As a library administrator, you can access the Secured Folder security center directly from Google Drive.
|Access the Secured Folder security center|
|Add new users or Google groups to the Secured Folder|
|Edit permissions on existing users|
|Set public or private visibility|
|Choose the permission mode|
Access the Secured Folder security center
1. Open a Secured Folder library as a library administrator.
2. Press the gear button and select Security center.
3. The security center window of a Secured Folder is composed of these sections:
These options are available in the General tab:
- Name: Rename your Secured Folder.
Note: Don't use the Rename button in Google Drive to rename your Secured Foder, as AODocs does not recognize it.
- Root Folder:
- Push the Secured Folder to the Google Drive of users with access to it.
- Send the users an email notification indicating that a new Secured Folder has been added to their My Drive.
- Storage account: View the name of the storage account associated with the Secured 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 Secured Folder’s activity report in the AODocs interface.
Learn more: View the library 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 Secured Folder.
- if you don't select the checkbox, all users in the Secured Folder with edit permissions are authorized to modify the sharing permissions of files and folders.
- 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 Secured Folder
- if you don't select the checkbox, all users in the library with edit permissions are authorized to delete files and folders
- Managing folders: Select who can modify the folder structure:
- if you select the checkbox, only administrators are authorized to create subfolders, copy the folder structure and rename, move or delete folders in the Secured Folder
- if you don't select the checkbox, all users in the library with edit permissions are authorized to create subfolders, copy the folder structure and rename, move or delete folders
Note: In Secured Folders, administrators can prevent users from deleting, renaming or creating files and folders at the root folder level. Learn more: Manage folder properties in Secured Folders.
Add new users or Google groups to the Secured Folder
1. Enter the email address of the new user or Google group in the input field.
Note: AODocs autocompletes 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 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 Secured Folder.
Edit permissions on existing users
For existing users or groups, you can change their permission level or remove them from the Secured Folder.
Set public or private visibility
Select the required visibility setting for your library:
- Only specified users have access to the library — select the required users
- All users in the domain have View access to the library
- All users in the domain have Edit access to the library
Note: The highest level of sharing outside 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 define a permission mode for your Secured Folder:
- Flexible permissions: the checkbox is selected.
Users with sharing privileges can manage permissions at the level of subfolders 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 level of subfolders 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.