Google Drive Guide

Manage Access Permissions

Google Drive Video

Google document permissions are still managed solely by Google, even when documents are attached in Atlas. Google attachments are accessible to other users in Atlas if the permissions in Google are

• Shared with one or more colleagues directly
• Shared with our school Google account
• set to “Anyone with the link can view.”

Otherwise, Atlas users must ask for permission to view your Google files.

If you change the permission settings from Private to Public or Shared for a Google file in Atlas:

• Permission settings are applied without the need to re-attach it.
• Your file is still unsearchable in Atlas, unless you remove it then re-attach it.

Set or edit your Google permission settings as follows:

1. Open the Google document that you want to link or update.

2. Click the Share icon in the top right corner.

3. You can elect to Share a document with 

• Other Google users by their name or email address
• All users in your schools Google account
• Anyone with the link (careful! This means anyone on the Internet could view this document! )

4. Click Done, then go to Atlas and attach the document using the Google Drive icon.

Attach Google Drive files in Atlas

1. Click Add an Attachment for the selected category.

2. Click Google Drive link to start attaching your files.

3. Locate the file(s) in your Google Drive. You may select multiple files to upload at once. Click Select to upload the files into Atlas.

Considerations

When a user leaves the school, it is important to preserve linked Google Docs that were attached to  Atlas.

1. Prior to leaving, the teacher can "Change owner" for their Google Docs, to a teacher who is still at the school
2. A Google user or Admin can move files into a Google Shared Drives, under most circumstances
   • see Google's documentation for supported features
3. When the leaving teacher's Google account is deleted, your Google Admin can "Transfer Drive docs to a new owner"
   • This preserves the URL and permissions that were set by the original owner

In these cases, links in Atlas to these Google Docs will remain intact

When planning how users will store their Google Docs for use with Atlas, consider taking advantage of Google Shared Drives (available in some school Google accounts)

• Google Docs in Shared Drives belong to the school Google account, and not individual Google accounts
• Teachers can be added and removed from a Shared Drive by your Google Admin, and designated Shared Drive members
• Links to Google Docs in Shared Drives stay the same, even if when a Google user is deleted