Choose Access Checker options

When users share files through Google Workspace tools, Access Checker verifies that recipients have access to files. The service also prompts users to give access if necessary. This happens when users:

- Send Gmail or Google Chat messages with links to files that haven't been shared with recipients.
- +mention someone in a comment in a doc who doesn't have access to the doc.
- Attach files to calendar events where guests don't have access to the files.

If users share files they don't own, Access Checker options come from the file owner's organizational unit. If users share multiple files and different organizational unit settings apply, Access Checker options come from the least permissive organizational unit.

As an administrator, you can specify the level of access users can give.

  1. In your Google Admin console (at admin.google.com)...
  2. Go to Apps > Google Workspace > Drive and Docs.

    Requires having the Service Settings administrator privilege.

  3. Click Sharing settings.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.

    Supported editions for this feature: Business Standard and Plus; Enterprise; Education Fundamentals, Standard, Teaching and Learning Upgrade, and Plus; G Suite Business; Nonprofits; Essentials. Compare your edition

  5. Click Sharing options. 
  6. For Access Checker, specify how you want users to resolve file-access issues: 
    •         - Recipients only—Users can only give access to required recipients.* This is the most restrictive setting.
  • - Recipients only or your organization—Users can give access to:
    •    Required recipients*
Everyone in your organization who has the link
  • - Recipients only, your organization, or public—Users can give access to:
    •     Required recipients*
                       Everyone in your organization who has the link
  •  
  •    The public (available to anyone who has the link)
    This is the least restrictive setting. It’s available only if sharing is turned on for your organization and you allow users to publish files on the web.

    * Giving access to required recipients simply adds recipients to the sharing list. If the file has been shared with other people, they still have access.

  1. Click Save. 

It can take up to 24 hours to see changes. During this time, old and new settings might be intermittently enforced.