Co-Editing via Links
Co-editable links enable recipients to directly edit files with the Google integration, without requiring access to or permissions for the entire folder. This allows users to securely collaborate on individual documents while maintaining strict control over broader folder-level access.
This approach facilitates cross-team collaboration by eliminating the need to modify folder permissions, reducing administrative overhead, and minimizing the risk of unintended data exposure. It ensures that only the intended files are accessible for editing, improving governance, simplifying access management, and enabling faster, more focused collaboration.
Prerequisites and Limitations
- Co-Editing via links is available to all the Platform plans. However, Co-editable Share Links for external users are not supported on GxP domains due to regulatory requirements.
- Co-editable links are supported for Google Docs, Sheets, and Slides.
- Egnyte for Google Workspace integration must be enabled for the domain.
- Co-editable share links are not supported with Anyone or Anyone with password options, for Google workspace integration. In these scenarios, the recipients will not be able to co-edit the files as the co-editing option is disabled while sharing links.
- When using the People you choose option, it will be required to explicitly grant access to the shared drive.
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Co-editable preview-only links cannot be shared for Google files. If the users set Downloading to Not Allowed, the Co-editing option will automatically be disabled. There is a message that is displayed to let the users know about the behavior.
Administrator Settings
An administrator can control the types of co-editable links allowed. The configuration item can be accessed via the Settings -> Configuration -> General.
- Use the toggle for Users can share co-editable links to enable or disable the feature
- Click on Save changes
Sharing co-editable links setting is Disabled by default and an administrator must enable this setting.
Admins can also manage email domains for external collaboration. They can choose to Allow or Block certain domains for sharing co-editable links.
Creating Co-Editable Links
Users can create a co-editable link while sharing files or folders. Set Co-editing under Link properties to Allowed.
Show recent file versions link property automatically gets enabled and cannot be changed once the option to co-edit is allowed.
When a recipient clicks on the link in the email notification, they will get an option to co-edit the file with Google Workspace integration.
- When a link is shared with domain users with Editor permission to the shared file, a new version will be created by the same user.
- When a link is shared with domain users without Editor permission to the shared file, a new version will be created under the link creator's username.