Manage shared drive users and activity

This feature is available with G Suite Enterprise, Enterprise for Education, Drive Enterprise, Business, Education, and Nonprofits edition. Compare editions

As an administrator, you can manage the shared drives in your organization and the members of a shared drive. You can also migrate folders to a shared drive and perform other tasks.

Note: Shared drives are turned on by default for new G Suite or Drive Enterprise accounts. Organizations with G Suite accounts before July 2017 may need to turn shared drives on for their domain or specific organizational units. Shared drives are also enabled for accounts upgrading from G Suite Basic to Business.

Turn shared drive creation on or off

You can enable or disable a user’s ability to create new shared drives for specific organizational units, such as a sales department or regional office. 

After shared drives are enabled, any user in that organizational unit can create a shared drive. 

Notes

  • This feature is available with G Suite Enterprise, Enterprise for Education, Drive Enterprise, Business, Education, and Nonprofits edition. Compare editions
  • When shared drives creation is disabled for an organizational unit, users in that organizational unit can’t create new shared drives, but they can be added to other shared drives both within and outside of your company or school.
  • All shared drives in your organization are set to the top-level organization settings. 

    For example, if external sharing is disabled for the user's organizational unit but allowed at the top-level organization, the user will be able to share documents in shared drives with people outside the company.

Instructions

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenDrive and Docs.
  3. Make sure that Drive is turned on  (click More More and select ON for everyone).

  4. Select Sharing settings.
  5. Select the desired organizational unit. Otherwise, your settings apply to your entire organization.
  6. Under Shared drive creation, check or uncheck Prevent users in your organization from creating new shared drives.
  7. Click Save.
  8. Wait for up to 24 hours after turning on shared drives for changes to be applied. If you click the Create button before then, you may see an error message.  If this happens, please wait and try again later.
Manage shared drives and membership
As an administrator, you can view and manage the shared drives in your organization.

Notes

  • To add multiple members, we recommend adding Google groups. Separate multiple email addresses with a comma, but if an address is invalid, the action will fail and the error message will not specify the invalid address.
  • If you remove all members from a shared drive, the shared drive is kept but not accessible. Add new members to the shared drive to restore access to the files.

Instructions

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenDrive and Docs.
  3. Make sure that Drive is turned on for your organization.

  4. Select Manage shared drives.

  5. Click Filter Filter to select a filter option, such as shared drives with no members.
  6. Click a shared drive name.
  7. (Optional) To change their access level of a user or remove them from the shared drive, click the Down arrow Down Arrow next to the user.
  8. (Optional) To add new members:
    1. Click Add Members.
    2. Use the optional settings:
      • Select an access setting. By default, members can upload, edit, delete files, and invite other members.
      • Enter a custom message for the email notification.
      • Select Skip sending notification—New members won’t receive a welcome message and link to open the shared drive.
    3. Enter the Google group, names or email addresses of the people you want to invite.
    4. Click Send.
    5. Click Done.
Manage and access shared drive files using Google Vault
Users with Vault privileges can search, export, set retention policies, and place legal holds on files in your organization’s shared drives using Google Vault. 

Notes

  • If there is at least one active G Suite Business or Enterprise license in your domain, or you have Drive Enterprise with a verified domain, you can retain, search, and export data in shared drives.
  • Vault legal holds can be set in shared drives only by users that have a G Suite Business, G Suite Enterprise, or Drive Enterprise (domain verified) license assigned to them.

Learn more

Data Loss Prevention (DLP) with shared drives
If there is at least one active G Suite Enterprise license in your domain, or you have Drive Enterprise with a verified domain, then all shared drives in the domain are protected by DLP rules.

Note

  • Only DLP rules assigned at the top-level organization apply to shared drives (shared drives are owned by the organization).

Learn more

 

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