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.
You cannot use MCommunity groups created for U-M Google Shared Accounts. MCommunity groups you can use have "Sent to Google UMICH" set to Yes in the Rules Summary.
Note: 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.