Create Freelance and External Sharing Folders
When Sharing with a Freelancer you will create a folder for the freelancer in the correct freelancer folder
For Students Freelancers the folder should be created in the Freelancer folder in the Shared Students drive
For Project related Freelancers the folder should be created under the Shared Projects drive
Share the folder with the freelancer
Make sure to Uncheck the Notify People checkbox
When sharing with just an External user you should create a folder for them under the appropriate External Sharing folder
Once you have created the new folder you can follow the steps below to share the folders with the freelancer or external user
Sharing the folder and creating a shortcut
Share the folder(s) the Freelancer/External User will be working
Note: This is not the Freelance folder, this is the main folder that the actual content they will be working on is in, you will be adding a Shortcut to this folder within the Freelance folder
Open the Sharing settings for the folder you would like to share
Right click on the folder and click Share
Add the email of the person, or persons, that you are wanting to share the folder with
Give them Contributor permissions
Contributor permissions gives them the ability to Add and Edit files but not Move or Delete them so that is the better option
Uncheck Notify People
Click Share
Add the Shortcut to the Freelancer or External Sharing folder
Right click on the folder you have shared with the person
Click on Add Shortcut to Drive
In the box that pops up click on the Shared drives menu item
Click on the Arrow to the right of Shared drives
Continue digging down to the folder you created for the freelancer or the External Sharing folder
Click Add Shortcut once you are in the correct folder
Repeat the steps above for each folder you are wanting to share
Once you are done you can send the user the link to their folder
Open the folder you created for the user
Copy the URL in your browser
Send the user an email with information on their new folder and include the URL as the link to the folder
Note: We are using shortcuts more because they allow us to not have to duplicate folders and then try to “merge” the folders once the user is done with them.
Any changes the user makes or does are done in the original folder and everyone can see those changes as needed.
It is also a good way to see what folders have been shared with that person as the list in their folder is what they have access to, once they are done and no longer need access to the folder you can use that list to remove their access by following the steps below:
Remove the users access and delete the shortcut
Open the users shared folder
Look at the list of folders and (starting at the top and working your way down) open the original folder in another tab
Remove the users access to the folder
Right click on on the folder
Click on Share
Click on the dropdown box beside their name
Click on Remove
Click Done
In the users Shared folder remove the Shortcut
Right click on the name of the folder that you just removed their access from
Click on Remove
Click Move to Trash
Note: This will only remove the shortcut, it does Not affect the original folder or any documents the user may have added to the folder or anything else
If you run into any issues or have any questions just reach out to us at [email protected] and we will be happy to help.
Translation Template Sharing
Create a folder for translator
Make a copy of the Translation Template
Move the copied Translation Template into the translator folder
Continue with “Sharing the Folder” above
Sharing a Folder
Users should Not change the Sharing permissions
The Sharing permissions should always be Restricted
Add the person(s) you want to share the folder with via their email or a group if you want everyone in the group to be able to see it