This article explains how to share AODocs documents in Document Management libraries.

In AODocs libraries, sharing permissions can be inherited from a folder, a document class, or a workflow state.

Library administrators can prevent users from changing the sharing permissions in the library. In this case, you can't change the sharing permissions of individual documents.

If users are allowed to change the sharing permissions of individual documents regardless of the inherited permissions in the library, you can follow the procedures described in this article.

Note: Learn more about sharing permissions with Google groups in AODocs and Microsoft groups in AODocs.

This article explains how to:

Automatically generated table of contents

Check the permission inheritance mode

1. In a Document Management library 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

2. Check if you're allowed to override the inheritance mode and change the sharing permissions of individual documents.

Add permissions on top of the inherited permissions

Important: Make sure that the users or groups you want to share the document with have been added to the library security settings. Only library administrators can access the library security settings. Learn more: Define library permissions.

1. Enter the name or email address of the user or group and click Add.

2. Select the permission level for the added user:

• Read: permission to read a document, including its attached files
• Comment: permission to comment attached Google files only (Google documents, spreadsheets, presentations) — all other elements of the document are read-only
• Edit attached files: permission to edit the content of existing attached files only (without the possibility to add or remove attached files) — all other elements of the document are read-only

Note: The Can edit attached files permission is currently available in legacy and beta views only. It isn't yet available in new views.

• Write: permission to modify a document, for example:
  • edit the document's properties
  • rename the document
  • check out and check in the document
  • move the document to a different folder
  • add, edit, or remove an attached file
• Delete: permission to delete the document
• Share: permission to modify the document's permissions

Note: Library administrators can remove the Delete and Share permissions for contributors. In this case, these options aren't available for contributors in the Document permissions dialog.

3. If required, select Prevent viewers from downloading, copying and printing to prevent users with read-only access to the document from downloading it.

4. To delete the users you added, click the delete button.

Note: You can’t delete administrators or inherited permissions.

5. Click Save.

Remove all inherited permissions and set new permissions

Important: Make sure that the users or groups you want to share the document with have been added to the library security settings. Only library administrators can access the library security settings. Learn more: Define library permissions.

1. Click Change and select Ignore inherited permissions.

2. Enter the name or email address of the user or Google group and click Add.

3. Select the permission level for the added user:

• Read: permission to read a document, including its attached files
• Comment: permission to comment attached Google files only (Google documents, spreadsheets, presentations) — all other elements of the document are read-only
• Edit attached files: permission to edit the content of attached files only — all other elements of the document are read-only

Note: The Can edit attached files permission is currently available in beta views only. It isn't yet available in new views or in the permissions dialog accessed from the document.

• Write: permission to modify a document, for example:
  • edit the document's properties
  • rename the document
  • check out and check in the document
  • move the document to a different folder
  • add, edit, or remove an attached file
• Delete: permission to delete the document
• Share: permission to modify the document's permissions

Note: Library administrators can remove the Delete and Share permissions for contributors. In this case, these options aren't available for contributors in the Document permissions dialog.

4. If required, select Prevent viewers from downloading, copying and printing to prevent users with read-only access to the document from downloading it.

5. Choose the visibility mode of the document:

• Documents visible only to specific users and groups: only users and groups defined in the list of document permissions (step 3) have access to the document
• Document visible to all library readers: the document is read-only to all users, including contributors
• Documents editable by all library contributors: contributors can edit the document, readers can’t view it
• Documents visible and editable by all: contributors can edit the document, readers can view it

6. To delete the users you added, click the delete button.

Note: You can’t delete administrator permissions.

7. Click Save.

Set additional Drive permissions on attached files

Note: This feature is available only in libraries using Google Drive. It isn't available in libraries using other storage platforms such as Google Cloud Storage or Azure Blob Storage.

You can set additional Drive permissions in the Document Management libraries on your domain for external users. These permissions aren’t managed by AODocs. They’re managed by Google Drive.

Sharing attached files with additional Drive permissions doesn't share the AODocs document, folder structure, or the library. The files are available in Google Drive under Shared with me.

Important:
– Only attached files are shared using the additional 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 Drive permissions. 
– You can also add non-Google accounts. Learn more: Share documents with visitors.
– By accessing the attached file, the additional user consumes an AODocs license.
– Additional users must be declared in an allowlist. However, AODocs super administrators can bypass the allowlist for additional Drive permissions in Document Management libraries.

1. If the allowlist hasn't been bypassed for your library, make sure that any external users you want to add are allowlisted. Your AODocs super administrator can:

• add users or Google groups to the allowlist
• add a domain to the allowlist 

2. In a Document Management library, either:

• open a document and select Additional Drive permissions in the More actions menu

• select a document in a beta view and click the Attachment permissions (Drive) button

 3. You can change the Global visibility option. These options can be combined with additional users or Google groups (see below):

• People at your domain
• People at your domain with the link
• Individual users or groups: no default additional Drive permissions are applied – only the users and Google groups you add will have access to the attached files

4. If you defined a global visibility setting other than Individual users or groups, select the permission level:

• Can view attached file (if any)
• Can comment in attached file (if any)
• Can edit attached file (if any)

5. You can add users or Google groups.

Notes:
– These users and Google 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.

6. Select the permission level for each user or Google group:

• Can view attached files (if any)
• Can comment in attached files (if any)
• Can edit attached files (if any)

7. Save the modification.

8. Share the Google Drive URLs of your attached files with the additional users.