Create a Shared Google folder for IAM Group Access

Follow the steps in this article to create a shared Google folder for access to users in a particular IAM group.

This is the preferred way of sharing private or departmental folders as individuals will automatically gain or lose access based on their IAM group status. 

Instruct your employees or student workers to join the IAM group that the folder will be shared with

1. Log into  IAM.bethel.edu using the Firefox browser and choose “Make a group request” from the choices on the left side. 
   
   
2. Open up the dropdown box and look for your group. The examples in the sharing instructions below are the groups, "Athletics - Student Workers" and "Athletics - Employees". 
   
   
3. Once you find the group, select it and hit “Submit”. Entering a reason is not required.
   
   
4. Once you have submitted the request, someone who has access to that group will be notified by email that they need to approve the new request. (If you are reading this article, you are likely the person that would be approving those requests.)
   
   
5. When you complete the instructions below, anyone in that group will have access to the folders you share with them. Group access is automatically removed when an individual leaves Bethel or takes on a new position.

Share the Google Folder with your IAM Group

1. Log into Google Drive, then click the New button and choose "New Folder". If you already have a folder you want to share, skip to step 2.
   
   
   
2. Right Click on the folder you just created (or a different folder you want to share) and choose "Share".
   
   
   

3. Type the names of the groups you want to share the folder with. 
   These should correspond to the name of the group in IAM and it should auto-complete the names for you so you can be sure to select the correct one.
   
   
   
   

   Sharing with new users

   Individuals that are currently part of the groups will be notified by email immediately that you have shared the folder with them. To share the folder with someone who joins the IAM group later on, continue to the steps below.
4. In order to share with a user that may join your IAM group at a later date (a new staff hire, a new student worker) you need to share the link with them. Click "Get shareable link".
   
5. Make sure you change the setting to "OFF" so that only users in your group can access the link.
   
6. Right click on the link and choose copy. You can send this to any new employees or student workers that need access, provided they are already in the proper IAM group. After using the link to access the folder, they can choose to add the folder to their Google Drive for their convenience. The link will stop working and the folder will be removed from their Google Drive once their access to the IAM group expires. 
   
7. When you are finished, click "Send" to save your changes and notify anyone currently in the IAM group that the folder has been shared with them.