{"id":1086,"date":"2019-03-10T20:31:20","date_gmt":"2019-03-10T20:31:20","guid":{"rendered":"https:\/\/builder-help.gjgardner.com\/?page_id=1086"},"modified":"2023-07-13T02:15:25","modified_gmt":"2023-07-13T02:15:25","slug":"drive","status":"publish","type":"ht_kb","link":"http:\/\/help.gjgardner.com\/au\/hc\/google\/drive\/","title":{"rendered":"Google Drive"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">The system uses GDrive to keep documents that are produced in different Offices by different people. For each newly created Office, the system generates a pre-defined storage structure for documents and other assets. All users are associated with specific Google groups depending on the system roles they have.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Google groups <\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">When a new Office is created, Google folders in the Office are also automatically created on Google Drive. Thus Google groups, folders structure and sharing folders are generated. All Office users are automatically added to the following groups: <\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">[OFFICE_NAME]@gjgardner.com. &nbsp;&nbsp;<\/span><\/li><li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">[OFFICE_NAME]_all_users@gjgardner.com <\/span><\/li><\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">OFFICE_NAME will be replaced with the Office System Name (for more information see <a href=\"\/au\/setup\/system-variables\/franchisee\/\" target=\"_blank\" rel=\"noopener noreferrer\">System Variables &#8211; Franchisee tab<\/a>).<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Office users are also added to particular groups, depending on their system roles as it is shown in the table below:<\/span><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><b>System role<\/b><\/td><td><b>Google group<\/b><\/td><\/tr><tr><td><span style=\"font-weight: 400;\">Franchisee<\/span><\/td><td><span style=\"font-weight: 400;\">[OFFICE_NAME]_franchisee@gjgardner.com<\/span><\/td><\/tr><tr><td><span style=\"font-weight: 400;\">Job Admin<\/span><\/td><td><span style=\"font-weight: 400;\">[OFFICE_NAME]_admins@gjgardner.com<\/span><\/td><\/tr><tr><td><span style=\"font-weight: 400;\">Estimator<\/span><\/td><td><span style=\"font-weight: 400;\">[OFFICE_NAME]_estimators@gjgardner.com<\/span><\/td><\/tr><tr><td><span style=\"font-weight: 400;\">Supervisor<\/span><\/td><td><span style=\"font-weight: 400;\">[OFFICE_NAME]_supervisors@gjgardner.com<\/span><\/td><\/tr><tr><td><span style=\"font-weight: 400;\">Accountant<\/span><\/td><td><span style=\"font-weight: 400;\">[OFFICE_NAME]_accounting@gjgardner.com<\/span><\/td><\/tr><tr><td><span style=\"font-weight: 400;\">Salesperson<\/span><\/td><td><span style=\"font-weight: 400;\">[OFFICE_NAME]_sales@gjgardner.com<\/span><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Google Drive Folders<\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Depending on Users Role, different folders will be shared on Google Drive. <\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span style=\"font-weight: 400;\">Document templates folders<\/span><\/h3>\n\n\n\n<p><span style=\"font-weight: 400;\">Document templates are stored in two different locations for different purposes <\/span><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><b>Folder <\/b><\/td><td><b>Subfolder <\/b><\/td><td><b>Permissions<\/b><\/td><\/tr><tr><td><span style=\"font-weight: 400;\">[OFFICE_NAME]-Templates-draft<\/span><\/td><td><span style=\"font-weight: 400;\">Job Docs Templates &#8211; draft<\/span><\/td><td>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Franchise &#8211; view\/edit<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Job admin &#8211; view\/edit<\/span><\/li>\n<\/ul>\n<\/td><\/tr><tr><td><span style=\"font-weight: 400;\">[OFFICE_NAME]-Templates<\/span><\/td><td><span style=\"font-weight: 400;\">Job Docs Templates<\/span><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><b>NOTE<\/b><\/p>\n\n\n\n<pre class=\"wp-block-preformatted\"><span style=\"font-weight: 400;\">Please use <\/span><b>[OFFICE_NAME]-Templates-draft<\/b><span style=\"font-weight: 400;\"> for copying and editing Master Document templates. After editing is completed, copy them manually in Google Drive or via <\/span><a href=\"http:\/\/help.gjgardner.com\/au\/hc\/setup\/templates\/letter-templates\/system-letter-templates-setup\/\"><span style=\"font-weight: 400;\">Manage Letter Templates<\/span><\/a><span style=\"font-weight: 400;\"> functionality. <\/span><\/pre>\n\n\n\n<p><span style=\"font-weight: 400;\">Please find an example of the Denver office\u2019s Job Doc Templates &#8211; draft folder below:<\/span><\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"1644\" height=\"684\" src=\"\/wp-content\/uploads\/2019\/03\/denver-office-on-gdrive.png\" alt=\"\" class=\"wp-image-1087\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/denver-office-on-gdrive.png 