Add Member to Shared Drive

Definition

The "Add Member to Shared Drive" action in the Google Drive category allows users to grant access to a specified shared drive by adding a user or group as a member. This action enables administrators and drive managers to efficiently manage permissions, ensuring the right individuals or teams have the required level of access. Key capabilities include setting roles such as Viewer, Commenter, Contributor, Content Manager, or Manager, and optionally executing the request as a domain administrator for broader control.

Example Use Cases

1. Granting Access to a New Team Member
   When a new employee joins a department, they need access to the shared drive containing team documents. This action allows quick and controlled access assignment.

2. Managing Permissions for External Collaborators
   A company working with external vendors can grant them Viewer or Commenter roles to ensure they have limited access to project files.

3. Upgrading a User’s Role
   If a team member is promoted or takes on additional responsibilities, their role can be changed from Viewer to Manager to give them full administrative control over the shared drive.

4. Group-Based Access Management
   Instead of adding users one by one, admins can assign access to a Google Group, ensuring all current and future members automatically receive the appropriate permissions.

5. Automated Onboarding for New Departments
   When a new department is created, this action can be used to bulk-assign access to the shared drive for all team members based on predefined roles.

Inputs

1. Connection
   The authentication required to connect to the Google Drive account and perform the action.

2. Execute as Domain Admin

   If set to true, the action is executed as a domain administrator, allowing it to apply changes across all shared drives where the requester has admin privileges.
   If set to false, the action runs under the user's permissions only.

3. Drive ID

   The unique identifier for the shared drive where the member will be added.
   Can be found in the URL when accessing the shared drive in Google Drive.

4. Member Type

   Specifies whether the member being added is an individual user or a Google Group.

   Options: User or Group.

5. Member (User/Group) Email

   The email address of the user or group being added to the shared drive.

6. Member Role

   Defines the level of access granted to the user or group.

   Options:

   • Viewer (Read-only access)
   • Commenter (Read-only access with commenting ability)
   • Contributor (Can add and edit files but not delete or move them)
   • Content Manager (Can add, edit, move, and delete files)
   • Manager (Full administrative control over the shared drive)

Example Scenario

Adding a New Team Member to a Shared Drive

1. A company hires a new employee, John Doe, who needs access to the Marketing Team's Shared Drive.
2. The IT administrator uses the "Add Member to Shared Drive" action to grant John access.
3. They provide:
   • Drive ID of the Marketing shared drive.
   • Member Type as "User".
   • John’s email address.
   • Member Role as "Content Manager" so he can organize files.
4. The action runs, and John is successfully added to the shared drive with the specified permissions.
5. John now has access to collaborate with the team on shared marketing files.