Managing Google Share Permissions

This article will show any Google Shares administrator how to manage access using Google Groups.  This can't be done directly from Google Drive, you have to make these changes using Google Groups as per the instructions below.

Navigation
Adding Users To A Google Shared Drive
Removing Users From A Google Shared Drive
Elevating A User's Access Level To A Google Shared Drive

Adding Users To A Google Shared Drive

Visit your Apps page (sign in using your SPU email account if prompted) and select Groups for Business.
Select All groups from the left menu.

Enter SFA- and the name of the Google Share in the search bar at the top.  You will see two groups:

  • SFA-(FOLDER NAME) Read Only, is a group that will give users Read-only access to the Google Share.
  • SFA-(FOLDER NAME) is a group that will give users Read/Write access to the Google Share. They can add or edit files and folders in the Google Share if a member of this group.
Click the add a person icon next to the group share folder.

Enter the email address of the new member in the Group members field, then click Add members.

If you wish to give someone else permission to add members, add them to the Group managers field instead.

For security purposes, we recommend only 1 owner per folder.
The user will now see the shared folder in their Google Drive under the Shared Drives section. Please allow up to 30 minutes for changes to apply if this is not the case.

Removing Users From A Google Shared Drive

Visit your Apps page (sign in using your SPU email account if prompted) and select Groups for Business.
Select All groups from the left menu.

Enter SFA- and the name of the Google Share in the search bar at the top.  You will see two groups:

  • SFA-(FOLDER NAME) Read Only, is a group that will give users Read-only access to the Google Share.
  • SFA-(FOLDER NAME) is a group that will give users Read/Write access to the Google Share. They can add or edit files and folders in the Google Share if a member of this group.
Click on the name of the appropriate group to be brought to the page shown.
Select the Members section on the left sidebar to see the current list of group members. Click on their profile icon, then click the minus symbol to remove them from the group.
Click OK to confirm.

Elevating A User's Access Level To A Google Shared Drive

There may be cases where you wish someone other than the owner of the Google Share to be able to manage membership. In this situation, you need to elevate their role using the following steps.

First, visit your Apps page (sign in using your SPU email account if prompted) and select Groups for Business.
Select All groups from the left menu.

Enter SFA- and the name of the Google Share in the search bar at the top.  You will see two groups:

  • SFA-(FOLDER NAME) Read Only, is a group that will give users Read-only access to the Google Share.
  • SFA-(FOLDER NAME) is a group that will give users Read/Write access to the Google Share. They can add or edit files and folders in the Google Share if a member of this group.
Click on the name of the appropriate group to be brought to the page shown.
Select the Members option from the left sidebar and then find the person whose role you wish to elevate.  Click on the drop-down arrow next to the column showing their current role.
Choose Manager from the list. They now can manage membership of the specified Google Share.

Details

Article ID: 152301
Created
Wed 6/14/23 3:44 PM
Modified
Tue 1/30/24 10:43 AM

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