Manage permissions with Google groups

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

To create Google Groups, learn more: G Suite Administrator Help - Groups. 

Note: The G Suite super administrator can decide who can create Google groups (settings from the G Suite Admin console). If you are not part of a Super Admin team or a Group Admin team, the “Create Group” button does not appear.

If Google Groups are configured to receive email notifications from AODocs, make sure the posting permissions to the group are set on Public. Learn more: Manage Google Groups Settings

Learn more: Notification email sent by AODocs

Note: To avoid confusion and better maintain your google Google Groups, we recommend using naming conventions.

Google Groups can be used as nested Groups (groups containing other groups) to cascade permissions down to the end-users of the final Groups.

Google Groups can be renamed (Group name and email address) to 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 the 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 of your domain is refreshed everyday. if you are using Groups to use functionalities such as "Push to users' 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 field when multiple values option is selected for the property. In this case, the autocomplete suggestions will contain Google Groups as well as individual addresses.

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