Why and how to check permissions before moving a folder to a Shared Drive
Permission model in My Drive and Shared Drives are different
To sum up:
Attention point: by doing so, Guests will be able to grant permissions to the files shared with them if you grant them Content Manager or Contributor access and if the Shared Drive settings allow it.
Use Folgo’s “Inspection” feature to check how permissions are inherited in your folder
You will get a full report in Google Sheet (sent by email at the end of the scan), with the list of all files and folders inventoried and a specific column named “Permission changes from parent” where you will see when a specific file has different permissions from its direct parent folder
This column has 4 possible values :
“Knowledge base” which contains many information for the employees about compensation and benefits
Below is the report sent by Folgo after the inspection:
The folder “Templates for expenses claims” is shared with all the employees but also with some external partners. It is flagged as “HAS_INCREASED_PERMISSIONS” since it has been shared with additional people compared to its parent folder.The move to the Shared Drive won’t change anything since the permissions have only increased.
Finally, the folder “Knowledge base” is shared with the same accounts as the root folder “Accounting documents”, that is, all the employees. It is flagged as “NO_CHANGE” because there are no modifications in the permissions inherited by the root folder.
Now you know how to use Folgo at its full potential by combining the “Move to Shared Drive” feature to the “Inspection” !