More information about external users

Who can access AODocs?

To access AODocs, users need to have one of the following accounts:

What is an external user?

A user account is considered as "external" if it is not on the Google domain where AODocs is installed.

Note: A Google domain can manage different domain names (primary, secondary and alias domains). The primary and secondary are, by definition, different. Users from the same Google domain can be and Even with different domain names, they will both be internal users of the Google domain

To be able to access to an AODocs library (Secured Folder or Document Management library), external users must be added to a global trusted list, managed by AODocs super administrators.

Learn more: Manage external users.

Adding files as an external user

Google Drive doesn't let you transfer ownership of files between different Google domains (learn more: Make someone else the owner of your file), so a certain number of limitations apply for external users adding content to AODocs:

  • When an external user adds files to a library via the AODocs user interface, AODocs makes a copy of the files instead of changing the ownership. As a result, the original file remains in the external user's My Drive and the copy is added to the AODocs library, owned by the AODocs corporate account. Copying Google documents, spreadsheets and presentations resets the document revision history, so the file added to AODocs doesn't have the revision history of the original file. 
  • When an external user uploads a file from their local disk, the uploaded file is added to the external user's My Drive. AODocs can't transfer ownership of the uploaded file (see previous bullet point), so the uploaded file is copied to AODocs and the original file stays in the user's My Drive folder.
  • Creating new Google files (Google documents, spreadsheets, presentations) in the AODocs user interface is slower for external users than for regular users because AODocs needs to do more permission manipulations.

Note: Currently when importing the external files to an AODocs library, the files are added to the library but don't keep the original permissions of the file.

Use AODocs from Google Drive as an external user

External users can use AODocs from Google Drive but some limitations exist.

Learn more: AODocs Smartbar multi-domain usage.

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  • This is a common issue for us and I often have to explain this to users.
    I recommend that external users do not create folders in our libraries.
    Could you say more about what happens to Folder in this article?

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  • Hi John, external users are able to create folders in libraries, but they don’t have the option to import a whole folder from Google Drive. Is this what you are referring to?

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