This article is aimed at customers who have signed up to the early access program to share attachments with non-Google users.
Note: To request access to the EAP, contact your sales representative or send an email to: sales@aodocs.com.
Users with sharing rights on documents can share attachments in Secured Folders and Document Management libraries with non-Google users.
Learn more about Google's visitor sharing feature: Share documents with visitors.
In AODocs, this feature is integrated in the additional Google Drive permissions. Learn more:
In this article:
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Getting started
To be able to add non-Google users in the additional Google Drive permissions, you must request access to our early access program. Contact your sales representatives or send an email to: sales@aodocs.com.
AODocs Support will:
-
enable additional Google Drive permissions in all Document Management libraries on your domain
- help your super administrators enable Google visitor sharing in specific libraries on your domain
To share attachments with additional users in Document Management libraries, they must be allowlisted. Learn more:
What are non-Google users and Google users?
A non-Google user (or "visitor" from a Google perspective) is a person who doesn’t have a Google Account. However, this user has a valid email account.
A Google user is a person who has a Google Account linked to an email account on a Google domain or a Gmail account.
Learn more: Create a Google Account.
Share attachments in Secured Folders with non-Google users
Follow the procedure to set additional Google Drive permissions on attachments in Secured Folders.
At step 4, add non-Google users. Then select the required permissions and click Save.
The non-Google users receive a notification. Learn more: Access shared attachments as non-Google users.
Notes:
– If you remove additional users from the document, they no longer have access to the attachments.
– If you change the permissions level (for example, from view access to edit access) the new permissions are applied transparently. Non-Google users don't receive another notification.
Share attachments in Document Management libraries with non-Google users
Follow the procedure to Set additional Google Drive permissions on attachments in Document Management libraries.
At step 5, add non-Google users. Then select the required permissions and click Save.
Note: If any of the non-Google users you add aren't allowlisted, an error message appears.
The non-Google users receive a notification. Learn more: Access shared attachments as non-Google users.
Notes:
– If you add attachments to your document after sharing it, the new attachments are automatically made available to the additional users; there's no need to re-share the document. Non-Google users receive another notification.
– If you remove additional users from the document, they no longer have access to the attachments. – If you change the permissions level (for example, from view access to edit access) the new permissions are applied transparently. Non-Google users don't receive another notification.
Access shared attachments as a non-Google user
Non-Google users receive one email per shared attachment, containing a link to the attachment. The email notifications are generated by Google Drive, not AODocs.
Note: Accessing shared attachments is managed entirely by Google's visitor sharing feature. Learn more: Share documents with visitors.
1. In the email notification, click Open.
2. Click Send to generate a code, then enter the code you received by email and click Next.
Note: You receive a single pin code that allows you to access all attachments shared with your email address. The pin code is active for seven days. If your pin code expires, follow the link from the email and generate a new pin code.
The shared file opens in the appropriate Google application (Docs, Sheets, Slides, and so on).
Note: Non-Google files open initially in the Google Drive Preview.