See how people without a Google account can create and upload content to shared storage with the right permissions.
At the end of August 2022, Google announced that people on certain versions of Google Workspace will have the ability to give access to shared storage to people who lack a Google account. Specifically, invited guests can now create and upload files to shared storage. This extended access allows you to invite visitors to create or upload content, such as images or files, from people who don’t have a Google account, as well as collaborate on content on shared storage.
Visitor sharing allows a person with a Workspace account to share a folder or file from Google Drive to any email address — including people using email addresses not associated with any Google accounts . This makes it possible for two people to collaborate in Google Docs, Sheets, or Slides even if one of the collaborators has an email address that isn’t a Google account. This type of visitor sharing collaboration also works when editing Microsoft Word, Excel, or PowerPoint files in Docs, Sheets, or Slides.
When sharing is initiated with an email address associated with a Google account, the user is prompted to sign in. When that email address isn’t linked to a Google account, they’ll receive an email notification. When the invitee clicks on the share link, they will be taken to a verification screen, from which they can trigger the system to send an additional verification email containing an access token. Once verified, visitors will be granted access for seven days, after which they will need to verify again using the link in the original invitation email.
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Remember that file ownership differs between My Drive and Shared Storage. When someone with a Google account creates a new file on My Drive, the system considers the creator as the owner. To verify this, go to Google Drive on the web, click or tap the file you created when you signed in to your Google account, then tap the View details button (circle surrounding me) in the upper right of Drive mine.
On the Details tab, scroll down to see the system-specified file owner. Files you create show “me” as the owner. Follow the same procedure for a folder or file stored on shared storage and you will find that the owner field is not visible because the files on the shared storage are not owned by an individual. Instead, the shared storage “owns” the file.
Ability to create and upload content to shared storage for invited guests without a Google account possible Google Workspace editions: Essentials, Business Standard and Plus, Enterprise Standard and Plus, and Education Plus.
Google Workspace admins can manage access rights
Google Workspace admins can manage visitor sharing settings for their organization from Admin console > Menu > Applications > Google Workspace > Drive and Documents > Sharing Settings > Sharing Options (Picture A). If sharing outside the organization is turned off, visitor sharing will not be allowed.
Picture A
Similarly, administrators can also manage shared storage creation settings, found further in the same admin section (Figure BUT). These settings allow administrators to control not only who can create shared storage, but also who outside the organization can access content on shared storage as members of the shared storage. memory or granted access to an individual item.
Figure BUT
Finally, administrators can also control specific shared storage settings. You can find these in Admin Console > Menu > Applications > Google Workspace > Drive and Documents > Manage shared storage. For each shared storage, admins can manage membership or adjust sharing settings among other options.
What is your experience?
One obvious use of this enhanced visitor sharing is to collect content on shared storage without having to worry about people having Google accounts. Have you used visitor sharing to collaborate on Google Drive? Would adding the ability to upload and create content on shared storage help?
Mention or message me on Twitter (@awolber) to tell me how you use Google Workspace’s visitor sharing features.
