I’ll introduce the settings and rules for sharing Google Drive with external organizations and personal Google accounts (@gmail.com) in G Suite.

Prerequisites

This assumes you have configured [G Suite] Sharing Settings for Whitelisted Domains and Google Drive.

Basic Policy

Utilize Shared Drives

We recommend using “Shared Drives” instead of “My Drive” as much as possible.

The reason is that it becomes problematic when processing employee departures.

Google Drive Sharing with External Organizations

Common Flow

1. When a project is decided, inquire about the client's Google account
2. Create a shared drive for each project

When Adding External Organization G Suite Accounts

Request Procedure for Employees

1. Simply add the target account to the shared drive
2. If an error message like the following appears, request the IT department to add the domain to the whitelist

[[email protected]](mailto:[email protected]) はホワイトリストに登録されているドメイン内の Google アカウントではないため、このアカウントとアイテムを共有することは ◯◯ の管理者が設定したポリシーにより禁止されています。

English translation:

Sharing items with this account is prohibited by the policy set by the administrator of ◯◯ because [[email protected]](mailto:[email protected]) is not a Google account within a domain registered in the whitelist.

G Suite Administrator Work Procedure

1. Register the external organization's G Suite account domain to the whitelist https://admin.google.com/ac/domains/whitelisted
2. Add the target account to the shared drive

When Adding Personal Google Accounts (@gmail.com)

Request Procedure for Employees

1. Please request the IT department

G Suite Administrator Work Procedure

1. Temporarily turn ON external sharing
   ドライブ ユーザーの共有権限を設定する - G Suite 管理者 ヘルプ
2. Add the target account to the shared drive
3. Turn external sharing back OFF

That’s all about setting up settings and rules for sharing Google Drive with Gmail accounts in G Suite from the Gemba.

Reference Information

• G Suite の特定のチームドライブのみ社外アカウントとの共有を許可したい｜スミニヤシ｜note

That’s all from the Gemba.