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resharing previously-shared work projects in a single new folder

Hi all,

Apologies as I'm sure some form of this question has been asked before.

2 years ago I made my first work hire. And I began sharing files with her on a project-by-project basis. Basically, I'd get a new client and then create a new folder and share it with my employee. So now I have about 10 separate shared folders with her. Along the way, our folder organizational structure and folder names have diverged somewhat.

And I realized what I'd like to do is have a single shared folder. And then when there's a new project, I would simply create a subfolder and not initiate a new folder share. (My hope is this strategy better allows our single shared folder to have consistent organizational across our two computers.)

So my question is what's the best way to make this switch?

My thinking is this sequence:

-have employee copy currently shared folders to her hard drive as backup just in case.

-unshare all folders. (to confuse matters she shared a couple folders with me so I'm thinking for these, she makes me "owner" and then i drop her)

-organize new master folder containing all projects.

-reshare that single master folder with her.

Does that sound right? My worry is that if I don't do this right, I create an even more tangled web of folders with duplicate content.

(if it's helpful info, I do not currently have a team account.)

thank you in advance!

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Rich

@dnarchitect wrote:
Will she just see emptied out folders afterwards that she can abandon?

If you leave the old folders shared while you do this, she'll see them emptying as you move the files. If you unshare the folders first and select that she can't keep a copy, the old shares would be removed from her account.

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Rich

@dnarchitect wrote:
-organize new master folder containing all projects.

-reshare that single master folder with her.

Those two steps are the important part. Start with a new folder, share it, and move everything needed into whatever subfolders you need.

Starting with a new folder is important because once a folder is shared, it will always be shared with the original name even if it's renamed later. Create a folder called Rich and share it with me. Rename Rich to Accounts and invite your accounts manager to it so they have access. They'll receive a folder called Rich.

Also, renaming and dragging shared folders can be done by any member of a share, and it will only apply to them. I create a new folder called Shared and I move all my shared folders into it. I also rename most of those folders. Only I will see those changes and everyone else's copy of the share will continue to work and sync with my renamed/moved copy.

So, start new. Always.

dnarchitect

Thank you Rich. I appreciate the reply.

Maybe I'm not thinking about this correctly but the renaming and moving that you describe is something I hope to avoid. We're about to bring on a third team member and I'd like for myself and hire #1 to be able to describe file names and locations to the new hire in a consistent way. I want to create a standardized naming and organizational structure that we all agree to stick to so we're all on the same page.

It's this second hire that's inspired me to try to get totally aligned with hire #1 so we're not giving hire #2 inconsistent directions. Does that makes sense? That's why i'm thinking i unshare all previous divergent shares and start with a new master folder.

thanks again!

Rich

@dnarchitect wrote:
Maybe I'm not thinking about this correctly but the renaming and moving that you describe is something I hope to avoid.

I wasn't suggesting that you rename anything. I was explaining what happens if you do, and that it won't help you. Just start with a new folder.

Moving files is unavoidable. Either you'll be moving the unshared folders into the new master folder or you'll be creating new subfolders and moving files into them from the old shared folders (which is how I'd do it).

Start new with everything. Create a new master folder and share it. Create new subfolders as needed and move files into them from the old shares. A little extra work now will save you headaches down the road.

dnarchitect

Thank you Rich. I appreciate it and I think I'm following. Basically I empty out the old share folders into newly-created subfolders within the newly-created master folder?

The one piece I still don't get though is does my colleague need to do anything on her end before and/or after I start this process? Will she just see emptied out folders afterwards that she can abandon? Or if those old folders are still populated in her computer can she just erase them and start fresh with the new master folder I created?

Rich

@dnarchitect wrote:
Will she just see emptied out folders afterwards that she can abandon?