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 or a document in a Secured Folder library. Its configuration and sharing methods are more complex than the AODocs Team Folder but provide greater control.

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

Note: Library administrators can configure who can share a folder or a document:
- Contributors and library administrators
- Library administrators only
- Nobody
Learn more: Choose your permission modePrevent contributors from changing document permissions.


Share a 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

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

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

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The following pop-up opens:

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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.

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

4. Select This folder permissions are defined below.

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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 in a Secured Folder to every user of the library except the administrators, select This folder permissions are defined below and save without adding anybody else.

5. You can then modify the sharing permissions as required: add the user or group you want to share this specific folder with. Permissions available at the folder level are Can view and Can Edit.

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6. 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 document 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

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

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

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The AODocs interface opens displaying the selected file.

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

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The following pop-up opens:

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By default, the permissions of all the files of a Secured Folder are inherited by the library permission and it can be customized on a per-file basis.

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

4. Select This document's permissions are defined below:

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This will break the permissions inheritance of the library over this particular document. 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, select the option This folder permissions are defined below and save without adding any user.

5. You can then modify the sharing permissions as required: add the user or group you want to share this specific document with. Permissions available at the document level are Can view, Can Comment and Can Edit.

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6. Press Save.

Tip: You can delegate the permission management using Google Groups.

Important: Files in Secured Folders can't be shared directly from Google Drive. When you try to share a document from a Secured Folder using the Google Drive share icon, you can only request access to the file, even if you have the right to share a document in AODocs.



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 Google groups.

4. Select the permissions level: Can read, Can comment or Can edit.

5. You can also change the Visibility option:

  • Public on the web
  • Anyone with the link
  • People at your domain
  • People at your domain with the link

6. Save the modification.

7. 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.

 


Share a Google file from Google Drive

Important:
- This section only applies to 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.

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

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3. You are redirected to the Document permissions pop-up of the AODocs document. You can then follow the steps 3 to 6 of the Share a document section.

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