1644w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/denver-office-on-gdrive-300x125.png 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/denver-office-on-gdrive-1024x426.png 1024w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/denver-office-on-gdrive-768x320.png 768w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/denver-office-on-gdrive-1536x639.png 1536w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/denver-office-on-gdrive-1200x499.png 1200w\" sizes=\"(max-width: 1644px) 100vw, 1644px\" \/><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Contacts Folder<\/h2>\n\n\n\n<p>In the \u201cContact Folder\u201d folder, all folders for Contacts in the system are stored.<\/p>\n\n\n\n<p>Users with <strong>Franchise<\/strong> and <strong>Job Admin<\/strong> system roles have <strong>view\/edit permissions<\/strong> in <strong>Contacts Folders<\/strong>.<\/p>\n\n\n\n<p>When a new contact is added to the system, a folder named <strong>[ContactName_ID]<\/strong> (ID is automatically generated by the system during creation process) is created.<\/p>\n\n\n\n<p>Example of the folder name: JohnSmith_8NPW<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"401\" height=\"142\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contacts.png\" alt=\"\" class=\"wp-image-1091\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contacts.png 401w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contacts-300x106.png 300w\" sizes=\"(max-width: 401px) 100vw, 401px\" \/><\/figure><\/div>\n\n\n\n<p>Depending on the Contact type (it might be: Customer, Supplier, Employee, Debtor, Finance Company, Local Authority, Other), a sub-folder named <strong>[ContactName_ID_Type] <\/strong>is created.<\/p>\n\n\n\n<p>Example of the folder name: JohnSmith_8NPW_Debetor<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"565\" height=\"137\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-type.png\" alt=\"\" class=\"wp-image-1092\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-type.png 565w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-type-300x73.png 300w\" sizes=\"(max-width: 565px) 100vw, 565px\" \/><\/figure><\/div>\n\n\n\n<p>If a new contact type is added, a new sub-folder is created. A contact might have 7 sub-folders as all contact types might be assigned to them:<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"556\" height=\"459\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-types-all.png\" alt=\"\" class=\"wp-image-1093\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-types-all.png 556w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-types-all-300x248.png 300w\" sizes=\"(max-width: 556px) 100vw, 556px\" \/><\/figure><\/div>\n\n\n\n<p><strong>NOTE<\/strong><\/p>\n\n\n\n<pre class=\"wp-block-preformatted\">There is a permission exception for <strong>[ContactName_ID_Customer] <\/strong>folder. View\/edit permissions are granted to users with <strong>Salesperson system role<\/strong> and if that Salesperson has \u201cAllow access to all Leads\u201d&nbsp; or \u201cAllow access to Salesperson\u2019s Leads\u201d or if the Contact is his\/her own Lead.\n\nBesides the Salesperson, users with Franchise system role are also granted with view\/edit permissions to [ContactName_ID_Customer] folder.<\/pre>\n\n\n\n<p>When Sales Folder for the Customer is created, the system creates a separate folder under the Customer folder. The folder name consists of:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Name of the Sales Folder which is created in the system;<\/li><li>Sales Folder unique identification.<\/li><\/ul>\n\n\n\n<p>Example of the folder name: If the Sales Folder is named Quote 1 the folder will be Quote 1_8YHK<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"841\" height=\"147\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote.png\" alt=\"\" class=\"wp-image-1094\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote.png 841w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote-300x52.png 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote-768x134.png 768w\" sizes=\"(max-width: 841px) 100vw, 841px\" \/><\/figure><\/div>\n\n\n\n<p>At the same time under the folder described above, a separate <strong>Plans <\/strong>folder is created:<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"997\" height=\"139\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote-plans-folder.png\" alt=\"\" class=\"wp-image-1095\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote-plans-folder.png 997w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote-plans-folder-300x42.png 300w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-quote-plans-folder-768x107.png 768w\" sizes=\"(max-width: 997px) 100vw, 997px\" \/><\/figure><\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Migrated from legacy folder<\/h3>\n\n\n\n<p>Migrated from