If you are a business or a school that is a G-Suite user, in addition to virtually unlimited storage, you have a great opportunity to use a Team Drive option.
Team Drive is not connected to any personal account within the organization. It means that the files are owned by the whole organization as such, rather than by individuals. This fact has two major advantages:
- First of all, in this way you can avoid glitches that often arise in Google Drive due to lack of permissions.
- Secondly, you don’t have to move your entire database from one account to another if the key employee decides to leave the organization.
For this very reason we highly recommend teams to use Team Drive with Pics.io. The best practice is to create a separate Team Drive and provide Pics.io with access to that. In this case you won’t have to give access to the rest of your Google Drive.
However, there is one shortcoming in Team Drive that can slightly hinder your work in Pics.io. Team Drive restricts the location of your assets to only one folder within the storage. This results in the following peculiarities of Pics.io behavior:
- You can't keep your asset inside more than one collection at a time. So, if you try to copy an asset from one collection into another, this asset will be removed from the first collection and appear in the second.
- Similarly, you can't have an asset stored both inside a shared collection and a personal lightboard at the same time. So, If you try to copy an asset from a shared collection into a lightboard, the file will be removed from the former and appear in the latter.
- However, you can have one and the same asset stored in several lightboards. And if you detach this asset from one lightboard, it will safely remain in the others.
- If you have your asset attached to only one lightboard, detaching it from this lightboard will delete this file beyond retrieval. This is done on purpose in order to protect your personal files from unsolicited use.
How can I migrate from usual Google Drive to Team Drive?
If your team decides to migrate from usual Google Drive to Team Drive, here's what you should do:
- Create Team Drive and share this with Pics.io service account firstname.lastname@example.org with organizer role.
- Move files to Team Drive folder (move, do not re-upload). It is important to save Google Drive IDs on the files so that Pics.io could track them.
- Change working folder in Pics.io Settings.