Google-integrated Library guide.

This article covers Library features only applicable to a Google-integrated Library. 

• For general Library use and navigation information, please see Using Library
• For general Library management information please see Library guide (for Volume and Category Librarians)

Table of contents

1. Introduction
2. Managing content in a Volume
3. Viewing Library in Google Drive
4. Collaborative work
5. Document Management and Recovery

Introduction

Integrating your platform with Google Drive opens it up to many new features and functions in Library. The easiest way to tell if you have a Google-integrated Library is to go to Library and open the action menu at the top of column just to the right of the navigation panel and see if there is an option to "Open Library in Google Drive".

With a Google-integrated Library, files will open in the Jostle Viewer in the normal manner. However, cloud-based Google files (Docs, Slides, etc.) will open in a new tab in the Google Viewer.

Users will only see Volumes that they have been granted viewing permissions to. Category Librarian's control access of the Volumes in their Category.

To add or edit content in a Volume, you need to be a Volume Librarian. It is the Category Librarian who manages the Volume Librarians. If you want to see all the Volumes that you are a Volume Librarian for go to the My Volumes smart list.

Depending on how the Category Librarian has configured the Volume, viewers may have Commenter Rights in the Google Viewer, allowing them to leave comments and suggest changes in the Google file itself. Note that the Document owner will not receive notifications from Google, so make sure to @mention them in your comment to trigger any necessary notifications to be emailed by Google.

Managing content in a Volume 

If you’re a Volume Librarian, then a Google Drive sub-menu will appear on the Add New menu (accessed via the "+" icon in the action bar). From here, you can copy existing items from your Google Drive to your Library Volume.

Volume Librarians can also create new Google items (Docs, Sheets, Slides, or Forms) from the sub-menu. Click on the item you want to create and it will automatically be saved to your Volume once you title it.

Then, to edit your Google item,  just double-click or right-click > View on the item in your Library, and it will open in a new browser tab.

In addition to the methods available in the “Add New" menu, Volume Librarians can use drag-and-drop to upload files and folders from their local device directly to their Library Volume (dragged-and-dropped folders will retain any sub-folder structures).

There's no upload size limit in Library, however you must have enough personal space in your Google Drive for your files to be copied.

Viewing Library in Google Drive

All the files in your Google-integrated Library are stored in your corporate Google Drive:

• To view this in Google Drive, you must be logged into Google with your Jostle username.
• Viewing and editing permissions are set on the Jostle side (by the relevant Category Librarians) in real time. You cannot (and should not) change permission on a file on the Google side.
• The files are organized by Category > Volume > Folder, the same way they are in Jostle. The top folder in Google is named Jostle Library. The easiest way to find this folder is by linking from Jostle (see below).
• You can search for content in Library on both the Jostle and Google sides.
• You can restore past versions of a Google Workplace file on the Google side, which will also restore it on the Jostle side.

Navigating to Google Drive from Jostle Library

Users can link to the Jostle Library folder in Google Drive from the action menu that is at the top of the second column in Library:

Finding the Jostle Library files in Google Drive

If you want to view any Library documents directly from Google Drive without going through Jostle, search for the Jostle Library folder in your Google Drive:

1. Log in to Google Drive with the same username you use to log in to Jostle.

2. In the Search box at the top of Drive, enter "Jostle Library".  This will pull up your Jostle Library folder which will contain all the documents shared with you in your Jostle Library.

Collaborative work

Collaboration features/tips

Volume Librarians can:

• Provide an organized and easy-to-find place for the files their audience needs, including live Google Docs, Slides, etc.
• Collaborate with other Librarians in that Volume, using all of Google's normal collaboration tools. Volume Librarians have Editor rights on the Google side.
• Make edits in real time. The viewing audience sees the live copy of the Google Workspace files.
• View comments and suggestions left by people in the viewing audience (if this is enabled for their Volume; see the next section).
• Find content within files (including within Google Workspace files) by searching on Jostle's side.
• Enable Ask-a-Question with knowledge captured in Google Workspace files (coming soon).

Pro tip: Use File > Download on the Google side to create a PDF when you need a "locked" copy of a  policy or document. It's common to have one Volume for master copies (as collaborative Google Docs) and another Volume for the official PDF copies.

Commenting permissions for viewers

By default, the users able to view a Google file have Commenting rights on the Google side. They can leave comments in the Google file to enhance workplace communication and collaboration.

Category Librarians can turn commenting permissions off per Volume:

1. Open the Category and click on the Volume so its contents are displayed in the viewing area.
2. Then go up to the action bar and click on the “i” icon to open the Volume's Info panel.
3. Scroll down to Volume Settings  and, depending on whether you wish to enable or disable viewer comments, check or uncheck the box next to “Allow all viewers…” 

When enabled, viewers can leave comments and suggest edits on collaborative Google items, but they can't make any edits themselves.

Pro tip: The Item Contact on the Jostle side is NOT the item owner on the Google side. Whenever commenting in Google files you need to @mention anyone that you want Google to send an email notification to.

Document Management & Recovery

Duplicate copies

When a Volume Librarian uses "Make a copy from Google Drive" or "Upload from computer" a new copy of the file is created that has its permissions controlled by Jostle. The original file remains where its previously existing permissions. Sometimes you will want to delete this original. Sometimes you will want to keep it. If you are keeping both copies, the best practice is to give them different names.

Syncing a local copy from Google

Using functionality on the Google side, users can keep files in the Jostle Library folder synced to the local drive on your laptop. Here is how to install the Google Drive client for Mac/PC: Link to Google support site

Retrieving Deleted Documents

If you mistakenly delete a document from a Volume, it will be permanently deleted from your Library. However, if it has been deleted for less than 30 days, your organization's Google Administrator should still be able to retrieve it as follows:

1. Open Google Drive 
2. Click on the Account selector in the upper right corner and sign in as "jostle librarian"*
3. Then click "Trash" on the left side of the screen
4. Locate the deleted file, click it, and select "Restore". This will restore the document to it's former location in Google Drive > Shared with me > Jostle Library, but not to your platform's Library. 
5. From the Jostle side "Make copy from Google Drive" to get the file back into Library.
6. Use "Edit item details" on the items action mento to change the file name on the Jostle side.
7. Delete the restored file on the Google side.
8. Change the filename on the Jostle side back to the original, if you wish.

*Do not perform other file actions while logged in as this user or your will break the Google integration to Library. If your "jostle librarian" account hasn't been configured yet, the Google Admin can go to Users > jostle librarian and select "Reset Password" to do so.

Access problems

If your users encounter problems accessing files or actions in your Library, your organization's Google Administrator may have to check your Google Admin setup. For more information, refer here.