legacy folder contains files for Contact migrated from the legacy program:<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"569\" height=\"280\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-migrated-legacy.png\" alt=\"\" class=\"wp-image-1096\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-migrated-legacy.png 569w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-contact-migrated-legacy-300x148.png 300w\" sizes=\"(max-width: 569px) 100vw, 569px\" \/><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">View permission only<\/h2>\n\n\n\n<p>The table below represents the folders that users with specific system roles have <em>view <\/em>permission:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><strong>Folder<\/strong><\/td><td><strong>System roles<\/strong><\/td><\/tr><tr><td>RFQ attachments<\/td><td>\n<ul>\n<li>Franchise<\/li>\n<li>Job Admin<\/li>\n<li>Accountant<\/li>\n<li>&nbsp;Salesperson<\/li>\n<li>Estimator<\/li>\n<li>Supervisor<\/li>\n<\/ul>\n<\/td><\/tr><tr><td>[MASTER_ZONE_NAME]-House Estimate_Plans<\/td><td>\n<ul>\n<li>Franchise<\/li>\n<li>Estimator<\/li>\n<\/ul>\n<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Job Docs folder<\/h2>\n\n\n\n<p>Job docs folder contains all files and folders for Jobs.&nbsp; When Job is created, Job Docs folder and subfolder named [CustomerName]_[Job_Number] are created.<\/p>\n\n\n\n<p>Example of the folder name: JohnSmith-45036<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"435\" height=\"149\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-job-docs-folder.png\" alt=\"\" class=\"wp-image-1098\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-job-docs-folder.png 435w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-job-docs-folder-300x103.png 300w\" sizes=\"(max-width: 435px) 100vw, 435px\" \/><\/figure><\/div>\n\n\n\n<p>The Job Docs\u2019 sub-folder (JohnSmith-45036 in the example above) contains the following sub-folders:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Orders<\/li><li>Images<\/li><li>Plans<\/li><li>Construction<\/li><li>Migrated from legacy<\/li><li>Communication<\/li><li>Contracts and Draws<\/li><\/ul>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter\"><img loading=\"lazy\" decoding=\"async\" width=\"527\" height=\"413\" src=\"\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-docs-contact.png\" alt=\"\" class=\"wp-image-1099\" srcset=\"https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-docs-contact.png 527w, https:\/\/help.gjgardner.com\/wp-content\/uploads\/2019\/03\/gdrive-folder-for-docs-contact-300x235.png 300w\" sizes=\"(max-width: 527px) 100vw, 527px\" \/><\/figure><\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Job Docs permissions<\/h3>\n\n\n\n<p>Permissions for the Job Docs folder are shared as follows:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><strong>System roles<\/strong><\/td><td><strong>Permissions type<\/strong><\/td><td><strong>Exceptions<\/strong><\/td><\/tr><tr><td>Franchise<\/td><td>view\/edit<\/td><td>&#8211;<\/td><\/tr><tr><td>Job Admin<\/td><td>view\/edit<\/td><td>&#8211;<\/td><\/tr><tr><td>Accountant<\/td><td>view<\/td><td>\u25cf&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Contracts and Draws sub-folder: edit<\/td><\/tr><tr><td>Estimator<\/td><td>view\/edit<\/td><td>&#8211;<\/td><\/tr><tr><td>Supervisor<\/td><td>view<\/td><td>\u25cf&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Image sub-folder: edit\n<p>&nbsp;<\/p>\n<p>\u25cf&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Constructions sub-folder: edit<\/p>\n<\/td><\/tr><\/tbody><\/table><\/figure>","protected":false},"excerpt":{"rendered":"<p>The system uses GDrive to keep documents that are produced in different Offices by different people. For each newly created Office, the system generates a pre-defined storage structure for documents and other assets. All users are associated with specific Google groups depending on the system roles they have. Google groups&#8230;<\/p>","protected":false},"author":21,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[145],"ht-kb-tag":[],"class_list":["post-1086","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-google"],"_links":{"self":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/1086"}],"collection":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/users\/21"}],"replies":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/comments?post=1086"}],"version-history":[{"count":4,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/1086\/revisions"}],"predecessor-version":[{"id":9298,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/1086\/revisions\/9298"}],"wp:attachment":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/media?parent=1086"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb-category?post=1086"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb-tag?post=1086"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}