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Instructors - Managing Google Drive Documents

Teamie's integration with Google Drive gives you the flexibility to attach documents (such as word document, sheets, pdf's and more) from your Google Drive directly to Teamie posts, lessons and assessments very quickly. It also provide instructors a way to add certain access privileges to the files and determine who can view, edit or comment on the shared documents. Instructors also have the ability to not only view the document, but also comments along the way and share feedback in real time.

This article will guide you on:

Logging in with your Google account

It is recommended to login with your Google account to use Google Integration feature effectively. For additional information about logging in with your Google account, see section, “Logging in with your Google account”.

Attaching documents from Google Drive

This section will guide you on:

a. Uploading a Google document in a lesson page

b. Uploading a Google document in an assignment

a. Uploading a Google document in a lesson page

1. From the table of contents block shown on the lesson landing page, select a lesson page in which you wish to upload a Google document.

a. Uploading a Google document in a lesson page

2. Click Edit Lesson Page.

3. Expand Files pane and click Choose from Google...

4. Locate the folder where you have created the Google document in your Google Drive, select the file you wish to upload and click Select.

Note: If you wish to upload multiple files then locate the folder where you have created the Google documents in your Google Drive, select the files you wish to upload and click Select.

5. You will see the progress of your file upload.

6. File gets uploaded in a short while. You can change document sharing settings as per your requirement. These sharing settings are:

  • Make A Copy Of This Document - A copy of the attached Google document will be created in each user's Google Drive automatically irrespective of his/her role. If any user except the author deletes the copied Google document from their Google Drive, it won't have any impact on the Google document attached in the lesson page.
  • Allow Edit Access For Members -   Users can edit the attached Google document.
  • Allow View Access For Members - Users can see the attached Google document but can’t edit or comment on it.
  • Allow Comment Access For Members - Users can view and add comments, but can’t perform edit action.
  • Allow Edit Access For Anyone Within Teamie - Anyone who is given the link to the file can edit it.
  • Allow View Access For Anyone Within Teamie - Anyone who is given the link to the file can access it.
  • Allow Comment Access For Anyone Within Teamie - Anyone who is given the link to the file can comment on it.

Note: Above sharing settings can be enabled for Google Drive documents which are getting uploaded in Thought, Question or Homewor/Task post also. If you don't see these sharing settings on your site then settings might be in disabled state and can be enabled by contacting your site administrator or Teamie Support.

8. Click Save Lesson Page to save the changes you have made.

9. A notification message appears to inform you that Lesson page has been updated.

10. Scroll down the lesson page and you will see the attached Google document under Resource tab.

b. Uploading a Google document in an assignment

1. For additional information about editing an assignment, see section, “Editing an assignment”.  

2. On the assignment editing page, click Choose from Google...

3. Locate and select the folder where you have created the files.

4. Choose the file you wish to upload and click Select.

5. The file will be uploaded shortly. You can change document sharing settings as per your requirement. There are two sharing settings:

Allow View Access - Users can see the attached Google document but can’t edit or comment on it.

Allow Comment Access - Users can view and add comments, but can’t perform edit action.

6. Click Publish on "followed by date" to publish the assignment.

7. You can tick Notify Members to notify all classroom members of the published assignment. Notifying is a good way to make learners aware of the assignment that you have published after making the changes. You can choose to notify either through a notification or through an email. Click Go to save the changes you have made.

9. A confirmation message appears to inform you that the assignment has been created.

10. Click Preview this Assignment now -> to view the attached Google document content. The document will open in the same window.

11. Read the attached Google document content.

Sharing Google Documents with View and Comment permissions

1. For additional information about editing an assignment, see section, “Editing an assignment”.  

2. On the assignment editing page, once the selected Google document is uploaded, you can change document sharing settings as per your requirement.

There are two sharing options:

Allow View Access - Users can see the attached Google document but can’t edit or comment on it.

Allow Comment Access - Users can view and add comments, but can’t perform edit action.

3. Click Publish on "followed by date" to publish the assignment.

4. You can tick Notify Members to notify all classroom members of the published assignment. Notifying is a good way to make learners aware of the assignment that you have published after making the changes. You can choose to notify either through a notification or through an email. Click Go to save the changes you have made.

5. A confirmation message appears to inform you that the assignment has been created.

Locking Google Document after submission

What does Locking Google Document after submission do?

