Drive Audit: BallotNav

[kcoronel]

Dependency

• [ ] Waiting on the instructions to be completed in the wiki page: perform drive migration audit

Overview

We need to audit the drive so that we can know what files to move and if the receiving end is ready.

Prerequisite

• access to the 1Password vault for Google Drive Migration
• know your GitHub username and password so that you can use it in a new browser

Action Items

• [x] Log into the hfla-email-all@hackforla.org email and open it in a new chrome profile, so that all your access is through that Chrome window

Prep

For each of the following items, there are instructions in the wiki. Copy the instruction for next item to be checked off (must do them in order), to a comment below and then complete the item, and hide the comment.

• [x] Find Program Area
• [x] Get Old Drive link
• [x] Identify if there are files in the old folder
• [x] Check that drivemigration@ has access to New Google Drive for this project
• [x] Get Project Roster link

Audit

• [x] Create Audit Template
• [x] Perform Drive Migration Audit

File Moving

• [ ] Invite file owners to our next file moving party
• [ ] Once file moving party is completed, add a comment about what is outstanding and move to Questions and Review Column

Resources/Instructions

Project specific links

2.1 Program Area: Voting and Representation 2.2 BallotNav old GDrive 2.3 BallotNav new GDrive 2.4 BallotNav Roster 2.5 BallotNav Drive Migration Audit Still inside project shared drive at the moment, most likely will move to BallotNav shared drive for the PMs 2.6 [older migration template - audit and move info into new template]

• 2.7 https://github.com/hackforla/ballotnav/issues/469

[kcoronel]

Find Program Area

• [x] Open GDM: Active Project List
• [x] Find the Program Area for the project on the spreadsheet
• [x] Add the program area name to resource 2.1
• [x] remove the status: needs program area label
• [x] check the box for Find Program Area in the Action items of this issue
• [x] Close the tabs you just opened (wiki and spreadsheet)
• [x] Hide this comment as RESOLVED, you are finished with this step

If no Program Area found

• [ ] add this comment to your issue

  I could not find a program area on the spreadsheet for this project

• [ ] Move the issue to the Questions/Review column of the project board

[kcoronel]

Get Old Drive link

• [x] Go to HfLA old drive structure
• [ ] If the Program Area is a Community of Practice, Go into the folder for the Communities of Practice
• [x] else, Go into the folder Projects by Program Area
  • [x] Go into the folder for the Program Area
• [x] Find the old folder for the project
• [x] Right-click on the drive, Choose Get Link
  • [x] Select Copy Link
  • [x] Select Done
• [x] add old drive folder link to resource 2.2
• [x] remove the status: needs old drive folder links label
• [x] check the box for Get Old Drive link in the Action items of this issue
• [x] Close the tabs you just opened (wiki and drive)
• [x] Hide this comment as RESOLVED, you are finished with this step

If the old folder does not exist

• [ ] add a comment with the text

  There was no folder for this project in the old drive

• [ ] add the label status: old drive not found
• [ ] unassign yourself from the issue
• [ ] put issue into the Questions/Review column of the project board
• [ ] check the box for Get Old Drive link in the Action items of this issue
• [ ] remove the status: needs old drive folder links label
• [ ] Hide this comment as RESOLVED, you are finished with this step

[kcoronel]

Identify if there are files in the old folder

• [x] Open the resource 2.2
• [x] are there files in it?
  • [x] yes
  • [x] Remove the status: check if files to move label
  • [x] check the box for Identify if there are files in the old folder in the Action items of this issue
  • [x] Close the tabs you just opened (wiki and drive)
  • [x] Hide this comment as RESOLVED, you are finished with this step
  • [ ] if no, continue below

If there are no files to move

• [ ] add a comment with this text

  there are no files in the old folder to be moved, and it:
  - [ ] has folders
  - [ ] does not have folders or files (entirely empty)

