[MUSIC PLAYING]
KEVIN HANSON: Hi, I'm Kevin.
RIYA SHANMUGAM: And I'm Riya.
And welcome to another episode of "The G Suite Show."
KEVIN HANSON: Marketing and media teams,
like the one that produces this show,
often have to work with a large number of digital assets.
RIYA SHANMUGAM: And that can be a real hassle
with all those big files that take up a lot of space.
And it can be nearly impossible to search for and share,
especially when the Team Drives are clogged up
with a number of Kobe Bryant highlight videos.
KEVIN HANSON: Look, I'm not going
to apologize for consistently exposing our team to greatness.
Today, let's turn to the Transformation Gallery
for inspiration, where we can see
a variety of different Google tools
for managing digital assets.
RIYA SHANMUGAM: Let's take a look at this card
for creating and managing digital assets.
Search digital media in the search box.
KEVIN HANSON: It explains how to create, upload,
and store all our raw media files directly in Google Drive.
RIYA SHANMUGAM: Storing digital assets on my Team Drives
means there are no more email attachments that
are huge going back and forth or wondering which version
of the file is the right one.
KEVIN HANSON: Well, I had a simple system
for figuring this out.
I would take the file name.
I would add two dashes, my initials, a comma, the date,
and a custom version number.
So everyone would always know which one was the right one.
RIYA SHANMUGAM: That is either the most clever
or the most confusing thing that I've ever heard.
KEVIN HANSON: Well, it worked for me.
But you don't have to do that anymore with Drive.
Changes are tracked automatically.
And managing digital assets is just
as easy as managing Docs, Sheets, or Slides.
I just open up Drive and click New.
Then I select File Upload or Folder Upload
and choose the file or folder I want to add to Drive.
I can also drag and drop files directly into Drive.
RIYA SHANMUGAM: Once I've uploaded my files to Drive,
I can organize them in folders.
I select New again, but this time, choose New Folder.
I give my folder a name.
And then, I either drag and drop my files
into the appropriate folder or select the file, then
More Actions, and then Move To.
KEVIN HANSON: Files can be easily shared
with anyone who needs access.
Whether collaborating with coworkers or external partners,
I simply click Share in the upper right corner
and then enter in the names or email addresses of the people
I want to share with.
I can also click Advanced Settings
if I want to customize my sharing preferences.
RIYA SHANMUGAM: Files uploaded to Drive
can be accessed at any time and on any device.
That's one of the several advantages of storing
digital files using Drive.
KEVIN HANSON: For instance, I can view videos directly
within Drive without having to download them
to my computer or phone.
Additionally, using Team Drives, we
can make sure that files are never
lost, even if someone leaves the company or changes roles,
like if I become promoted to CEO.
Watch out, Sundar.
RIYA SHANMUGAM: Or demoted to a permanent intern.
With Drive's flexible search, you can find files faster.
Instead of just searching by file name,
Drive can also search by keyword, file type, owner,
date, and a bunch of other modifiers.
To narrow down my search, I click the down arrow
to see other search options.
Or I just use search operators like type, image.
KEVIN HANSON: When my search results appear,
I can toggle between grid view and list view
by clicking the icon in the upper right corner.
Grid view is a great way to display image search results.
RIYA SHANMUGAM: We have stored, organized, and shared
our digital files using Drive.
But our Transformation Gallery card
has more suggestions on how to use other G Suite
apps for collaboration.
KEVIN HANSON: For example, if I want
to see how people feel about the new logo I created,
I can share a Google Doc for the rest of the team
to offer feedback.
By clicking Comments in the upper right corner,
I can view and reply to comments posted in the document.
I can also click anywhere in the document
and then click the Add Comment button that
appears on the right edge of the page
to add a comment of my own.
RIYA SHANMUGAM: Another new feature
is that I can embed a video from Drive directly into Google
Slides.
I just select Insert, then Video, then Google Drive.
Now, the video will play as part of my slide show.
KEVIN HANSON: I can also catch up
on the latest changes to any of my shared files
without even having to open them.
Within Drive, I just click the View Details icon
in the upper right corner and then Activity
to scroll through the Drive's comprehensive activity stream.
RIYA SHANMUGAM: And if I want to discuss files in real time,
I can schedule a video Hangouts and share my screen
and discuss design concepts, real time.
KEVIN HANSON: All of this makes for
a seamless creative process, where
we can spend more time on content and less time
on managing it and sharing it.
RIYA SHANMUGAM: But that's not all.
KEVIN HANSON: Excuse me.
I'm sorry.
Am I in an infomercial here?
RIYA SHANMUGAM: I'm sorry.
I just love G Suite.
Finally, if you're working with dispersed teams,
external agencies, and consumers,
it can be helpful to create a centralized hub of all
of the assets on Google Sites.
KEVIN HANSON: Using Google Sites,
I can embed folders and different files
directly into pages on the site.
I can then add page descriptions, team info,
and context to each page and share them
with the appropriate parties.
RIYA SHANMUGAM: When digital assets are updated in Drive,
those changes are automatically reflected in Sites.
KEVIN HANSON: By using Drive and the rest of G Suite
to manage digital assets, employees can easily
edit and share large files, employers
can save money on file sharing and storage solutions,
and external partners can securely
access just the data they need.
It's a win-win.
Or it's more of a win-win, win-win, win.
Is that-- is that too many wins?
RIYA SHANMUGAM: No.
No.
You can never have too many wins.
KEVIN HANSON: Hm, good point.
RIYA SHANMUGAM: OK.
So this is one of the many cards that we have
in our Transformation Gallery.
So head there today and look for how
you can streamline your day-to-day processes using
various Google tools.
You can also filter your search by industry or products.
KEVIN HANSON: You can also read some of our customers' stories
or submit your own by using the form on the bottom left.
RIYA SHANMUGAM: See you next week.
KEVIN HANSON: Bye bye.
SPEAKER 3: Check out last week's episode,
where we look into how classrooms
are redefining learning with the help of Chromebooks.