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

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. If you aren't part of a Super Admin team or a Group Admin team, the Create Group button isn't displayed.

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


Learn more: Notification email sent by AODocs

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 on your domain is refreshed everyday. 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 field when the Multiple values option is selected for a property. In this case, the autocomplete suggestions contain Google groups as well as individual addresses.

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