Embedded Files
Following the timelines listed earlier in this document, each folder needs to be Unshared a number of different times during the course of the review process.
Use any one of the these options to share the folder(s) or file(s): Google Drive Main page (under Name), Google Drive Main page (under Navigation),or Within the folder.
To make "unsharing" a folder easier set an expiration date for users who have the option to View or comment.
- At the Google Drive Main page - Under Name (Windows only)
At the Google Drive main page, locate and click on the folder to be shared
Then click the Share button (the icon looks like a person with a + sign)
3.In the Dialog that appears locate the faculty member, Chairs/Deans, Committees, VPAA, & the President and click on Viewer/Editor/Commenter.
4. At the drop-down box, click on Remove Access
5. Click Save
2. At the Google Drive Main page - Under Navigation (Windows only)
2. At the Google Drive Main page - Under Navigation (Windows only)
At the Google Drive main page, locate the folder to be shared, from the left-hand navigation list
Right click on the title of the folder or file
At the pop-up menu click Share
Note: This section uses the same directions as those in the first section as shown above.
3.In the Dialog that appears locate the faculty member, Chairs/Deans, Committees, VPAA, or the President and click on Viewer/Editor/Commenter.
4. At the drop-down box, click on Remove Access
5. Click Save
3. Within the folder (Windows only)
3. Within the folder (Windows only)
Double-click on the faculty folder to open it
Once open, locate title of folder at the top of the page
Click the drop-down arrow
At the menu, click Share
Note: This section uses the same directions as those in the first section as shown above.
3.In the Dialog that appears locate the faculty member, Chairs/Deans, Committees, VPAA, or the President and click on Viewer/Editor/Commenter.
4. At the drop-down box, click on Remove Access
5. Click Save
5. Set Expiration Date (Windows only)
5. Set Expiration Date (Windows only)
This feature is to be used only when sharing folders/files with the Chairs/Deans, Committee members, VPAA, and the President. Do Not Use when sharing with the candidate, as they will be unable to upload documents to the folder.
At the Google Drive main page, locate & click on the folder that you choose to set the expiration date on
Right-click on the folder name
At the pop-up menu click Share
Make sure "General Access" shows as Restricted
In the Dialog box that appears type the email address for the Chair/Dean, Committee Member, VPAA, or the President
Check the box next to “Notify People”
Type a message for the Committee member, Chairs/Deans, VPAA, and President.
Note: This message will automatically include the link to the folder as well as showing the expiration date chosen.Click the down arrow next to the user's name, change to Viewer*.
Click the down arrow a 2nd time and click on Add expiration"
*Note: Expiration dates can only be set for Viewer/Commenter access. If the folder was shared with Editor status, setting an Expiration date will automatically change it to Viewer.
11. A sentence will appear that says "Access expires
Feb 12, 11:59pm" (Date will change depending on
when folder/file is shared).
12. Click on the Pencil icon to edit the expiration date
13. Choose the date when the access to the folder is
set to expire
14. Clicking on the date will return the user to the
"Share" screen
15. Click Send
16. Google Drive will send an email to the recipient,
which will include the date chosen and the link to
the folder.
Note: if folder is shared without a message, the
expiration date is NOT sent to recipient
17. If access to a folder/file is needed beyond the
original expiration date, the manager of Google
folder may extend the expiration date as follows.
18. Locate the folder/file
19. Right-click on the folder name
20. At the pop-up menu click Share
21. click the Clock icon next to the user's name
22. A sentence will pop up that says "Access expires
in 31 days" with the original expiration date and
time
23. Click on the expiration date
24. Choose & click on the new date
25. Clicking on the date will return the user to the
"Share" screen
26. Click Save
27. Google Drive will NOT send an email to the
recipient with an updated expiration date. The
person maintaining the folder will need to send a
separate email with the information.
Click on any of the below if you need additional instructions
Click on any of the below if you need additional instructions
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