AUTO SHARE

Auto Share is a Gmail™ app allows you to automatically share Google Docs™, Google Spreadsheets™ and Google Presentations™ with other users when they request access.

Using Auto Share saves you the hassle (and potential mistakes) of sharing docs manually and dramatically reduces the amount of time requesters will need to wait to access docs.
You can control which documents are shared with which users and whether they should be given ‘View’ or ‘Edit’ access by creating rules.
For example, you might create a rule to automatically give ‘View’ access to any users with an ‘@example.com’ domain requesting access to spreadsheets with ‘ Example | Public’ in the title.

HOW DOES IT WORK

When Auto Share runs (each hour and whenever you manually trigger it), it will examine the unprocessed requests you have received (i.e. emails with the title ‘Share request for …’ from Google).
For each, Auto Share will examine the user, the domain of that user, the type of the document and the title to see if the request matches any of the rules you have set up.
If there is a match Auto Share will do the following:

• Mark the email as read
• Give the requester access
• Add labels showing the level of access granted and marking the email as processed

If there is no a match Auto Share will do the following:

• Mark the email as read
• Add labels marking the email as processed and unshared

HOW TO CREATE A RULE

The ‘Create a New Rule’ view has six options.

• Rule Name: the name used to identify the rule
• User: either a specific email address to match one user or ‘*’ to match all users. For example, jo@example.com.
• Domain: either a specific domain to match only user from that domain or ‘*’ to match all domains. For example, ‘@example.com’
• Title contains: either some text which to match docs which contain that text in the title or ‘*’ to match all titles. For example, ‘ | Public’.
• Document type: which document types the rule should match with.
• Access Type: whether to give View access or Edit access

User and domain are case insensitive; title is case sensitive.

Remember, a doc will only be shared if the request fully matches the rule.

So if you create this rule:

• Rule Name: example rule
• User: jo@example.com
• Domain: *
• Title: Public
• Document Type: Spreadsheets
• Access Type: View

And this request is received:

• jo@example has requested access to the Spreadsheet ‘Example’

Then the doc would not be shared as the doc does not have ‘Public’ in the title.

HOW TO VIEW AND REMOVE CURRENT RULES

You can view rules by selecting ‘View Rules’ from the main menu.

Each rule has a ‘Remove’ button attached.

FAQ

• The label 'auto-share-error' has been added to a message, why did this happen?
This can occur if you create a doc but do not Edit it (i.e make any changes or update the title) before sharing. In this case you should Edit the doc and then share the link again.
• What if multiple rules match?
If the rules have the same access level then the doc will be shared with that access level. If they have different access levels then the higher one (i.e. Edit) will be used.
• What if there is an error?
If for some reason a request cannot be processed, the email will be left unread and the label ‘auto-share-error’ will be added.
• Will the app start as soon as I install it?
No, Auto Share will only process emails if at least one rule exists.
• Can I stop the app without uninstalling it?
If you can remove all of the rules.
• How is my data stored?
Auto Share runs entirely on your own Google account and does not store any data except logs. Auto Share's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
• Can anyone read my emails if I use Auto Share?
No, Auto Share runs entirely on your own Google account. Auto Share parses the request emails in order to process them but it does not store any of the emails or their contents.

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