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_Naming Conventions

These guidelines recommend naming conventions for use within the ORG Google Apps domain.

Google has some constraints on names that can be used:

  • Accounts: account names can contain letters, numbers, dashes (-), underscores (_), apostrophes ('), and periods (.). For more information visit: Google Apps Name and Password Guidelines .
  • Groups: the group email address has the same rules as an account name.
  • Sites: the site name URL can only include [a-z],[A-Z],[1-0] and dashes (-), (the Site URL converts spaces in the Site Name into dashes).  Note the consumer version of Sites cannot use dashes (-) and simply eliminates spaces.
Recommendations:
The organization will use the prefix ORG (use s suitable identified for your organization).
  • Individual accounts: use person's name in this manner: first.last@orgname.com
  • Functional accounts: use dashes between words:  template-owner@orgname.com  (and then the account's name entry is entered as: firs="template-owner", last="(John Doe)". An email received from this user would appear as: "template-owner (John Doe)".
  • Groups: email addresses start with ORG and use dashes between words: ORG-Project-Alpha@orgname.com
  • Sites: start with ORG, the activity name, and use dashes between words: ORG-Template
  • Calendars: start with ORG, the activity name, label, separated by dashes:  ORG-Template-Participants
  • Drive folders: start with ORG, the activity name, label, separated by dashes:  ORG-Template-Team
Using the same name across all the services will make things simple for the user, such as, ORG-Board, everywhere.

When naming a series of files that have dates, such as meeting minutes, please use this date format since it will allow the files to appear in chronological order in a folder:
  • YYYY-MM-DD-Rest of name - example:  2013-03-20-ORG-Board-Meeting-Minutes
Unfortunately Google Services don't provide users with uniform access to all items shared with them:
  • Groups: an account sees all groups in which it is a member, however Google only makes groups from one domain visible at a time.
  • Calendar: an account sees all calendars it has subscribed to, calendars directly shared with account appear automatically, calendars shared with group must be manually added.
  • Sites: an account only sees sites which are directly shared with the user, and only for sites that are in the same domain as the user (not very good).  It's recommended that users bookmark sites that don't appear on their sites.google.com page.
  • Drive: an account sees all folders directly shared with the user in the 'Shared with me' area, folders shared with a group don't appear in Drive, user can access the drive folder from links on the corresponding Google Site.  It's recommended that users add the organization's root folder: 'ORG' to their 'My Drive'.