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Shared Drives Setup

Complete guide for Google Workspace admins to configure Shared Drives for Skigk Søkeapp.

What are Shared Drives?

Shared Drives (formerly Team Drives) are spaces in Google Workspace where teams can: - Collaborate on documents - Share files with specific people - Maintain team ownership (not individual)

Skigk Søkeapp can search all Shared Drives your organization has created.

Prerequisites

  • ✅ Google Workspace admin account
  • ✅ Permission to create/manage Shared Drives
  • ✅ Users must have Skigk Søkeapp permissions

Step 1: Create a Shared Drive

  1. Go to Google Drive
  2. Click + New → Shared Drive
  3. Enter name: Finance (or any team name)
  4. Click Create

Step 2: Add Members to Shared Drive

  1. Open the Shared Drive
  2. Click Manage members (or in Settings → Members)
  3. Click Add members
  4. Add users/groups with roles:
  5. Manager - Can manage members and files
  6. Content Manager - Can edit and delete files
  7. Contributor - Can add and edit files
  8. Viewer - Can only read files

Step 3: Grant Skigk Søkeapp Permissions

For each Shared Drive where you want search enabled:

  1. Open the Shared Drive in Google Drive
  2. Go to Settings → Sharing
  3. Verify that Skigk Søkeapp OAuth app is authorized:
  4. The app uses the OAuth credentials you created
  5. It requests drive.readonly scope
  6. Users are authorized automatically on first login

Step 4: Configure Search Access

Users automatically see all Shared Drives they are members of.

Option B: Restrict to Specific Drives

If you want to limit search to certain Shared Drives:

  1. Go to Google Workspace Admin Console
  2. Security → Access and Data Control → API controls
  3. Select Trusted Apps and authorize the Skigk Søkeapp OAuth client
  4. Set Drive API restrictions per user

Verification: Test Search Access

  1. Have a user login to Skigk Søkeapp
  2. Search for a file in the Shared Drive
  3. If no results appear:
  4. User may not be a member of the Shared Drive
  5. Contact the Shared Drive manager to add them

Best Practices

✅ Use Groups for Access Control - Create Google Groups for departments - Add groups to Shared Drives instead of individuals - Easier to manage permissions at scale

✅ Regular Audits - Review Shared Drive members quarterly - Remove users who no longer need access - Archive old Shared Drives

✅ Naming Conventions - Use clear, consistent names: Finance-2026, Marketing-Campaigns - Avoid generic names: Files, Documents, Temp

✅ Disable for Sensitive Data - Don't add highly confidential files to Shared Drives - Use individual shared files with specific permissions instead

Troubleshooting

User cannot see Shared Drive in search: 1. Verify user is a member: Go to Shared Drive → Settings → Members 2. Check user has logged in to Skigk Søkeapp 3. User may need to logout/login for changes to take effect

Search is slow for large Shared Drives: - This is normal for very large drives (thousands of files) - Use specific search terms to narrow results - Consider archiving old files

Files appear in search but cannot be opened: - User may not have read permission on the file - Contact file owner to grant access

Shared Drive not showing up at all: - May take 24 hours for new Shared Drives to appear in search - User must logout/login to refresh their drive list

Next Steps