Share your Document Management libraries

 

As a library administrator, you can define your library administrators, contributors and readers though the library security settings.

Note: If you are administrator of a Team Folder or a Secured Folder, you are recommended to access the library settings from the Google Drive interface with the AODocs Smartbar. Learn more: 
 Team Folder security center  
– Secured Folder security center

Access your library security settings
Manage your library's visibility
Add users and Google groups and manage library roles
Video: Share your Document Management libraries 


Access your library security settings

1. Open your library.

2. Select Administration > Library security. The Library security pop-up opens.


Manage your library's visibility

Manage the access users have to your library by selecting a visibility option:

  • Private library: only listed users and groups have access - only added users and Google groups can access the library
  • Public library: all users in the domain have reader access - all domain users can access the library and have a reader role
  • Public library: all users in the domain have contributor access - all domain users can access the library and have a contributor role

    Learn more: What are roles?

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Add users and Google groups and manage library roles

Regardless of the visibility option chosen, you can grant access to your library to specific users or Google groups. 

Important: If a user is defined by both a visibility option and in specific permissions (as an individual user or in a Google group), the wider permissions will be granted to this user.

To add users and define their roles in the library: 

1. Enter the email address of a user or Google Group. 

2. Press Add. The user or group is added to the list.

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3. Define the role of the user. 

Note: After the creation of a new library, the library creator is assigned a library administrator role. Library administrators can add and remove users and administrators.

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Administrator

 

Members of the administrator role have full access to all the documents in the library, bypassing the document-level security. Administrators are automatically members of the contributor and reader roles.

 

Contributor

Members of the contributor role can be given read/write permissions on the documents in the library. Being a member of the contributor role does not grant write permission on all documents, but rather makes it possible to be given this permission. To be able to modify a document, a user must be both a member of the contributor role and have write permissions on the document. 

Reader

Members of the reader role can see the library on the AODocs homepage, open the library and search for documents. They can open the documents for which they have read permission. Being a member of the reader role does not grant read permission on all documents, but rather makes it possible to be given this permission in order to view a document. A user must be both a member of the reader role and have read permission on the document.

 

Learn more: What are roles?

4. Press Save.

5. You can press the Apply same permissions to root folder’s children items link to apply these library permissions to every document in the library. This resets any existing document permissions.

6. Press the red cross to remove a user or group.

Learn more: Configure inherited permissions on document classes.


Video: Share your Document Management libraries

Learn more: Share documents in your Document Management libraries

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Comments

2 comments
  • Hi Michael,
    You are mentioning the AODocs Smarbar (Chrome extension) which works in the Google Drive interface. The screens of this article describe the AODocs interface https://aodocs.altirnao.com. Also the Library Security screen will defer depending on the type of library you use. This article describes the security settings of a Document Management Library.

    If you are administering a Team Folder or a Secured Folder we recommend that you access the library settings from the Google Drive interface with the AODocs Smartbar. (see links above in the article)

  • This article appear recent and dated "November 21, 2017 20:03". I am using Chrome extension AODocs - Smartbar for G Suite 5.3.3. My screens do not match the screenshots within this article. Any guidance appreciated.

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