Manage access on a folder (share with other users)

As the owner of your personal My Drive, you can share any folder for collaboration with other team members if needed.

To manage access on a shared folder, you will need to have Organizer permission. If you have this permission, you’ll see the Manage Access action in the menu for that folder. 

Folders can only be shared internally with other members of your retailer merchant.

Manage user access on a folder

  1. There are three ways to open the Manage Access screen:
  • From the list view: Right click on the folder, and choose Manage Access from the menu.
    ManageAccess_Folder.png
  • From the list view: Click the kebab menu for that folder, and choose Manage Access from the menu.
  • Within the folder: Select Share in the top-right corner. 
  • When the screen opens, you’ll see the list of any users who already have access, along with their permission level. This list will include users with whom the folder has been shared directly, as well as those who have access via a higher level parent folder.
    Note: Inactive users display (Inactive) next to their name in the Manage Access screen.
  • Add a user to the folder

    1. Open the Manage Access window
    2. Click “Add” (plus sign)
      AddUser.png
    3. In the search bar, begin entering the user’s name or email address.
    4. A list of matching results will appear as you type.
    5. Choose the correct user from the results.
      NewUser_Search.png
    6. You can repeat the above steps for additional users if needed.
    7. Select the permission access for the new user(s): Reader, Writer, File Organizer, or Organizer.
      UserPermissionLevel.png
    8. Click Grant Access.
    9. The user(s) will receive a notification email, and will be able to access this folder in their Shared area.
    10. Close the window to go back to the drive.

    Modify a user’s access to the folder

    1. Open the Manage Access window
    2. Find the user in the list
    3. Next to the user’s name, the permissions dropdown shows their current level of access.
    4. Click the permissions dropdown to modify the access level. 
      Screen_Shot_2020-12-19_at_2.19.03_PM.png
      Note: If the user has access via a higher level parent folder, you can upgrade their access to a higher level, but you cannot downgrade them to a lower level. To downgrade their access, you would need to change their permission on the top-most folder.
    5. The new setting will be applied immediately. Close the window to go back to the drive.

    Remove a user from the folder

    1. Open the Manage Access window. 
    2. Find the user in the list
    3. Next to the user’s name, the permissions dropdown shows their current level of access.
    4. Click the permissions dropdown and choose Remove Access
      RemoveAccess.png
      Note: If the user has access via a higher level parent folder, you cannot downgrade (i.e. remove) them. To remove their access, you would need to change their permission setting on the top-most folder.
    5. You will be prompted to confirm.
      RemoveAccess_Confirm.png
    6. The new setting will be applied immediately, and the user will be removed from the access list. 
    7. Close the window to go back to the drive.
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