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Shared Drives and Permissions: Guidance for Admissions

Verifying Permissions

Locate admissions files and folders using the search function and keywords such as “admissions.” Permissions vary depending on the file sharing platform that you are using. Some functions, such as Editor and Viewer, have equivalents in Google Drive and OneDrive. For those of you who have recently had files migrated from Stanford University Box (not Stanford Medicine Box - see below for guidance), you may wish to change permission levels once your content has been migrated.

Google Drive

To verify the permissions on your Google Drive, follow these steps:

  1. Open Google Drive on your web browser and sign in to your account.
  2. Right-click on the file or folder for which you want to check the permissions.
  3. Select "Share" from the drop-down menu.
  4. In the "Share with others" window, you will see a list of people who have access to the file or folder.
  5. To the right of each person's name, you will see the level of access they have (e.g. can edit, can comment, can view).
  6. You can also use the "Advanced" link to view the access level of specific groups or individuals.
  7. To change the permission, click on the "Change" link next to the specific permission level.
  8. To remove a user's permission, click on the "X" button next to their name
  9. You can also use the "Add people" or "Add groups" fields to give additional users access to the file or folder.
  10. Once you have finished making changes, click "Send" or "Done" to save them.

Best practices for sharing Google Files securely at Stanford in Google My Drive or Shared drives are available here:

Microsoft OneDrive

To verify the permissions on your Microsoft OneDrive, follow these steps:

  1. Select the file or folder you want to stop sharing
  2. Select “Information” in the upper-right corner to open the “Details” pane (Note: the “Information” icon is just below your profile picture. If you don't see it, make sure you only have one file or folder selected - it won't display if you have multiple items selected.)
  3. On the “Details” pane, under the “Has Access” header, you'll see the “People” icon, the “Links” icon, and/or the “Email” icon, depending on how you have shared the folder.
  4. Select “Manage access” and:
  5. To stop sharing the file entirely, click “Stop sharing”
  6. To delete a sharing link, click the “...” next to the link, then click the “X” next to the link to remove it. (You'll get a prompt asking you if you're sure you want to delete the link - if so, click “Delete” link)
  7. To stop sharing with specific people, expand the list under a specific people link and click the “X” to remove someone
  8. To change permissions or stop sharing with someone who has direct access, under “Direct Access,” click the dropdown next to the person's name and choose the option that you want.

Stanford Medicine Box

Stanford Medicine Box is approved for storing PHI (information protected by HIPAA regulations) and PII, or Personally Identifiable Information. Collaboration in Box works at the folder level – you’ll invite contacts to join one or more of your folders as collaborators and define the access permissions you see fit. Their access will be limited to the folder(s) you specify.

Storing or sharing Stanford Medicine PHI or PII in personal Box accounts, Box accounts with other organizations, or via other cloud platforms such as Dropbox or Google Drive is not permitted.

To verify the permissions on Stanford Medicine Box, follow the steps outlined in the User Guide for Stanford Box Medicine. Click on the “Sharing” tab at the top of this webpage for step-by-step instructions on adjusting permissions. 

Need Support?

If you need additional assistance to check your file and folder permissions, please contact your local IT support team for help. 

Last modified February 3, 2023