> ## Documentation Index
> Fetch the complete documentation index at: https://help.zarms.cloud/llms.txt
> Use this file to discover all available pages before exploring further.

# Google Drive folders and permissions

> The folders ZARMS creates in Google Drive, the edit access members get, what happens when you rename or delete things, and how to switch board and team folders.

Inside the Google Drive folder you chose when you created the team, ZARMS creates folders and documents for boards, cards, members, and more. It automatically gives members edit access based on their role.

ZARMS only works with files it created, and with files and folders you chose in the file picker. It doesn't read or list any other files in your Drive.

## Use a shared drive as the root for a team

You can connect with a personal Google account. For more than one person, choose a **shared drive** as the root so the files belong to the organization. The root folder is **Root folder** when you create the team, and **Location** in the admin console.

If the root is in My Drive, each file stays owned by the person who uploaded it. Permissions and storage stay personal. My Drive is fine when you're using ZARMS alone or trying it out.

## Folder structure

```text theme={null}
Folder you chose when creating the team
 └ ZARMS (team name)
    ├ ZARMS ボード
    │  ├ ボード #0 | マイボード | ZARMS          … cards that don't belong to a board
    │  │  └ カード #n | (card name) | ZARMS
    │  └ ボード #n | (board name) | ZARMS
    │     └ カード #n | (card name) | ZARMS     … the card's folder
    │        └ カード #n | (card name) | ZARMS  … the card's Google Doc
    ├ ZARMS メンバー                              … a folder and document for each person
    ├ ZARMS スキル                                … a folder and document for each skill
    └ ZARMS グループ                              … a folder and document for each group
```

Folder names are always created in Japanese, whatever your display language. Here's what they mean: `ZARMS ボード` (ZARMS boards), `ボード` (board), `マイボード` (My board), `カード` (card), `ZARMS メンバー` (ZARMS members), `ZARMS スキル` (ZARMS skills), and `ZARMS グループ` (ZARMS groups).

### Change a board's parent folder

At first, a board's folder is created inside `ZARMS ボード`. If you want to keep a board's files separate from other boards, such as a board you invite guests to, you can choose a different parent folder under **Google Drive folder** in [board settings](https://help.zarms.cloud/en/boards/settings.md).

Changing the parent folder doesn't move or delete existing folders and files. ZARMS sets up the board's folder inside the new parent folder.

### Switch the team's folders

Owners and managers can switch the team-wide folders to other folders under **Google Drive folders** on the **Team settings** tab of the [admin console](https://help.zarms.cloud/en/admin/admin-console.md). Select **Change**, choose a folder, and select **Save**. If you choose My Drive for **Location**, ZARMS shows the same shared-drive suggestion as when creating a team. You can still save.

| Item | What happens when you switch it |
| - | - |
| Location | ZARMS moves the `ZARMS (team name)` folder, with everything inside it, into the folder you choose |
| `ZARMS (team name)` | ZARMS uses the folder you choose for the whole team. Folders inside it, such as `ZARMS ボード`, stay where they are |
| `ZARMS ボード` | Folders for new boards go into the folder you choose. Existing boards keep their current folder |
| `ZARMS メンバー` | Folders for new members go into the folder you choose. Existing member folders don't move |
| `ZARMS スキル` | Folders for new skills go into the folder you choose. Existing skill folders don't move |
| `ZARMS グループ` | Folders for new groups go into the folder you choose. Existing group folders don't move |

* Except for Location, existing folders and documents don't move. Move them in Google Drive if you need to.
* ZARMS gives members edit access to the new folder. It doesn't remove sharing from the old folder, so remove it in Google Drive if you no longer need it.
* Moving the Location may need a shared drive manager. If ZARMS can't move it, move the `ZARMS (team name)` folder in Google Drive, then choose the folder again.
* To change the parent folder of an existing board, use [board settings](https://help.zarms.cloud/en/boards/settings.md).

## Edit access ZARMS gives automatically

ZARMS gives edit access to the email address of each member's Google account, based on their role.

| Role | Folders they get edit access to |
| - | - |
| Owner, Manager, Member | `ZARMS (team name)`, `ZARMS ボード`, `ZARMS メンバー`, `ZARMS スキル`, `ZARMS グループ`, and each board's parent folder |
| Guest | Only the parent folders of the boards they're invited to |

When you change someone's role or suspend their access, ZARMS removes the access it gave them to match. ZARMS doesn't manage sharing that you added by hand in Google Drive.

> [!WARNING]
>
> If you haven't changed a board's parent folder, the access a guest gets is on the `ZARMS ボード`
> folder, which every board shares. In that case, the guest can also see other boards' folders in
> Google Drive. If you have files you don't want guests to see, choose a parent folder just for the
> board you invite guests to.

### If adding or removing access fails

If Google Drive fails to add or remove a permission, ZARMS automatically tries again later. If it keeps failing, or if the person who set up the folder is no longer connected to Google, ZARMS shows this on the **Team settings** tab of the admin console and sends one email to the Owners and Managers. Reconnect to Google, or fix the permission by hand in Google Drive.

## What happens when you rename or delete things

ZARMS keeps track of folders and documents by their Google Drive ID, not by their name.

* When you rename a card or board in ZARMS, its name in Google Drive changes too.
* If you rename something in Google Drive, it keeps that name. ZARMS doesn't change it back.
* If you delete a folder or document in Google Drive, ZARMS creates it again, for example the next time you open the card. ZARMS doesn't restore it from the trash.

### If the team's folders are deleted

If someone deletes `ZARMS (team name)`, `ZARMS ボード`, `ZARMS メンバー`, `ZARMS スキル`, or `ZARMS グループ` in Google Drive, ZARMS creates new folders with the same structure. It also gives members edit access to the new folders again.

ZARMS recreates a folder only when it's clearly gone, for example when it's in the trash. This happens when ZARMS can't find the folder while creating a card's files, or during a once-a-day check. For 30 days afterward, the **Team settings** tab in the admin console shows that the folders were recreated.

> [!WARNING]
>
> The contents of the old folders don't move to the new ones. Restore the files you need from the
> Google Drive trash within 30 days.

In these cases ZARMS doesn't recreate the folders. Instead, the top of the **Team settings** tab shows "Google Drive folders are unavailable".

| Reason shown | What to do |
| - | - |
| The shared drive is missing or ZARMS can't write to it | Check that the shared drive still exists and that the person who set up the folders is still a member |
| ZARMS can't find its folders | If the folders are in the Google Drive trash, restore them |
| The Google connection of the person who set up the folders expired | Ask that person to reconnect Google in ZARMS |

If you can't restore the original folders, an Owner or Manager can click **Check and recreate**. ZARMS checks with your Google account and creates any folders it can't find.

## If something goes wrong

For what to do about each error message, see [Errors in Google Drive](https://help.zarms.cloud/en/troubleshooting/google-drive.md).


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