When this option is enabled for an assignment, learners won't be able to edit their submission after they have submitted it for evaluation.

1. For additional information about editing an assignment , see section, “Editing an assignment”.

2. On the assignment editing page, check whether "Lock Google Document after submission" check box is ticked or not.

3. If it is not ticked, then tick "Lock Google Document after submissions".

4. Click Update.

5. You can tick Notify Members to notify all classroom members. Notifying is a good way to make learners aware of the assignment that you have published after making the changes. You can choose to notify either through a notification or through an email. Click Go to save the changes you have made.

6. A confirmation message appears to inform you that the assignment has been saved.

Adding Youtube videos from Google Drive in a lesson page

1. For additional information about editing a lesson page, see section, “Editing a lesson page”.

2. On the assignment editing page, Expand Files block and click Choose from Google...

3. Click More and select Your YouTube videos option from the drop-down menu.

4. All of your uploaded videos will be displayed when you search for those videos within Teamie using Your YouTube videos option.

5. Select the required YouTube video you wish to uplaod and click Select.

6. You will see the progress of your file upload.

7. The file will be uploaded shortly.

8. Click Save Lesson Pages to save the changes you have made.

9. A notification message appears to inform you that the lesson page has been updated.

10. Scroll down the lesson page to watch the attached video.

Google Drive Folder Structure

A Google account, which is used for signing in to Teamie, syncs all your Teamie content to your Google Drive automatically. So Teamie content which is synced to Google Drive is organized under "Yoursite-Learning-Platform" folder. This folder contains all your classrooms and their data like lessons and assessments and such as is organized in folders. If you have access to multiple classrooms then respective folders will be created in your Google Drive.

1. By default, newly created folders are added to the root folder. Lets say you are using a Teamie site by name "Learning-hub.theteamie.com", then a new folder by the name of "Learning-hub" will be added to the root folder which will contain Teamie content. Click the folder in the root folder of your Drive to view the synced content from Teamie.

2. The moment you will click the required folder, you will be able to see other folders inside the parent folder. These folders are classrooms which are synced from Teamie and are appearing as folders in your Google Drive. Each folder will contain the lessons and assessments of their respective classroom.

3. Click the required classroom folder whose content you wish to see such as lessons and assessments.

4. Click Assessments folder to view the associated assessments created in the selected classroom.

5.  Assessments folder is further categorized into Assignments and Quizzes. Click Assignments or Quizzes as per your requirement.

6. You will see a list of created assignments which are organized in individual folders. Click the desired folder to view its content.

7. You will see a word processing document which contains the assignment content similar to Teamie.

Syncing Google Calendar events within Teamie Calendar

1. Click Calendar icon on the top navigation bar.

Syncing Google Calendar events within Teamie Calendar

2. You will be taken to the Teamie calendar page where you will see events of all the classrooms.  Click Switch to Google Calendar.

3. You will see Google calendar and Teamie calendar events together.

4. To view the details of an event, you can click Title of the event.

5. The moment you click the event title a popup appears which shows the event details.

6. Click Agenda to filter the events of a specific calendar. At the moment you will be seeing Google and Teamie Calendar events together.

7. If you only wish to view Teamie calendar events, then untick Google calendar from the drop-down menu.

8. The moment you untick the user's Google calendar, all the events that were created by user in his/her gmail account will be filtered and events that belongs to Teamie calendar will be shown.

9. Click Switch to Learning Calendar to go back and view the events list that belongs to Teamie.

10. You will see all your Teamie events on the calendar page.

FAQ

Question 1: I can not open the Google drive file attached as a link attachment in Teamie and see a link that says “Sign in - Google Accounts”. How should I fix this?

Solution: If you are not able to open/view a file in Teamie but you can open it  in your Google drive, there could be a possibility that you might copied the Google  document URL having private access and pasted in Teamie as link attachment in a post, lesson page.

So Teamie recognizes the attached link as normal URL. Once you have pasted the copied Google document URL in a post or in a lesson page as link attachment then you will see the “Sign in - Google Accounts” link because it is not yet authorized in Teamie and same will be applicable for other users also who is having access to that post or lesson page.

To avoid this you (being owner of the file) can share the Google document with public access. To share a Google document with public access, see section “Sharing a Google document with public access”.

If you are not owner of the file then you can send a “request access” to the file owner, once your request is approved, you will be able to view the Google document in Teamie.  To send a “request access” see section “Request access”.

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