#Manage Shared Drives

In this platform, you can centrally manage security and collaboration settings for shared drives in your organization. Key configurations include access controls for external and internal users, role-based permissions for content sharing and downloads, and administrative delegation options. These settings help balance security requirements with operational collaboration needs across the organization. All changes are applied through a streamlined interface that maintains consistency and control.

For detailed information, refer to the following sections.

#View Shared Drive Details

On the Shared drives page, basic shared drive information are listed in the table. You can manage the columns in the table to quickly look through the users based on your requirements or filter users with specific conditions.

Additionally, to view more details of a shared drive, click the drive’s name to go to the shared drive details page where a comprehensive overview of its configuration, membership, security posture, and governance lifecycle, along with tools for administrative actions are provided.

On the shared drive details page, information are categorized and displayed in the following tabs:

#Manage Shared Drive Settings

In Shared drives, you can centrally manage security and collaboration settings for shared drives. Key configurations include access controls for external and internal users, role-based permissions for content sharing and downloads, and administrative delegation options. These settings help balance security requirements with operational collaboration needs across the organization.

#Rename a Shared Drive

To rename a shared drive, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Actions above the table or to the right of the table row to expand the list and select Rename.

   Or click the drive’s name to go to the shared drive details page and click Rename on the left pane.

2. In the Rename window, enter the new name.

3. Click OK.

#Manage Shared Drive Members

To manage the shared drive members, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Actions above the table or to the right of the table row to expand the list and select Manage members.

   Or click the drive’s name to go to the shared drive details page and click Manage members on the left pane or View details in the Membership section.

2. You will be directed to the Membership tab where you can perform the following operations:

   • Edit permission – To edit permission of existing shared drive members. select one or more members and click Edit permission. Then, select the new permission in the Edit permission window and click Save.

   • Remove permission – To remove existing permissions, select one or more members and click Remove. Then click Remove in the confirmation window.

   • Add members – To add new members to the shared drive, click Add members in the upper-right corner of the page. In the Manage members window, search for members to add and configure the permissions to grant in the Permission column. Then, click Save.

#Update Shared Drive Settings

To define the security and collaboration setups for a Google shared drive, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Actions above the table or to the right of the table row to expand the list and select Update shared drive settings.

   Or click the drive’s name to go to the shared drive details page and click Update shared drive settings on the left pane.

2. In the Update shared drive settings window, you can edit the following configurations:

   • Allow the manager to modify the shared drive settings – Select to grant managers of the shared drive the administrative ability to change these settings themselves.

   • Access:

     • Allow people outside of the drive’s domain to access files – Select to enable external sharing, permitting users outside your organization to view or interact with files based on their permissions.

     • Allow people who aren't shared drive members to access files – Select to allow users within your organization who are not explicitly added to the drive to access files with sharing links.

   • Role permissions:

     • Allow content managers to share folders – Select to enable users with the "Content manager" role to manage folder-sharing permissions within the drive.

     • Allow viewers and commenters to download, print, and copy files – Select to grant users with "Viewer" or "Commenter" permissions the ability to make copies or local downloads of files, rather than just viewing them in-browser.

3. Click Save.

#Change Organizational Unit

To change the organizational unit that a share drive belongs to, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Actions above the table or to the right of the table row to expand the list and select Change organizational unit.

   Or click the drive’s name to go to the shared drive details page and click Change organizational unit on the left pane.

2. In the Change organizational unit panel, expand the unit list and select an organizational unit to move the shared drive to.

3. Click Continue. In the Move shared drive window, review the moving details and click Move to confirm.

   *Note: After being moved to another organizational unit, the sharing settings in the destination organization unit will be applied to the moved shared drive.

#Copy Shared Drive ID

To copy a shared drive ID, select a shared drive on the Shared drives page, then click Actions above the table or to the right of the table row to expand the list and select Copy shared drive ID.

Or click the drive’s name to go to the shared drive details page and click Copy share drive ID on the left pane.

Upon clicking, the drive ID will be copied to your clipboard and ready for your further operation.

#Edit Metadata

Metadata in Confidence Platform for Google are customized properties applied to objects. With applied metadata, you can enrich object information, categorize manageable content, and empower superior search and discovery across your platform. For more details on managing available metadata type in this platform, refer to Configure Metadata.

To apply new metadata to shared drives or to edit their existing metadata value, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Actions above the table or to the right of the table row to expand the list and select Edit metadata.

