Google Files Shared By Suspended Users

If you are retaining files that relate to your work within a team, department or school or if the files are important to the institution, they should be moved to a Google Shared drive. Google Shared drives are owned by the institution and, as long as there is an active CWRU manager assigned to the drive, are not deleted. You can assign multiple managers in order to facilitate the continuity of the data. You can easily move files owned by suspended users to a Shared drive if the files are in your My Drive or if whole folders are owned by suspended users and you have edit access.

1. Open Google Drive by visiting webdocs.case.edu and logging in with your university username and passphrase. If you do not already have a Shared drive appropriate for the files you are retaining, create one by clicking "Shared drives" and then the "New' button. Name the drive and click "Create".
2. Find the files by
   • Method 1:
     1. Click the advance search button in the search bar
        
     2. Click in the "Labels" field, select "File Scheduled for Deletion", and click the "Search" button
   • Method 2:
     • Click on this link
   • Method 3:
     • You notice files or folders in your My Drive or Shared with me that are owned by "DeletionScheduled First Last" or have a label stating that the file is scheduled to be deleted.
3. Click on a file to see details in the information pane on the right. If you do not see the information pane, click on the "View details" icon in the upper right corner above the list. The information pane will list the file owner and other members as well as the location of the file, including whether it is in a Shared drive
   • To select multiple files
     • Mac: hold the Apple/command while clicking on each file with your mouse
     • PC: hold the control key while clicking on each file with your mouse
4. Right click the file(s) or folders(s), select "Organize" and then "Move"
5. Click the “All locations” tab and then “Shared drives”
6. Browse to the correct Shared drive and click the "Move" button

In step 6 if "Move" is not an option under "Organize", try one of the following:

• Option 1:
  1. If it is a Google Doc, Sheet or Slides file or a Microsoft Word, Excel or PowerPoint file, open the file, go to the "File" menu and select "Move".
  2. Move the file to the Shared drive
• Option 2:
  1. Right click on the file and select "Make a copy". A copy of the file will be placed in your My Drive.
  2. When prompted, click "Show file location"
  3. Right click on the file tile and select "Organize" and then "Move"
  4. Move the file to the Shared drive
  5. With this method, the previous file sharing permissions are not retained. Add the correct collaborators to the Shared drive or individual file(s) as appropriate.
• Option 3:
  • If you have many files to move, submit a ticket to the UTech Service Desk requesting that the files be moved and provide the name of the the Shared drive where they should be moved.

If the files are only important to you personally, then it is fine to move them to your My Drive. Note: files in your My Drive will be deleted when you leave the institution unless action is taken to retain them.

1. Open Google Drive by visiting webdocs.case.edu and log in with your university username and passphrase
2. Find the files by
   • Method 1:
     1. Click the advance search button in the search bar
        
     2. Click in the "Labels" field, select "File Scheduled for Deletion", and click the "Search" button
   • Method 2:
     • Click on this link
   • Method 3:
     • You notice files or folders in your My Drive or Shared with me that are owned by "DeletionScheduled First Last" or have a label stating that the file is scheduled to be deleted.
3. Click on a file to see details in the information pane on the right. If you do not see the information pane, click on the "View details" icon in the upper right corner above the list.
4. The information pane will list the file owner and other members as well as the location of the file, including whether it is in a Shared drive.
   • To select multiple files
     • Mac: hold the Apple/command while clicking on each file with your mouse
     • PC: hold the control key while clicking on each file with your mouse
5. If you need to keep a copy of the files for your records, but do not need to retain sharing access for anyone else, right click and select "Make a copy". Copies of all the selected files will be added to your My Drive.
6. Alternatively, you can right click and select "Download" to save a Zip file of all the selected files to your local computer. Once downloaded, double click on the Zip file to open it and extract your files.

If someone has left the university and all of that person’s Google Workspace files should be transferred to a new owner, typically the person’s supervisor or primary investigator, contact the UTech Service Desk at 216-368-HELP (4357) or help@case.edu to make that request.

If you have several files from the same Shared drive and feel that the entire Shared drive should be retained, contact the UTech Service Desk at 216-368-HELP (4357) or help@case.edu to request that the Shared drive be retained. Be sure to include the name of the Shared drive and who should be the new manager for the drive.