Sharing Docs with delegated email

[TomVarndean]

Hi,

I'm looking for ideas from the community. Departments in our organisation have delegated access to department email addresses which they have used for years, but now more and more staff are sharing Docs with this account and they cannot access them as they have not been shared with their individual accounts.

Without changing how these teams work, is there a way we can use Google Groups, or email aliases, or something else, to automatically give permissions to these people when someone shares with Doc with their department email address?

Thanks in advance for your ideas

[icrew]

This sounds like an ideal use for Shared Drives, which also avoids the whole pain of having to change the owner of tons of stuff before deleting the account of a person who leaves the organization. Yes, it’s a small change to the way people work, but not a major one, and it has some pretty big benefits.

(<rant>More generally, I’m a big believer in finding ways to have IT and business process “meet in the middle”—trying to just force IT to 100% match an existing business process is a great recipe for overly-complex and unreliable and outdated systems. And yes, I know that’s not always possible thanks to mandates from above!</rant>)

I hope that helps, at least a little,

Ian

[bill_pier3]

Shared Drives are indeed an option in the situation described.

We also had a situation wherein an account had multiple delegates with similar file sharing access issues.  So in this case we opted to switch the account to a Collaborative Inbox Group, which allowed any shares to the account (Group) to therefore allow all members to have access.

[icrew]

Ooooh, great idea! Groups/collaborative inbox might be a smaller process change....