AODocs recommends the use of 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: G Suite Administrator Help — Groups.
Note: The G Suite super administrator can decide who can create Google groups in the G Suite Admin console. You must be a Google group manager to be able to create and manage Google groups.
If Google Groups is configured to receive email notifications from AODocs, make sure the posting permissions to the group are set to Anyone on the web.
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 Google groups 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 Folders or Secured Folders 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.