This article explains how to share a folder or a document in Secured Folders.
The configuration and sharing methods in Secured Folders are more complex than in Team Folders, but provide greater control. Secured Folders give you the greatest control over file permissions while still being able to access files from the Google Drive interface.
Important: Files and folders in Secured Folders can't be shared directly from Google Drive. When you try to share a file in a Secured Folder using the Google Drive share icon, you can only request access to the file, even if you have the right to share it in AODocs. Use the AODocs interface to share files and folders in Secured Folders.
This article explains how to:
Automatically generated table of contents
Note: Library administrators can configure who can share documents and folders:
– contributors and library administrators
– library administrators only
– nobody
Learn more: Define the permissions mode and Prevent contributors from sharing documents.
Share a folder
By default, folders in Secured Folders inherit the permissions of the library. If you change the permissions on a folder, the change is applied to all its subfolders and documents.
Important: Make sure that the user or group you want to share the folder with has been added to the library root folder security settings. Only library administrators can access the library root folder settings. Learn more: Manage your root folder permissions.
1. In AODocs, open a view. You can use beta views or new views.
2. Select the folder in the view or in the left panel and select Folder permissions.
| #Beta views | #New views |
A dialog opens displaying the permissions for the folder you selected.
3. To apply specific permissions on the folder, first remove the permissions inheritance.
| #Beta views | #New views |
|
Click Change and select This folder's permissions are defined below. The folder no longer inherits the library permissions. The permissions are reset. |
Select Ignore inherited permissions. The folder no longer inherits the library permissions. The permissions are reset. |
4. You can then modify the sharing permissions as required.
| #Beta views | #New views |
Tip: To hide a folder in a Secured Folder from all users in the library except administrators, select This folder's permissions are defined below and save without adding any users. |
Tip: To hide a folder in a Secured Folder from all users in the library except administrators, select Ignore inherited permissions and save without adding any users. |
5. Click Save.
Note: Applying these permissions to the folder and its contents may take some time. This is because it triggers a permission change for every document and subfolder in this folder.
Tip: You can delegate the permissions by Google Groups.
Share a document
By default, the permissions of the documents in Secured Folders are inherited from the library. You can customize individual documents.
Important: Make sure that the user or group you want to share the document with has been added to the library root folder security settings. Only library administrators can access the library root folder security settings. Learn more: Manage your root folder permissions.
1. In a Secured Folder, either:
- open a document and select Document permissions in the More actions menu
- select a document in a view and click the Document permissions button
A dialog opens displaying the permissions for the document you selected.
2. To apply specific permissions to the document or its attached file, click Change and select This document's permissions are defined below.
This removes the permissions inheritance for this particular document. The permissions are reset.
Tip: To hide a document in a Secured Folder from all users in the library except the administrators, select This document's permissions are defined below and save without adding any users.
3. You can then modify the sharing permissions as required:
- add the user or group you want to share this specific document with, then click Add
- define the permissions in this document for each user or group you added:
- Can edit - for full edit rights on the document and its attached file
- Can edit attached files - for the right to edit the attached file only
- Can comment - for the right to add comments in the attached file
- Can view - for the right to view the document and its attached file
Note: The Can edit attached files permission is currently available in legacy and beta views only. It isn't yet available in new views.
4. Click Save.
Tip: You can delegate the permission management using Google Groups.
Set additional Google Drive permissions on attached files
In Secured Folders, you can set additional Google Drive permissions. These permissions aren’t managed by AODocs. They’re managed by Google Drive.
Sharing an attached file with additional Google Drive permissions doesn't share the AODocs document, folder structure or the library. The file is available in Google Drive under Shared with me.
Important:
– Only the attached file is shared using the additional Google Drive permissions. Additional users can't access the document from the AODocs interface or use the Smartbar features on the attached file.
– You can add any Google Account to the additional Google Drive permissions. By accessing the attached file, the user consumes an AODocs license.
– You can also add non-Google accounts. To request access to the EAP, contact your sales representative or send an email to: sales@aodocs.com. Learn more: Share documents with visitors.
– Additional users don't have to be declared in the allowlists.
1. In a Secured Folder, either:
- open a document and select Edit attachment permissions (Drive) in the More actions menu
-
select a document in a beta view and click the Attachment permissions (Drive) action button
Note: This button isn't available in the new views. You must open the document to access the attachment permissions feature.
2. You can change the Global visibility option.
These options can be combined with additional users or groups (see below):
- Public on the web
- Anyone with the link
- People at your domain
- People at your domain with the link
- Individual users or groups: no default additional Google Drive permissions are applied – only the users and groups you add will have access to the attached file
3. If you defined a global visibility setting other than Individual users or groups, select the permission level:
- Can view attachment
- Can comment in attachment
- Can edit attachment
4. You can add users or Google groups.
Notes:
– These users and groups are defined in addition to the global visibility option.
– Icons in the Outside your domain column indicate if users are outside your domain and if they are non-Google users.
5. Select the permission level for each user or group:
- Can view attachment
- Can comment in attachment
- Can edit attachment
6. Save the modification.
7. Share the Google Drive URL with the additional users.
Additional Drive permissions on attachments dialog