Sharing a folder with Guest Users takes a few steps initially because of some security protocols, but once they have a Workplace account created, all they have to do is log in to the Workplace Web app to view the folder. The benefit to Guest users is that they can view folders shared by multiple people and companies that use Workplace without switching teams or modes. This reduces the time it takes to find their files.
Our team has an upcoming event in Chicago, and I need to share our company logo with the event coordinator.
We'll navigate to the folder Company Logos.
To invite a guest user, We'll click on our sharing button to the right of the folder, Event logos, to bring up the sharing window. We'll enter the email address of our guest user, and then click "Add New Member." A window will appear asking for the guest user's name and cellphone number so they can later receive an SMS code for 2-step authentication.
If you don't want this user to appear in the company directory, click "don't show in directory." if they are a regular client or vendor who collaborates with multiple people in your organization, you may want to add them to the directory .
To complete sharing with your guest user, click "Add new member".
You can then select the permission to assign your guest user. In this case, We'll select Viewer so that they can preview or download this file only - no need for them to upload anything at this time. If you want them to be able to upload, we can change the guest user's permissions to this folder at any time by clicking the sharing button.
The Guest User will receive an email invitation, where they will click on the Go to Folder button. This link opens the os33 Welcome page, and the user will click "Let's get started!!"
First, they'll enter their mobile number, and click "send code" for their 2-step authentication. The mobile number has to match the number you input during the invitation process.
Once they are verified, they will be asked to create a password for their unique Workplace account. When they click "sign in."they'll be redirected to a pared-down Workplace Web App, with only the shared Folder and its contents in view. A banner at the top of the window offers the guest user a tour of the Workplace Web app Files functionality.
In the next Module of the Workplace GA: 103 course, we're going to learn about Hosted Apps.