Video Summary:
The following video serves as a detailed guide for creating a discussion community centred around a private notebook using NoteBookLM.
It assumes that users are already familiar with NoteBookLM and possess a notebook that contains various sources and studio assets.
The primary objective is to share studio assets with a chosen group while keeping the sources and main nodes of the notebook confidential.
The initial step in the process is to click the share button within NoteBookLM. Users are presented with different sharing options.
Granting full access would allow viewers to see all contents, including chats, sources, and notes, which poses privacy concerns.
Therefore, users should opt for the “chat only” option, which restricts access solely to the chat area.
It is essential to limit access to specific individuals who will form the discussion community to maintain privacy.
Following this, users are encouraged to activate a welcome note, making full use of the 500-character limit to provide a thorough explanation of what invited individuals can expect.
To ensure clarity, users can click the preview button to confirm that only the chat area will be visible to the invited individuals, while the studio area and sources remain concealed.
The process requires users to manually add individuals to the group by entering each email address individually.
After adding the individuals, users must click send, which triggers an email invitation for them to join the notebook.
It is important to highlight that new members will not have access to previous chats; they can only view chats they initiate based on the sources available in the notebook.
For the discussion aspect, users must navigate to groups.google.com to create a new group.
A description for the group should be provided, ideally linking it to the notebook with which the group will interact.
Users have a generous character limit of 5,000 for this description, allowing for a detailed explanation of the group’s purpose.
After setting up the group, it is crucial to ensure that only invited users can join, thereby maintaining exclusivity.
The next step involves adding individuals to the group one at a time, with an invitation message limited to 1,000 characters.
This message should clearly indicate the connection to the notebook.
Users can designate one individual as a group manager and choose the type of email subscription for group members, with the default setting being email notifications for all posts.
During the group creation process, it is noted that a three-letter group handle is insufficient for creating the group, necessitating a longer name.
Once the group is successfully created, members must log in to groups.google.com using the email address they were invited with to access the group.
If they do not receive an email notification, they can still join the group by logging in directly.
Once inside the group, members can initiate conversations and discussions related to the notebook’s content.
Any discussions that occur will trigger email notifications to the members’ Gmail accounts associated with the notebook.
The final step in the setup involves creating a Google Drive folder for sharing assets with the group.
Users must establish a folder in Google Drive and share it specifically with the group by copying the group’s email address from the group settings.
This ensures that the content in the folder is exclusive to the individuals in the private group.
Members will receive an email invitation to access the shared folder, allowing them to view and utilise the assets uploaded there.
Although direct sharing of the studio is not feasible, users can download studio assets and upload them to the Google Drive folder, thus providing access to the materials created in NoteBookLM without compromising the privacy of the studio.
In conclusion, the video outlines a thorough method for establishing a private discussion community centered around a NoteBookLM notebook, utilizing Google tools to facilitate communication and resource sharing among a select group of individuals.
Video
Video Transcript
Hello and welcome. In this video, we are going to undertake the steps of setting a discussion community around your private notebook.
If you already know how to use NoteBookLM, and let’s assume that you do have a notebook and that notebook has sources and it also has studio assets where you don’t want the sources to be main node, but you do want the studio assets to be available to a private group of individuals.
What you’re first going to do is you’re going to click the share button and you’re gonna notice then that you have some choices.
You can give viewers access to the full notebook, but if you do that, then the viewers will be able to see your chat, your sources and your notes.
And that’s probably not what you’re going to want to do. You will then want to change over to chat only.
What you’ll also want to do is you’ll want to make sure that your notebook access is going to be restricted to the individuals to whom you are going to give the notebook, and those are going to be the individuals that you’re going to have in your discussion community.
You’re going to want to turn on your welcome note. You want to use all 500 characters to explain to individuals what they are going to see.
Now, if you want to know what the individuals who you give your notebook are going to see, you can click this preview button.
The individuals will see the chat area only. They will not see the studio area. They will not see your sources. There will be a manual part of the process.
The manual part of the process will be adding the individuals to the group. So you will need to type in each email address one by one.
And so as you add individuals to the group and to your notebook, you are then going to click send.
That individual is going to get an email from you, and they’ll then be able to click on this element in order to join your notebook.
They will then have access to your notebook. What you will notice then is that they will not have access to your most recent chats.
So the only thing they’ll have access to are going to be the chats that they start based on the sources that they are getting in your notebook.
For the discussion element, what you’ll need to do is you’ll need to go to groups.google.com you’ll then need to create a group.
You want to give your group a description and you want that group description to be based on the notebook that they’re going to be interacting with.
You do have 5,000 characters here, so you can be A little more generous in your explanation and explain to the individuals that this group is going to be connected to the notebook that they’ve been given access to.
You’re going to click next. What you will then do is you want to make sure that the only people who can become part of this group will be invited users. You will then click next.
What you will then do is you will then begin to add individuals one at a time.
You do have 1,000 characters here in the invitation, so you want to be generous in your explanation to make sure individuals know that this is connected to the notebook.
If you want to make one of the individuals a group manager, you can make them one.
You can make it so that the subscription that they’re going to be getting is going to be based on a digest, a bridge, or no email.
Routinely the default setting is going to be email. So they’ll get emails to all of the posts that are going to be generated inside of the group and you are then going to create the group.
It’s important to note that having a three letter group handle did not allow us to create the group. So we did have to go back and place more characters in in order to create the group.
The group creation process now works. We can now go to the group. The group is now available for discussions.
Your members are going to need to log in@groups.google.com and when they log into groups.google.com you using the email address where you invited them.
They’ll then have access to the group. It’s possible that they may not see an email for that group.
Once they click inside of the group, they can start a conversation and they can have discussion with you and other members of the group about whatever you have in your notebook.
Anytime there is discussion in the group, the individuals in your group will get email to the Gmail they have associated with the notebook.
Third component you will need is a drive for all of the assets that you want to give people access to. And so to do that, you’re going to go to your Google Drive and set up a folder.
What you will then do is you will then share that folder.
What you will then do is you will share that folder with a specific group. You will need to copy the email address of the group.
You can get that email address from the group settings. You will then add that specific email address to the group in order to share specifically with that group.
So the content in this folder remains specific to the individuals in your private group.
The individuals in your private group will then get an email inviting them to become part of the shared folder so that they can get assets that you have uploaded to the private folder.
What that means then is that while you will not be able to share your studio, what you can do with any Studio asset that you want to make available to the individuals in your group is you can download the Studio asset.
You can then upload that Studio asset to your Google Drive.
And so even though the individuals will not have access to your studio, you can still give them access to everything that you create in NotebookLM by uploading it to the private drive associated with the individuals in your group.
The individuals who you have allowed in your group will now have access to your folder. The individuals will need to click on the Shared with Me tab.
They will then see their folder. They will then have access to what you have given them from your NotebookLM notebook and they’ll then be able to use it.