Purpose
To ensure security and maintain control over shared content, the "Anyone with the Link" sharing option for Google Drive files is restricted. Employees must submit a request through the Jira Help Desk for approval to enable this sharing option.
Procedure
1. Submit a Help Desk Ticket
- Fill in the description, providing the following details:
- File Name: Name of the Google Drive file(s).
- File Link: Full link to the file(s).
- Reason for Request: A clear explanation of why "Anyone with the Link" access is needed.
- Duration of Sharing (if applicable): Specify how long this access is required.
- Share the File with IT:
- In Google Drive, share the file(s) with itgeneral@parkstreet.com and assign editing capabilities.
- Uncheck the option to notify people.
- Submit the Ticket:
Once all details are complete and the file is shared with IT, submit the request.
2. Review and Approval Process
- IT Team Review:
- The IT team will verify that the file has been shared with itgeneral@parkstreet.com and review the provided details.
- You may be contacted via the ticket for further clarification if needed.
- Approval or Denial:
- Approved requests will result in the sharing setting being updated to "Anyone with the Link."
- Denied requests will include an explanation.
- Notification:
- Updates and approvals will be communicated through the Jira ticket.
3. File Access Adjustment
If approved, the IT team will adjust the file’s sharing settings and confirm the changes via the Jira ticket.
Important Notes
- Default Sharing Settings: All files previously set to "Anyone with the Link" are now limited to Park Street access (viewable by anyone with the link within the organization).
- Sensitive Information: Files containing sensitive information will not be eligible for open sharing.