• [ ] Remove the status: check if files to move label
• [ ] Add the status: there were no files or old drive label
• [ ] check the box for Identify if there are files in the old folder in the Action items of this issue
• [ ] Close the tabs you just opened (wiki and drive)
• [ ] close issue

[kcoronel]

Check that drivemigration@ has access to New Google Drive for this project

• [x] Go to 1. HfLA Shared Drive Portal
• [ ] If the Program Area is a Community of Practice, Go into the folder for the Communities of Practice
• [x] else, Go into the folder Projects by Program Area
  • [x] Go into the folder for the Program Area
• [x] Find the folder shortcut for the project or CoP
• [x] open the folder shortcut
• [x] go up a level by choosing the name of the project or CoP
• [x] Copy the URL (it should be shorter than the usual google link)
• [x] Add the link to the drive to resource 2.3
• [x] remove the status: needs new drive link label
• [x] check the box for Check that drivemigration@ has access to New Google Drive for this project in the Action items of this issue
• [x] Close the tabs you just opened (wiki and drive)
• [x] Hide this comment as RESOLVED, you are finished with this step

If drivemigration@ does not have access

• [ ] add status: needs shared drive access label
• [ ] unassign yourself from the issue
• [ ] put issue back into the prioritized backlog column
• [ ] Close the tabs you just opened (wiki and drive)

[kcoronel]

Get Project Roster link

• [x] Use Google Drive Search + searching for spreadsheet and the word roster by using this link: https://drive.google.com/drive/u/0/search?q=title:roster%20type:spreadsheet
• [x] On the Google Drive Search bar, Choose the selector
• [x] Choose ANYWHERE button next to Location
  • [x] Choose the > that appears when you hover over Shared Drives
  • [x] Choose the Drive for your project or CoP
  • [x] Choose Select
  • [x] Choose Search
• [x] Right-click on the roster
  • [x] Get Link
  • [x] Copy Link
  • [x] Done
• [x] Add a link to the project roster to resource 2.4
• [x] Remove the status: needs project roster label
• [x] check the box for Get Project Roster link in the Action items of this issue
• [x] Hide this comment as RESOLVED, you are finished with this step

If Project Roster not found in new drive

• [ ] add this comment to your issue

  I could not find a project roster in the project's new drive

• [ ] Check old drive (resource 2.2) to see if there is a roster there
  • [ ] If you find one, add a link to it in the resources section with the text OLD DRIVE ROSTER
• [ ] Move the issue to the Questions/Review column of the project board

Want to share the instructions about how to Search Google Drive? Link to the below resource

• Search for a resource in a specific shared drive

[kcoronel]

Prepare for audit

• [x] make sure your issue has the following labels:
  • feature: Google Drive Migration
  • status: audit drive
  • dependency
• [x] Move your issue to the icebox column on the project board
• [x] Add the following text to the top of the issue above the Overview section

  ### Dependency
  - [ ] Waiting on the instructions to be completed in the wiki page: [perform drive migration audit](https://github.com/hackforla/google-drive-migration/wiki/perform-drive-migration-audit)

• [x] Unassign yourself from this issue

*Note: Do not hide this comment if it's the most recent action taken on the issue

[ExperimentsInHonesty]

Notes from prior issue #5

Copied from today's 2022-06-27 slack 1 on 1 with stacy

Stacey (she/her) 1:08 PM Hi Brian- This is Stacey from the BallotNav project. We could use some assistance with our Google Migration issue. We have a few users who we need to work with to move their files, but are having a hard time getting in touch with them. What support can you offer us to help get this done?

Brian Chen 1:16 PM Hi Stacy, do you have the Drive Audit Spreadsheet? There is an email template in that spreadsheet that we have had the most success with in terms of reaching out to members, or is there a different problem with reaching out to those members?

