Share files and folders in your Secured Folder

AODocs Secured Folder is the type of Library in AODocs which gives you the greatest control over the files' permissions while still being able to access the files from the Google Drive interface.
This article explains how to share a folder and a document of a Secured Folder. Its configuration and sharing methods are more complex than the AODocs Team Folder but provide greater control.

The following sections apply for a Secured Folders library configured with:

Share a single folder
Share a document of the library
Share a Google file from Google drive
Set a document additional permission

 


Share a single folder

We will guide you through applying a specific sharing on a folder of a Secured Folder library.

Prerequisite:
Ensure that the user or group you want to share the folder with, has been added to the library root folder security settings. Ask your library administrator to add the group or user to the library root folder security settings.
Accessing the library root folder security settings is only available to library administrators.
Learn more here: Secured Folder security settings

Once the prerequisite is met, you can share the folder with the group or user:

1. In Google Drive select the folder you want to share and right click and select Open with > AODocs

2. Select the folder in the side bar or in the view, then click on Share.

The following pop-up appears:

Note: By default, all the folders inherit the permissions of the library. If the permissions are changed on a folder, then the change is applied on all the contained folders and files.

2. To apply specific permissions on the folder, Click on the “Change”

3. Select “This folder permissions are defined below:



This will break the permissions inheritance of the library over this particular folder. The permissions are reset and only the library administrators are listed.

Tip: If you want to hide a folder from a Secured Folder library to every user of the library except the administrators. Leave the permissions as they are, after applying the previous change.

4. You can then modify the sharing permissions to your liking; adding the user or the group you want to share this specific folder with.

5. Click on Save.

Note: Applying these permissions to the folder and all the files it contains might take some time since it is going to trigger a permission change for every file and subfolder of this folder.

Tip: You can delegate the permissions by google groups.

 


Share a document

Prerequisite:
Ensure that the user or group you want to share the folder with, has been added to the library root folder security settings. Ask your library administrator to add the group or user to the library root folder security settings.
Accessing the library root folder security settings is only available to library administrator. Learn more here: Library security settings

If you do not want to share the whole library to a user, you can see how to add an Additional Permission.

Once the prerequisite is met, you can share the folder with the group of user:

1. In Google Drive select the file you want to share, right click and select Open with > AODocs.

The AODocs interface opens displaying the selected folder.

2. Then click on "Edit document or folder permissions".

The following pop up appears:

By default the sharing of all the files of a Secured Folder is inherited by the Library Permission and it can be customized on a per folder basis.

3. To apply specific permissions on the folder, Click on the “Change”.

4. Select “This folder permissions are defined below”:


This will break the permissions inheritance of the library over this particular folder. The permissions are reset and only the library administrators are listed.

Tip: If you want to hide a document from a secured folder library from every user of the library except the administrators. Leave the permissions are they are after applying the previous change.

5. You can then modify the sharing permissions to your liking; adding the user or the group you want to share this specific folder to.

6. Click on Save.

Tip: You can delegate the permissions by Google Groups.



Share a Google file from Google Drive

Important:
This section only applies for Google Docs, Sheets and Slides.
You need to be allowed to share the document.
The AODocs Smartbar needs to be installed.
Learn more here: Install the AODocs Smartbar

1. In Google Drive, open a Google file (Docs, Sheets or Slide) stored in a Secured Folder.

2. Once the Smartbar is loaded on the page, click on the top-right button “Share”.

3. You are redirected to the AODocs interface on the AODocs document with the document permission pop-up opened.



Set a document additional permission

In Secured Folders, “Document permissions” pop-up has a specific tab: “Additional Permissions”.

Important:
- Additional users do not have to be declared in the library permissions nor the whitelisted users.
- Any google account can be added to the additional permissions, by accessing the attachment, the user will consume an AODocs license.
- Only the attachment is shared using the additional permissions, the users can not access the document from the AODocs interface or using Smartbar features on the attachment.

  1. As explained in the section “Share a document”, open the “Document permissions” pop-up.
  2. Access the tab “Additional Permissions”.
  3. Add users or Groups.
  4. Select the permissions level between “Can read”, “Can comment” and “Can edit”.
  5. Save the modification.
  6. Share the Google drive URL with the additional users.

Tip: The file will be available in the “ Shared with me” section of their Google Drive interface.

Sharing a document with additional permissions will not share the folder structure nor library. The file will be available in the “Shared with me” section of their Google Drive interface.

Note: you can also share a document in “Can comment” mode in the additional permissions (not yet available in the AODocs permissions).

 

Expected behavior when trying to share a document from Google Drive

Important: Files in Secured Folders cannot be shared directly using drive. As a user you need to request permission to share the file with additional users. The screenshot below shows the message that appears when you try to share a secured folder.


Sharing settings from the Google Drive interface

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