Google announced on Tuesday a planned update of the authorization window for its "Docs", "Drive" and "Sheets" apps, which should make file sharing less confusing. If you now click on the "Share" button, the displayed field clearly differentiates with whom the file is shared via a searchable directory of your contacts or employees and what permissions the link has.
The previous approval window bundled both options into one window with a redundant copy link and buttons for sharing links, as well as drop-down menus for changing the permissions from edit to comment to display. The update makes it clearer when you choose who you want to share it with. You then need to click the permissions window to decide who can actually access the file. There is now a clearer distinction between sharing with individuals and sharing with groups.
According to Google, the goal is to make sharing files with accidental permissions less confusing to reduce the risk of allowing unwanted users access. This is a growing problem at a time when remote work and virtual collaboration are always possible and trolls and bad actors are trying to take advantage of the situation.
“Sharing files is critical to collaboration. This is especially true now that more employees are working remotely and working on files from different locations. By making it easier to share files with specific people, we want to improve collaboration while reducing the risk of unwanted user access, ”the company's blog post said. "We've made some changes to the sharing experience that make it easier to perform common tasks, prevent accidental permission changes, and quickly see who has access to a file."
According to Google, the update will be rolled out gradually for G Suite corporate customers as of April 28 as part of the quick release cycle in about two weeks, and from May 26 for about two weeks for standard domains with scheduled release. The update will be available to G Suite customers and customers with personal Google accounts, the company said.