Share documents and folders in your Secured Folders

A Secured Folder is the type of library in AODocs which gives you the greatest control over file permissions while still being able to access files from the Google Drive interface.

This article explains how to share a folder or a document in Secured Folders. The configuration and sharing methods are more complex than in Team Folders but provide greater control.

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.

Share a folder
Share a document
Set additional Google Drive permissions in a document

Note: Library administrators can configure who can share documents and folders:
– contributors and library administrators
– library administrators only
– nobody
Learn more: Define the permissions modePrevent users from changing document permissions.


Share a folder

Important: Ensure 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: Configure security settings in Secured Folders from Google Drive.

1. In AODocs, open a view

2. Select the folder in the view and press Edit document or folder permissions.

image01.png

A pop-up opens displaying the permissions for the folder you selected.

Note: By default, all the folders inherit the permissions of the library. If the permissions are changed on a folder, the change is applied on all its subfolders and documents.

3. To apply specific permissions on the folder, press Change > This folder's permissions are defined below.

image03.png

This breaks the permissions inheritance of the library for this particular folder. The permissions are reset and only the library administrators are listed.

Tip: To hide a folder in a Secured Folder from all users in the library except the administrators, select This folder's permissions are defined below and save without adding any users.

4. You can then modify the sharing permissions as required:

  • add the user or group you want to share this specific folder with, then press Add
  • define the permissions available at the folder level for each user or group you added: Can view or Can Edit

5. Press Save.

image03.png

Note: Applying these permissions to the folder and all the documents it contains may take some time since 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

Important: Ensure 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: Configure security settings in Secured Folders from Google Drive.

Note: If you don't want to share the whole library with a user, see how to set additional permissions in a document.

1. Open a document in AODocs or select a document in a view.

2. Press Edit document or folder permissions.

image04_.png

A pop-up opens displaying the permissions for the document you selected.

Note: By default, the permissions of all the documents in a Secured Folder are inherited from the library and can be customized on a per-document basis.

3. To apply specific permissions on the document, press Change > This document's permissions are defined below.

image05.png

This breaks the permissions inheritance of the library for this particular document. The permissions are reset and only the library administrators are listed.

Tip: To hide a folder 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.

4. You can then modify the sharing permissions as required:

  • add the user or group you want to share this specific document with, then press Add
  • define the permissions in this document for each user or group you added: 
    • Can edit
    • Can comment
    • Can view

image06.png

5. Press Save.

Tip: You can delegate the permission management using Google Groups.


Set additional Google Drive permissions in a document

In Secured Folders, the Document permissions pop-up has a tab Additional Google Drive Permissions.

Important:
– Additional users don't have to be declared in the library permissions or the whitelisted users.
– You can add any Google account to the additional permissions. By accessing the attachment, the user consumes an AODocs license.
– Only the attachment is shared using the additional permissions. Additional users can't access the document from the AODocs interface or use the Smartbar features on the attachment.

1. As explained in the section Share a document, open the Document permissions pop-up.

2. Select the tab Additional Google Drive Permissions.

3. Add users or Google groups.

4. Select the permissions level:

  • Can edit
  • Can comment
  • Can view

5. You can also change the Visibility option:

  • Public on the web
  • Anyone with the link
  • People at your domain
  • People at your domain with the link

6. Save the modification.

7. Share the Google Drive URL with the additional users.

image07.png

Sharing a document with additional permissions doesn't share the folder structure or the library. The file will be available in Google Drive under Shared with me.

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Comments

4 comments
  • How to get to the sharing settings and get the link to provide???

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  • Hello Donia,
    To get the sharing settings of your Secured Folder (the last screenshot in the article), open the Secured folder in Drive from your AODocs home page: https://goo.gl/cFf378
    Then (from the drive interface) click on the sharing button: https://goo.gl/z8zIhr, you should be able to retrieve the link of the file to provide.
    Hope it helps.

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  • Hi!
    How do I give external people access to a secured folder if they don't have a Google Account?

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  • Hi Jeremy,
    Sorry for the delay. They need to have a Google account, they can follow this procedure to get one easily:
    Accessing AODocs without a G Suite or Gmail account
    https://support.aodocs.com/hc/en-us/articles/217994523

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