Towne Lake HOA Online File Storage

Transcription

1 Twne Lake HOA Online File Strage Purpse The purpse f this dcument is t describe the nline clud strage used by the Twne Lake HOA. The HOA utilizes the free Ggle Drive clud strage service which prvides a secure lcatin where HOA files can be stred and shared between the HOA bard members. Requirements fr Accessing Shared Flders User must be either an elected r nn-elected bard member User must maintain a valid GMAIL accunt The webmaster can help the user create a free GMAIL accunt if necessary Rles and Respnsibilities Twne Lake HOA Webmaster Maintains Ggle Accunt that hsts the strage: TwneLakeHOA.Webmaster@gmail.cm Maintains the flder share settings fr HOA bard members Adds/remves flder shares as bard members change Bard members are granted read/write access t their wn flder Bard members are granted read-access t ther bard member flders Helps bard members gain access t the shared ggle drive flders. Prvides Training Creates GMAIL accunts, if necessary, t enable an authrized user t gain access t the shared flders (use f GMAIL accunt enfrces username/passwrd access) Maintains backups f the nline file strage, s that files may be restred if they are lst Prtects against intentinal r unintentinal actins f the bard members Prtects against lss frm Ggle server failures Twne Lake HOA Bard Member User must maintain a valid GMAIL accunt in rder t enfrce username/passwrd access. The webmaster can help the user create a free GMAIL accunt if necessary User must nt allw peple t access the shared flders ther than Twne Lake HOA bard members Table f Cntents Hw t Access Ggle Drive via a Web Brwser Hw t Access Ggle Drive as a Cmputer Flder Hw t add a Shared Flder t yur Ggle Drive

2 Hw t Access Ggle Drive via a Web Brwser 1. Open brwser and pen the fllwing URL: 2. Lgin t yur Ggle Accunt If yu dn t have a Ggle Accunt, the Twne Lake HOA Webmaster can help yu create a free accunt If yur Ggle accunt isn t shwn, then click n Sign in with a different accunt 3. Once lgged in, yu will see all flders shared with yu. If yu have yur wn Ggle Drive, then the Twne Lake flders will be shwn alng with yur persnal flders. All Twne Lake HOA flders are named with the prefix TLHOA- fllwed by the Bard Member title that wns the flder. NOTE: Bard members nly have write access t their flder. They have read-nly access t all ther bard member flders.

3 4. Yu can add files t a flder by clicking n the flder t pen it, and then dragging a file frm yur cmputer int the flder windw Drag file nt windw 5. Yu can dwnlad a file in a flder by right-clicking n the file and selecting dwnlad Nte: If yu left-click n a file, then Ggle Drive will attempt t shw yu a preview f the file instead f dwnlading the file. 6. Yu can delete a file in a flder by right-clicking n the file and selecting Remve

4 Hw t Access Ggle Drive as a Cmputer Flder Yu can install Ggle Drive n yur cmputer, such that yu can access the files the same way yu access files stred n yur lcal cmputer. It lks like a nrmal cmputer flder. This is the easiest way t use the Ggle Drive shared flders. Install Ggle Drive (if nt already installed) 1. Open brwser and pen the fllwing URL: Lgin t yur Ggle Accunt 2. Click n Install Drive fr yur cmputer 3. Click n Install Drive fr PC (r equivalent buttn fr a MAC cmputer) 4. Click Run if prmpted A windw will prmpt yu when install is finished:

5 5. Click Get Started t Setup Ggle Drive 6. Sign in with yur Ggle Accunt. Click Sign in with a different accunt if yur accunt is nt shwn. 7. Click Next t scrll thrugh the intrductry tips, then click Dne 8. A Ggle Drive Flder is created n yur cmputer. Yu can use that flder like a nrmal flder n yur cmputer, but the files are *magically* synced with the nline file strage fr the HOA Be sure t nte the lcatin f the flder n yur cmputer Yu can nly add/edit files in yur flder. If yu add/edit files in anther bard member s flder then they will nt be synced with the nline strage and yu will receive errrs frm Ggle Drive

6 Hw t Add a Shared Flder t Yur Ggle Drive After the webmaster shares a flder with yu, yu must add it t yur Ggle Drive. This is a ne-time task, and the flder will always be shwn after yu cmplete this task fr each shared flder. 1. Open the frm the Webmaster that invites yu t the shared flder and click n the link t the flder 2. Click n Add t Drive Nw the flder will be shwn in yur Ggle Drive. Repeat steps 1 and 2 t add all shared flders t yur drive (yu shuld have received a separate fr each shared flder).