Google Workspace setup

Hello

There is the following task:

1. Create and configure Google Workspace for a new business

• Create and configure groups according to existing departments

• Write instructions for setting up Gmail

• Write instructions for setting up and using Gcal

* Create an admin account for the business owner.
* Manage the company for an additional fee upon request regarding Workspace.

More details:

Task Topic:
 Set up corporate Google Workspace with our domain, Shared Drives, and access rights so that employees cannot delete important files, correspondence, etc.

Goal:
Ensure that all working Google Docs / Google Sheets / other files exist within our company, not personal accounts of employees, and that when an employee leaves, the files remain with the company and can be restored by the administrator.

1. Domain and Google Workspace

1. Check if we have a working domain (like robeauty.ua / another one that we will use for email).
2. Connect Google Workspace to it (if not already connected):
   • choose a plan (guideline: Business Standard / Business Plus, considering the possibility of Google Vault in the future);
   • set up MX records so that email goes through Gmail on our domain.
3. Create a main administrator account (for example, owner@ourdomain, it@ourdomain):
   • assign it the role of Super Admin;
   • enable two-factor authentication.

2. Corporate Emails for Employees

1. Create separate corporate accounts for employees (like name@ourdomain), for each employee in the department. We will make a table for employees to enter the necessary data for creating email (position/full name, etc.)
2. Set up necessary roles in the admin console (regular users without admin access).
3. Enable for everyone:
   • two-factor authentication;
   • basic security policies (minimum password length, blocking on suspicious activity, etc.).

3. Google Drive Structure: Shared Drives

1. Create Shared Drives for departments, for example:
   • Production
   • Technologists
   • Finance
   • Marketing
   • Sales
   • HR
2. Set access rights to Shared Drives:
   • for me (owner/director) — Manager on all Shared Drives;
   • for department heads — Manager or Content manager only on their drives;
   • for regular employees — Contributor on the drives where they work:
     • so they can create and edit files;
     • but cannot completely delete/break the structure of the drive.
3. Check that new working documents are created on Shared Drives, not in "My Drive".
   • If possible — limit/minimize work with "My Drive" for work tasks.

4. Migration of Existing Files

1. If there are currently important files on employees' personal Gmail / third-party Google Drives:
   • organize the transfer of these files to the appropriate Shared Drives under corporate accounts.
2. Check that critical documents (finance, formulas, instructions, reports) are not left on personal Google Drives.

5. Deletion and Recovery

1. Set up a policy so that regular users:
   • have the role of Contributor on Shared Drives;
   • cannot delete files uncontrollably.
2. Check in the admin console:
   • as an administrator (Super Admin) I had the ability to restore deleted files from Google Drive within the standard window (about 25 days).
   • show me where exactly this is done (short screencast or screenshots).

6. Instructions for Employees

Prepare a short instruction (text + screenshots, can be in Google Doc):

1. How to access corporate email.
2. Where to find the necessary Shared Drives (Production, R&D, etc.).
3. How to create a new document/spreadsheet specifically on the Shared Drive.
4. What work files are prohibited from being stored on personal Gmail / personal Google Drive.

7. Expected Result

Consider the task completed when:

1. We have a functioning Google Workspace on our domain with:
   • an administrator account;
   • working corporate mailboxes for employees according to the filled table
2. There is a configured structure of Shared Drives with the correct access rights.
3. Key working files (spreadsheets, documents) are already on Shared Drives, not in personal accounts.
4. I, as the owner/director, have (ROHOVYI OLEKSANDR):
   • full access to the structure of the drives;
   • understanding of how to restore deleted files through the admin console;
   • a short instruction for above (where everything is located and how we work with it).