Use Folgo to backup content you don't own in Google Drive

Data continuity is essential, especially in collaborative environments where multiple users share and access important files. Folgo includes a feature that allows you to make a backup copy of all content created by another user to which you have access. This feature is particularly useful when preparing for the deletion of a user's account or anticipating changes in permission settings.

Why Use Folgo's Backup Feature?

There are several scenarios where backing up shared content is crucial:

• Preparing for Account Deletion: When an account, such as that of a former employee or post-doc student, is scheduled for deletion, backing up their shared content ensures you retain important files.
• Maintaining Access: If you anticipate losing access to shared content due to changes in permission settings, creating a backup can prevent disruption.

The backup process involves two main steps: auditing the shared content and backing it up.

Step 1: Audit Content and Access

1. Open Folgo from the Side Panel in Google Drive

2. Access the "Audit content & access" Menu

   

3. Select "Everything shared with me":
   • In the corpus dropdown, choose "Everything shared with me".

   • A new optional text field will appear where you can enter the email address of a specific owner. This allows you to focus on items shared by a particular user.

     

4. Initiate the Audit:

   • Folgo will start the audit process. You will receive a confirmation email once the audit is complete, typically within a few minutes.

     

     Review the Audit Report:

     The confirmation email will contain a link to a Google Sheets report.

     

     This report includes:

   • A summary dashboard with key metrics such as the total number of files, creation dates, last edited dates, and the total size of the items.
   • A "Listing Detail" tab with a comprehensive list of all items owned by the user and shared with you.

Step 2: Backup Content

1. Reopen Folgo from the side panel in Google Sheets where the audit report is located.
2. Click on the "Backup content" option in Folgo.

Folgo will create a new folder in your Google Drive and copy all files listed in the "Listing Detail" tab to this folder.

Customize Your Backup

Skip items

If you do not wish to backup specific items, delete the corresponding rows in the "Listing Detail" tab before initiating the backup.

Maintain a Folder Structure

The "Backup content" option does not recreate folder structures; it merely backs up all files listed in the "Listing Detail" tab. For users who need to backup complex folder structures with specific hierarchies, use the Folgo "Copy" Feature in Google Drive.

Conclusion

Folgo's backup feature ensures that you never lose access to important shared content in Google Drive. Whether you're safeguarding data before an account deletion or securing critical files, this feature provides a reliable solution to maintain data continuity.

This is especially useful if your organization has not authorized the transfer of all files to another user upon the account deletion. This method might not always be feasible due to privacy concerns, as transferring ownership includes all files, which might contain sensitive information not meant for broad access. Additionally, if the user being transferred had a large amount of data, it could result in excessive storage usage for the new owner. By using Folgo's backup feature, the person most interested in the content can selectively choose which files to keep, ensuring both privacy and efficient use of storage.