drives folder, Happeo shares the folder with the channel participants. This sharing process is handled dynamically and respects the specific user rights and permissions already established within your Google Workspace environment. This ensures that only authorised team members have access to sensitive information.
Additionally, you can link these folders to static intranet pages. By adding the Google Drive widget to your desired Pages collection and selecting the appropriate Team Drives folder, you can display important documents. This feature makes it incredibly easy to keep your entire workforce aligned and informed by providing them with a central, easily accessible repository for the latest corporate assets.
In what ways does Team Drives improve document security and data ownership?
Google Team Drives improves data security by shifting the ownership of files from individual users to the team as a whole. In traditional digital workspaces, files are owned by the individuals who created them, which can pose security and access issues when roles change. With Team Drives, because the team collectively owns the files, the documents remain safely stored within the shared environment even if an individual creator leaves the organisation or team.
This team-centric ownership structure prevents critical business files from being lost, orphaned, or restricted when personnel changes occur. It ensures continuous access for the remaining team members who rely on those documents for their daily work. This structure provides a more stable, reliable, and centralised repository for all your business-critical documents and organizational intellectual property.
Moreover, Team Drives introduces much more granular and advanced access controls compared to standard file sharing. These controls restrict the actions that individual team members can perform on files. This prevents users from accidentally deleting, moving, or removing important files that other team members still need, thereby adding an extra layer of protection against accidental data loss and unauthorised modifications.
How can Happeo Pages help keep employees updated with company documents?
Happeo Pages keeps everyone in your organisation up to date by serving as a static intranet page where the latest versions of critical files are displayed. To do this, you link your Team Drives folders directly to your intranet pages. This ensures that employees always have instant access to the most current versions of essential company documents, such as internal policies, procedures, and marketing materials, without needing to search for them.
Setting up this system is a straightforward process within the Happeo platform. Administrators or editors simply need to add the dedicated Google Drive widget to their chosen Pages collection. Once the widget is in place, you select the specific Team Drives folder you wish to showcase. The contents of that folder are then displayed directly on the static intranet page for employees to view and access.
This integration minimises the risk of employees using outdated files or templates, as any updates made within the Google Team Drive are automatically reflected on the page. It streamlines internal communications by creating a single source of truth for company-wide documentation. By utilising this setup, businesses can ensure consistent information sharing and maintain high standards of operational compliance across all departments.