   Or click the drive’s name to go to the shared drive details page and click Edit metadata on the left pane.

2. In the Edit metadata window, you can:

   • Edit the value of existing metadata applied to the shared drive.

   • Click Add metadata. In the Add metadata window, select the target metadata types and click Add. Then, configure the metadata value.

   • Click Remove the remove added metadata from the shared drive.

3. Click Save.

#Delete Shared Drives

To delete users shared drives, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Actions above the table or to the right of the table row to expand the list and select Delete.

   Or click the drive’s name to go to the shared drive details page and click Delete on the left pane.

2. To confirm that you understand that items in the drive will be permanently deleted, enter "Confirm delete" in the validation section. The message can be entered in either uppercase and lowercase letters.

3. Click Delete.

#Renew Shared Drives

Renewal management enables administrators to oversee the governance lifecycle of shared drives through structured workflows. Administrators can apply renewal profiles to define review processes, restart ongoing renewals when needed, and auto-complete renewal phases to maintain compliance. The system supports assigning renewal tasks to specific users and designating primary and secondary contacts for streamlined oversight. These features ensure shared drives remain actively managed and aligned with organizational policies throughout their lifecycle.

To leverage renewal management related functionalities in Administration, a subscription to the Governance module is required. For more details, refer to Governance.

#Apply Renewal Profile

To apply a renewal profile to shared drives, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Governance above the table or to the right of the table row to expand the list and select Apply renewal profile.

   Or click the drive’s name to go to the shared drive details page and click Apply renewal profile on the left pane.

2. In the Apply renewal profile window, select a renewal profile. You can click View profile details to check the details of the profile to apply.

3. Click Apply and the renewal process will start based on the profile configurations. Or click Apply and start renewal process to apply the profile and trigger the renewal right away.

#Start Renewal

To manually start the renewal process of shared drives, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Governance above the table or to the right of the table row to expand the list and select Start renewal.

   Or click the drive’s name to go to the shared drive details page and click Restart renewal on the left pane.

2. In the Restart renewal window, select whether to send a cancellation email to the task assignees and select an email template for the cancellation email.

   *Note: Restarting renewal will cancel all ongoing renewal tasks。

3. Click Start renewal.

#Specify Contacts

Contacts are individuals designated as the primary or secondary managers responsible for overseeing a shared drive’s governance, including handling renewals and policy compliance. Specifying these contacts ensures that renewal tasks are assigned to those familiar with the shared drive, rather than relying solely on administrators.

To specify contacts for shared drives, complete the following steps:

1. Select a shared drive on the Shared drives page, then click Governance above the table or to the right of the table row to expand the list and select Specify contacts.

   Or click the drive’s name to go to the shared drive details page and click Specify contacts on the left pane.

2. In the Specify contacts window, complete the following configurations:

   • Primary contact – Search for and select the primary contact.

   • Secondary contact – Search for and select the secondary contact. Secondary contact cannot be the same as primary contact.

   • Notify contacts when the user is assigned – Select whether to send the assignment notifications to the contacts. If notification is enabled, select a notification template. For more details on email templates in the system, refer to Configure Email Templates.

3. Click Assign.

#Apply Policies to Shared Drives

With a subscription to the Policy enforcement module, administrators can create and apply on-demand policies to monitor and enforce compliance settings across selected shared drives. These policies enable targeted, one-time compliance scans that provide immediate visibility into configuration violations without requiring ongoing scheduled jobs. This functionality is particularly useful for conducting focused audits, verifying compliance before project launches, or investigating specific security concerns.

For more details on policy enforcement and on-demand policy creation, refer to Policy Enforcement.

To apply an on-demand policy to shared drives and run compliance scanning job, complete the following steps:

1. On the Shared drives page, select one or more drives and click Run policy.

2. In the policies’ drop-down list, select the target on-demand policy to apply to the drives. When no appropriate policies can be found, click Create new policy to navigate to the Policy enforcement and create a new one.

   *Note: Only users with Administrator role in the platform can access the Policy enforcement module. For more details on the permission assignment in this platform, refer to Confidence Platform for Google User Management.

3. In the policy details window, check the policy details, including the operation to be performed against violations. Then, click Run to apply and run the policy’s scanning job. A job will be triggered. To check the job details, go to Job monitor.

   *Note: On-demand policy assigned only triggers one-time jobs, meaning that no future scheduled jobs will be triggered for the shared drives. If you want to monitor specific shared drives by schedule, manually apply and run the policy again or create automatic policies to automate the flow.