Secured Folder security center

As a library administrator, you can access the Secured Folder security center directly from Google Drive.

Important: The AODocs Smartbar has to be installed to access the Secured Folder settings in the Google Drive interface. Learn more: Install the AODocs Smartbar.

Access the Secured Folder security center
General
Security
 User permissions
 Properties


Access the Secured Folder security center

1. Access a Secured Folder library as a library administrator.

2. Click the gear button and select Security center

Secured_Folder.jpg

3. The security center window of a Secured Folder is composed of these sections:


General

In the General section, you can:

  • Name: Rename your Secured Folder.

Note: Do not use Drive's "Rename" button (see below) to rename your library, as AODocs does not recognize it.

  • Root Folder: Check the Add the library's root folder to every user's My Drive folder checkbox to push the Secured Folder into the Google Drive of users that have access to it and choose to send the users an email notification notifying them that a new Secured Folder is added to their My Drive.
    Learn more: Push AODocs Team Folder or Secured Folder to users' My Drive

  • Storage account: Retrieve the storage account associated with the Secured Folder.
    Learn more: The AODocs storage account

  • Trash retention: Manage the library trash retention period by selecting to never delete the trash or automatically delete trashed files after 30 days.
    Learn more: Manage the retention period of deleted files

  • Activity report: Access the Secured Folder’s activity report in the AODocs interface.
    Learn more: View the audit log

General_SF.jpg


Security

In the security section, you can:

  • Sharing content: Select who can share files and folders:
    • if the checkbox is checked, only administrators are authorized to modify the sharing permissions of files and folders in the Secured Folder.
    • if the checkbox is not checked, all users in the library with edit permissions are authorized to modify the sharing permissions of files and folders in the Secured Folder.
  • Deleting content: Select who can delete files and folders:
    • if the checkbox is checked, only administrators are authorized to delete files and folders in the Secured Folder.
    • if the checkbox is not checked, all users in the library with edit permissions are authorized to delete files and folders in the Secured Folder.
  • Managing folders: Select who can modify the folder structure:
    • if the checkbox is checked, only administrators are authorized to create subfolders, copy the folder structure and rename, move or delete folders in the Secured Folder.
    • if the checkbox is not checked, all users in the library with edit permissions are authorized to create subfolders, copy the folder structure and rename, move or delete folders in the Secured Folder.

Note: In a Secured Folder library, administrators can also prevent users from deleting, renaming or creating files and folders at the root folder level. Learn more: Restricted contributors permissions in Secured Folders

Security_SF.jpg


User permissions

Add new users or groups to the Secured Folder

To give access to the Secured Folder to new user:

1. Type the email address of the new user or Google Group in the input field.

Note: When typing an email address, AODocs will autocomplete email addresses available in your G Suite domain global address list.

2. Choose the permission level of the new user or Google Group:

  • can view: user/group can only view the files but cannot make changes.
  • can edit: user/group can view and edit files.
  • is administrator: user/group can view & edit files and has full administration privileges including configuring library settings and adding/removing other administrators.

3. Click on Add to add the users in the list of people authorized to access the Secured Folder.

add_SF.jpg

Edit permissions on existing users

For existing users or groups, you can change their permission level or remove them.

edit_SF.jpg

Set public or private visilibity

Several visibility options are available for the library:

  • Public on the web:
    Anyone can access it and it can be found by a search engine (this option is effective only if such public sharing is enabled in your G Suite domain)
  • Anyone with the link:
    Everyone with the link can access the Secured Folder. URLs are not indexed, so can't be found by means of a search engine, and as such hide the data by keeping the URL private to all those it has been shared with (this option is effective only if such public sharing is enabled in your G Suite domain).
  • People at (domain):
    Everyone on the specific domain will have access to the Secured Folder. The Secured Folder will be listed on their AODocs homepage.
  • People at (domain) with link:
    Everyone on the specific domain & having the link will have access to the Secured Folder. The Secured Folder will not be listed on the AODocs homepage of the users in this case.
  • Specific people:
    Only the people added to Root Folder permissions will have access to the Secured Folder. The Secured Folder will be available on their AODocs homepage.

Note: The highest level of sharing outside of your domain set in the G Suite Administration console overrides the visibility options set at the library level.

Private_pubic_SF.jpg

Choose the permission mode:

You can choose a permission mode for your Secured Folder. It can be flexible permissions or uniform permissions.

  • Flexible Permissions: The checkbox is checked
    User with a sharing privilege are allowed to manage the permissions at the subfolder levels and on individual files.
  • Uniform Permissions: The checkbox is unchecked
    Files are taking the permissions set at the library level and cannot be changed at the subfolder levels or on individual files.

Uniform_and_flexible_SF.jpg


Properties

A property is a field providing information for a specific file. Properties can be used to structure documents, to improve the search experience or to customize a workflow.
As a library administrator, it is possible to add,edit or remove an AODocs property from a document class directly from Google Drive.
Learn more: Configure document class properties from Google Drive

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