As a library administrator, you can access the Team Folder settings directly from Google Drive.
|Access the Team Folder security center|
|Add new users or groups to the Team Folder|
|Edit permissions for existing users|
|Set public or private visibility|
|Choose the permission mode|
Access the Team Folder security center
1. Access a Team Folder library as a library administrator.
2. Press the gear button and select Security center.
These options are available in the General tab:
- Name: Rename your Team Folder.
Note: Don't use Google Drive's Rename button (see below) to rename your Team Folder, as AODocs does not recognize it.
- Root Folder:
- Push the Team Folder into the Google Drive of the users who have access to it.
- Choose to send the users an email notification informing them that a new Team Folder is added to their My Drive.
- Storage account: Retrieve the storage account associated with the Team Folder.
Learn more: The AODocs Storage Account
- Trash retention: Manage the library trash retention period by selecting to never delete the trash or automatically delete trashed files after 30 days.
Learn more: Manage the retention period of deleted files
- Activity report: Access the Team Folder’s activity report in the AODocs interface.
Learn more: View the audit log
These options are available in the Security tab:
- Sharing content: Select who can share files and folders:
- if you select the checkbox, only administrators are authorized to modify the sharing permissions of files and folders in the Team Folder
- if not, all users in the Team Folder with edit permissions are authorized to modify the sharing permissions of files and folders in the Team Folder
- Deleting content: Select who can delete files and folders:
- if you select the checkbox, only administrators are authorized to delete files and folders in the Team Folder
- if not, all users in the Team Folder with edit permissions are authorized to delete files and folders in the Team Folder
Add new users or groups to the Team Folder
1. Enter the email address of the new user or Google Group in the input field.
Note: When typing an email address, AODocs will autocomplete with email addresses available in your G Suite domain global address list.
2. Choose the permission level of the new user or Google Group:
- can view: user/group can only view the files but cannot make changes
- can edit: user/group can view and edit files
- is administrator: user/group can view and edit files and has full administration privileges including configuring library settings and adding/removing other administrators
3. Press Add to add the user/group to the list of people authorized to access the Team Folder.
Edit permissions for existing users
For existing users or groups, you can change their permission level or remove them from the Team Folder.
Set public or private visibility
Several visibility options are available for the Team Folder:
- Public on the web:
Anyone can access the Team Folder and it can be found by search engines. This option is available only if such public sharing is enabled in your G Suite domain.
- Anyone with the link:
Everyone with the link can access the Team Folder. URLs are not indexed, so can't be found by search engines, and as such hide the data by keeping the URL private to all those it has been shared with. This option is available only if such public sharing is enabled in your G Suite domain.
- People at [domain]:
Everyone in your G Suite domain will have access to the Team Folder. The Team Folder will be listed on their AODocs homepage.
- People at [domain] with link:
Everyone in your G Suite domain who has the link will have access to the Team Folder. The Team Folder will not be listed on the AODocs homepage of the users in this case.
- Specific people:
Only the people added to root folder permissions will have access to the Team Folder root folder. The Team Folder will be available on their AODocs homepage.
Note: The highest level of sharing outside of your domain set in the G Suite Administration console overrides the visibility options set at the library level.
Choose the permission mode
Use the checkbox Allow permissions to be changed at the subfolder and file levels to choose a permission mode for your Team Folder.
- Flexible permissions: the checkbox is selected.
Users with a sharing privilege are allowed to manage the permissions at the subfolder levels and on individual files.
- Uniform permissions: the checkbox is not selected.
Files take the permissions set at the library level and cannot be changed at the subfolder level or on individual files.
Properties (or metadata) provide information for a specific file. Properties can be used to structure documents to improve the search experience or to customize a workflow.
As a library administrator, you can add, edit or remove AODocs properties from a document class directly from Google Drive. Learn more: Configure document class properties from Google Drive.