Google Docs and Drive Internal Sharing Guide

Overview

As part of our transparency value, most Google Docs should be transparent to all team members. It takes a conscious effort by everyone to be sure to share their Google Docs for the company to see.

Efficiency Tip: You should use your team’s Shared Drive instead of My Drive and create documents in a folder that is already shared with the company. This simplifies your workflow so you don’t need to remember to share each document.

• Company Policy - Confidentiality Levels
• Vendor Docs - Levels of Permissions
• Vendor Docs - Google Drive Sharing
• Vendor Docs - Google Drive File
• Vendor Docs - Google Drive Folder

Google Drive Permission Levels

• Viewer - People can view, but can’t change or share the file with others
• Commenter - People can make comments and suggestions, but can’t change or share the file with others
• Editor - People can make changes, accept or reject suggestions, and share the file with others

Share a Google Drive File

Reminder: There are multiple ways to share Google Drive files and folders.

1. Sign in to https://drive.google.com with your GitLab email address.

2. Navigate to the file or folder that you want to share.

3. Right click on the file or folder.

4. Select Share.

   

5. Add the email address of the individual(s) you wish to share the file or folder with.

   

6. Utilize the dropdown menu to the right of the email address to select the permission level to grant the individual(s).

   
   

7. Select the Notify people checkbox if you wish for the individual(s) to receive an email informing them of their new access to the file or folder.

8. Select the Send Button.

9. You will now see the next to the shared file or folder

Access a Shared Drive File

Reminder: There are multiple ways to share Google Drive files and folders.

1. Sign in to https://drive.google.com with your GitLab email address.

2. In the left-hand side menu bar select Shared with me.

   This will show you all documents that are shared with you including documents from Shared Drives. By default, the documents are listed in descending order of when the document was shared with you.

   

3. Use the Search in Drive search bar at the top center of the page to search for the team member whose files you wish to find that are shared with you.

   When you click in the search bar it will populate a list of users who have recently shared documents with you. If the team member appears in this list you can select them here or continue to type in their email in the search bar

   

4. Type in the email address of the team member whose files you wish to find.

   

5. Select the team member when it populates.

   This will prepend owner: to the search result. If the email address does not show you will have to manually add owner: in the search bar. i.e. owner:alibby@example.com

   

6. All documents that are shared with you by the team member will now populate in the Search results

   You can add filters as needed to search for a specific file.