Inviting External Collaborators
This guide covers best practices for collaborating with external partners while maintaining security and workflow efficiency.
Understanding External Access
External collaborators can be granted access at three distinct levels:
File/Folder Access
The most granular and secure approach for external collaboration. When you share specific files or folders, collaborators become guests at both the workspace and drive level. They'll see only what they need while maintaining a clean, professional experience.
This level is ideal for:
Clients reviewing specific deliverables
Freelancers working on individual assets
External QA teams reviewing specific content
Stakeholders who need access to presentation materials
Drive Access
When external collaborators need broader access to a project, drive-level permissions offer a balanced approach. These users remain workspace guests but gain structured access to entire projects.
Optimal for:
External post-production houses
Agency partners handling multiple assets
Long-term freelancers on specific projects
Client teams needing access to full project scope
Workspace Membership
Reserved for trusted external partners deeply integrated into your workflow. While possible, we recommend carefully considering security implications before granting this level of access.
Security Best Practices
Permission Management
Start restrictive and expand access as needed
Use guest access as your default for external collaboration
Remember that drive names are visible to anyone with file access
Set clear default inheritance levels on drives to prevent accidental exposure
Access Control
External collaborators can progress through permission levels as needed:
Start with file/folder access
Upgrade to drive access if broader scope is required
Convert to workspace membership only when necessary
This progressive approach ensures appropriate access levels while maintaining security.
Practical Considerations
Visibility and Navigation
External guests can see drives in their sidebar when they have access to any contained files. Consider this when:
Naming drives and folders
Organizing content
Planning project structure
Permission Inheritance
Drive default inheritance settings don't affect external guests
Explicit permissions must be set when sharing
Access can be modified or revoked at any time
Changes to higher-level permissions propagate downward
Client Collaboration Tips
When working with clients:
Share specific files/folders instead of entire drives when possible
Use standardized, professional drive names
Consider creating dedicated client-facing drives
Set clear permission levels during initial sharing
Common Scenarios
Freelancer Onboarding
Start with specific file access and scale up based on project needs. This maintains security while allowing flexibility as the relationship develops.
Client Review Process
Share individual deliverables rather than entire project drives. This keeps the focus on relevant content and simplifies the review process.
Agency Partnerships
Consider drive-level access with specific permission sets based on project requirements. This balances efficiency with security.
Important Reminders
External guests retain drive visibility for any shared content
Permission upgrades can be implemented progressively
Access can be revoked or modified at any time
Workspace admins can audit access levels
Additional Resources
For more detailed information about permission structures and advanced collaboration features, consult our comprehensive permissions guide:
Workspace and Drive PermissionsLast updated