Stacey (she/her) 1:36 PM We've mostly been sending messages via the GitHub issue, and it has been being able to stay on top of it with the members who are no longer part of the project. But we have not, as far as I know, tried the email template. What is the Issue number for the Migration, with the checklist of items? We created our own but it might not cover everything that needs to get done. Is there a link to the Audit spreadsheet in that issue?

Brian Chen 1:48 PM Hi stacy, I have assigned the issue to you, here is the link : https://github.com/hackforla/google-drive-migration/issues/5 This should have everything you need, and please update your progress in the issue and let us know of any problems so we can help you along.

[ExperimentsInHonesty]

Create Audit Template

• [x] go to Template for Drive Audit
• [x] Select USE TEMPLATE button
  • [x] add a link to the new document at resource 2.5
    • [x] rename file by replacing [Project Initials] with the name of the project you are performing the audit for
    • [x] move file to project drive
      • [x] choose move icon or file menu item, Move in the [Replace Project Name] migration audit document
      • [x] use back arrow (top left)
      • [x] choose Shared Drives
      • [x] open project drive
      • [x] open folder inside project drive (with same name as project drive)
      • [x] choose Move here
      • [x] choose Move
• [x] remove status: needs audit template label
• [x] add status: audit drive label
• [x] check the box for Create Audit Template in the Action items of this issue
• [x] Close the tabs you just opened (wiki and spreadsheet)
• [x] Hide this comment as RESOLVED, you are finished with this step

[kcoronel]

@ExperimentsInHonesty I finished the BallotNav Drive Migration Audit - we can review on Saturday

[kcoronel]

Registration link for invite to Tuesday Drive Migration Party (2/21/23 and 2/28) - https://us06web.zoom.us/meeting/register/tZ0uce-vrjsrHNSBA9A8v4YaMkkLN4yr1UVV

Registration link for invite to Saturday morning Drive Migration Party (2/18/23 and 2/25/23) - https://us06web.zoom.us/meeting/register/tZ0kc--gpzwiEtzuLjgNGGFu0tQ13KyQRTEN

Email Template: Hi Bonnie,

We are currently migrating all the files from an old Google Drive to a new Hack for LA website Google Drive. We are doing this so the Hack for LA Google account can take ownership of all the files. This will help us as we move forward in a volunteer capacity so as not to lose important data.

I'm reaching out to ask you, an owner of files in the old drive, to migrate your files to the new drive. I estimate it will take no more than 10 min.

You can join us at any of the following times. Clicking on the link will provide a calendar invite you can use to mark the date.

📅 UX Research Lead Meeting Wednesday 12-1pm PST

📅 UX Research Team Meeting Wednesday 2-3pm PST

📅 All Team Meeting Sunday 10-12am PST

If none of these times work for you, please let us know when would be a good time for you next week.

If you have any questions, please don't hesitate to ask. Thank you so much for your help.

Best, Bonnie, Charity & Brian from the Google Drive Migration team & Vaisali Krishna Kumar the new Research Lead

[kcoronel]

Email:

Hi [Name],

We are currently migrating all the files from an old Google Drive to a new Hack for LA website Google Drive. We are doing this so the Hack for LA Google account can take ownership of all the files. This will help us as we move forward in a volunteer capacity so as not to lose important data.

I'm reaching out to ask you, an owner of files in the old drive, to migrate your files to the new drive. I estimate it will take no more than 10 min.

You can join us at any of the following times. Clicking on the link will provide a calendar invite you can use to mark the date.

📅 BallotNav Team Meeting Tuesday, February 21 | 6-6:30pm PST

📅 BallotNav Team Meeting Tuesday, February 28 | 6-6:30pm PST

📅 1Password Modeling Meeting Saturday, February 18 | 9-10am PST

📅 1Password Modeling Meeting Saturday, February 25 | 9-10am PST

If none of these times work for you, please let us know when would be a good time for you next week.

If you have any questions, please don't hesitate to ask. Thank you so much for your help.

Best, Karen