We recommend using Google Groups to:
- manage library and document permissions
- manage library roles
- manage who can validate a workflow transition
- receive email notifications
Learn more about creating Google groups: Google Workspace Admin Help — Groups.
It is possible to include any user with any email address in a Google group, including Microsoft users. They inherit the permissions of the group just like Google users. This applies to:
- library permissions
- document class permissions
- workflow state permissions
- document permissions
Note: You must be a Google group manager to be able to create and manage groups. Google Workspace super admins can decide who can create Google groups in the Google Admin console.
If your Google group is configured to receive email notifications from AODocs, make sure the group's posting permissions are set to Anyone on the web.
Note: This option is available only if it's enabled in the Google Admin console by Google Workspace super admins or users with group management rights.
– Options for limiting group access & activity
– Manage your groups - View or edit group details
Note: To avoid confusion and better maintain your Google groups, we recommend using naming conventions.
Google Groups can be used to create nested groups (groups containing other groups) to cascade permissions down to the end users of the final groups.
You can rename Google groups (group name and email address) on the condition that the original email address is kept as an alias of the group.
Learn more: Manage your groups – Add or remove group email aliases.
AODocs provides autocomplete of Google groups in the permissions of the libraries. The list of groups of your domain is refreshed every 6 hours.
The list of the members of the groups in your domain is refreshed every day. If you're using Google groups to use features such as Push Team Folder or Secured Folder shortcuts to users' My Drive, any change in the groups can take up to 24 hours to be taken into account.
Note: You can enter the email address of a Google group in a Person property when the Multiple values option is selected for a property. Learn more: Configure custom properties from Google Drive. In this case, the autocomplete suggestions contain Google groups as well as individual addresses.