Share documents and folders in your Secured Folder

A Secured Folder is the type of library in AODocs which gives you the greatest control over file permissions while still being able to access files from the Google Drive interface.

This article explains how to share a folder and a document in a Secured Folder library. Its configuration and sharing methods are more complex than the AODocs Team Folder but provide greater control.

The following sections apply to a Secured Folder configured with:

Share a single folder
Share a document
Share a Google file from Google Drive
Set an additional permission in a document

 


Share a single folder

This article guides you through applying a specific sharing permission on a folder in a Secured Folder.

Prerequisite:
Ensure that the user or group you want to share the folder with has been added to the library root folder security settings. Only library administrators can access the library root folder security settings.
Learn more: Secured Folder security center

Once the prerequisite is met, you can share the folder with the group or user:

1. In Google Drive select the folder you want to share and right click and select Open with > AODocs.

2. Select the folder in the side bar or in the view, and press Share.

The following pop-up opens:

Note: By default, all the folders inherit the permissions of the library. If the permissions are changed on a folder, the change is applied on all the contained folders and files.

2. To apply specific permissions on the folder, press Change.

3. Select This folder permissions are defined below:



This will break the permissions inheritance of the library over this particular folder. The permissions are reset and only the library administrators are listed.

Tip: If you want to hide a folder from a Secured Folder to every user of the library except the administrators, leave the permissions as they are, after applying the previous change.

4. You can then modify the sharing permissions as required: add the user or group you want to share this specific folder with.

5. Press Save.

Note: Applying these permissions to the folder and all the files it contains may take some time since it triggers a permission change for every file and subfolder in this folder.

Tip: You can delegate the permissions by Google Groups.

 


Share a document

Prerequisite:
Ensure that the user or group you want to share the folder with has been added to the library root folder security settings. Only library administrators can access the library root folder security settings.
Learn more: Secured Folder security center

If you don't want to share the whole library to a user, see how to set and additional permission in a document.

Once the prerequisite is met, you can share the folder with the group of user:

1. In Google Drive select the file you want to share, right-click and select Open with > AODocs.

The AODocs interface opens displaying the selected folder.

2. Then press the Edit document or folder permissions button.

The following pop-up opens:

By default the permissions of all the files of a Secured Folder is inherited by the library permission and it can be customized on a per folder basis.

3. To apply specific permissions on the folder, press Change.

4. Select This folder permissions are defined below:


This will break the permissions inheritance of the library over this particular folder. The permissions are reset and only the library administrators are listed.

Tip: If you want to hide a document from a secured folder from every user of the library except the administrators, leave the permissions as they are after applying the previous change.

5. You can then modify the sharing permissions as required: add the user or group you want to share this specific folder with.

6. Press Save.

Tip: You can delegate the permissions by Google Groups.



Share a Google file from Google Drive

Important:
This section only applies for Google Docs, Sheets and Slides.
You must be allowed to share the document.
The AODocs Smartbar must be installed.
Learn more: Install the AODocs Smartbar

1. In Google Drive, open a Google file (Docs, Sheets or Slide) stored in a Secured Folder.

2. Once the Smartbar is loaded on the page, press Share in the top right of the screen.

3. You are redirected to the AODocs document with the Document permissions pop-up open.



Set an additional permission in a document

In Secured Folders,  the Document permissions pop-up has a specific tab Additional Permissions.

Important:
- Additional users don't have to be declared in the library permissions or the whitelisted users.
- You can add any Google account to the additional permissions; by accessing the attachment, the user will consume an AODocs license.
- Only the attachment is shared using the additional permissions, the users can't access the document from the AODocs interface or use the Smartbar features on the attachment.

  1. As explained in the section Share a document, open the Document permissions pop-up.
  2. Select the tab Additional Permissions.
  3. Add users or groups.
  4. Select the permissions level: Can read, Can comment or Can edit.
  5. Save the modification.
  6. Share the Google Drive URL with the additional users.

 

Sharing a document with additional permissions doesn't share the folder structure or the library. The file will be available in the Shared with me section of their Google Drive interface.

Note: You can also share a document in Can comment mode in the additional permissions (not yet available in the AODocs permissions).

 

Expected behavior when trying to share a document from Google Drive

Important: Files in Secured Folders can't be shared directly using Google Drive. As a user you must request permission to share the file with additional users. The screenshot below shows the message that appears when you try to share a secured folder.


Sharing settings from the Google Drive interface

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