Overview
You can use MCommunity groups to collaborate in U-M Google and manage access to files/folders. When using approved sensitive data, ensure that all group members are in compliance.
The "Members list is viewable to" setting in MCommunity is synced to U-M Google. MCommunity group members without an @umich.edu email address are not synced to U-M Google. However, you can collaborate with their personal Google accounts, or they can request access in response to notification emails.
Important: You cannot use MCommunity groups associated with Shared Accounts to send emails to group members, share files with group members, or invite group members to calendar events in Google. Doing so will only send/share/invite the Shared Account and not the group's members. MCommunity groups you can use have "Sent to Google UMICH" set to Yes in the Rules Summary. This setting cannot be changed.
For more information on MCommunity and Google, refer to MCommunity Group Synchronization to U-M Google and Dropbox.
Google Mail
The MCommunity system forwards email messages sent to MCommunity groups. All group members, including those external to U-M, and all sub-group members receive them.
Note: This behavior is different from Google Drive and Calendar.
Google Calendar Invitations
Some group members appear when invited to a U-M Google Calendar event. Group members respond individually by clicking Yes, in a meeting room, Yes, joining virtually, Maybe, or No to the email invitation. Displayed member lists are based on the following MCommunity setting:
- Members list is viewable by anyone
This displays the member list as a drop-down list below the group name for anyone logged in to MCommunity with their U-M Weblogin credentials. Use this setting for public groups.
- Members list is viewable by only members
This setting displays the member list as a drop-down list below the group name for group members logged in to MCommunity with their U-M Weblogin credentials. For non-members, only the group name will display. Use this setting for private groups. Invitations are sent to all @umich.edu members of the group but not to external members.
Note: Group owners can change this setting in MCommunity.
Google Drive
Share files/folders
Share your file or folder with the group's email address instead of each specific individual.
Important:
- Aliases ("Also Known As" names) are not available.
- When sharing approved sensitive data, ensure that all group members are in compliance.
- External members of MCommunity groups (i.e., [email protected] email addresses) will not receive shared files/folders access. You will need to share resources individually with each external member.
- MCommunity group owners must also be members to access content shared with the group.
Access files/folders
Group members can access files/folders shared with the group by clicking the link in the notification email. They will also appear in the Shared with me section in Google Drive. U-M group members must log in with their U-M Google account.