{"id":3602,"date":"2022-06-16T13:56:26","date_gmt":"2022-06-16T12:56:26","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&#038;p=3602"},"modified":"2026-05-01T15:36:09","modified_gmt":"2026-05-01T14:36:09","password":"","slug":"search-and-add-users-to-all-or-any-drive-or-shared-drive-folder","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/search-and-add-users-to-all-or-any-drive-or-shared-drive-folder\/","title":{"rendered":"Search and add users to all or any Drive or Shared Google Drive Folder"},"content":{"rendered":"<p>GAT Flow is a user management tool for Google Workspace domains.<\/p>\n<p>With Flow, the admin can take multiple different actions on multiple users.<\/p>\n<h3>Search and add a user to all or any Google Shared Drive<\/h3>\n<p>One of the many actions available in Flow is to Search and Add users to all or specific Google Shared Drive.<\/p>\n<p>The admin can give users <em>different permissions<\/em> to <em>different Shared Drives<\/em>.<\/p>\n<p>This can be done in both<strong> Onboarding<\/strong> and <strong>Modifying workflows.<\/strong><\/p>\n<h4 id=\"1-toc-title\" class=\"betterdocs-content-heading betterdocs-content-heading betterdocs-content-heading betterdocs-content-heading betterdocs-content-heading\">Workflow type<\/h4>\n<p>In the\u00a0<strong>Workflow<\/strong>\u00a0fill in the details. You can set it up also as an<strong>\u00a0Event workflow\u00a0<\/strong>or<strong>\u00a0Recurring workflow.<\/strong><\/p>\n<ul>\n<li><strong>Name<\/strong>\u00a0\u2013 enter the name of the workflow (2)<\/li>\n<li><strong>Description<\/strong>\u00a0\u2013 enter a description for the workflow (optional)<\/li>\n<li><strong>Type<\/strong>\u00a0\u2013 select what workflow type you would like to run\n<ul>\n<li><strong>Modify<\/strong>\u00a0\u2013 modify existing users (3)<\/li>\n<\/ul>\n<\/li>\n<li><strong>Include suspended users<\/strong>\u00a0\u2013 enable or disable to allow you to select users who are currently suspended:\n<ul>\n<li>If enabled \u2013 you will be able to select even users who are suspended<\/li>\n<li>If disabled \u2013 you will be able to select only users who are active<\/li>\n<\/ul>\n<\/li>\n<li><strong>Run immediately after approval<\/strong>\u00a0\u2013 provides an option to schedule the workflow to run in a selected future time (optional)<\/li>\n<\/ul>\n<p>Later click\u00a0<strong>Next<\/strong>\u00a0(4) to proceed.<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone wp-image-16617 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_00_32.png\" alt=\"Creating a workflow\" width=\"1889\" height=\"1272\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_00_32.png 1889w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_00_32-300x202.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_00_32-1024x690.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_00_32-768x517.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_00_32-1536x1034.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_00_32-360x242.png 360w\" sizes=\"(max-width: 1889px) 100vw, 1889px\" \/><\/p>\n<h3 id=\"search-for-user\" class=\"betterdocs-content-heading\">Search For User<\/h3>\n<p>Search for the users and add them<\/p>\n<ul class=\"wp-block-list\">\n<li>Search for a user \u2013 click and search for individual users<\/li>\n<li>Search for a group\u00a0\u2013 click and search for a group of users<\/li>\n<li>Search for an OU \u2013 click and search for the OU of users<\/li>\n<li>Search for a classroom \u2013 click and search for a classroom of users<\/li>\n<li><strong>Next<\/strong>\u00a0\u2013 click to proceed further<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"alignnone wp-image-16587 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-04-30-11_33_08.png\" alt=\"Selecting users to run the workflow on\" width=\"1661\" height=\"1274\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-04-30-11_33_08.png 1661w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-04-30-11_33_08-300x230.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-04-30-11_33_08-1024x785.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-04-30-11_33_08-768x589.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-04-30-11_33_08-1536x1178.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-04-30-11_33_08-360x276.png 360w\" sizes=\"(max-width: 1661px) 100vw, 1661px\" \/><\/p>\n<h3 id=\"3-toc-title\" class=\"betterdocs-content-heading betterdocs-content-heading betterdocs-content-heading\">Choose actions<\/h3>\n<p>In the\u00a0<strong>Choose actions<\/strong>\u00a0click on the\u00a0<strong>(+) button\u00a0<\/strong>(1) and then click the\u00a0<strong>Add action<\/strong>\u00a0button (2)<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-16068 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21.png\" alt=\"Adding actions to a workflow\" width=\"1739\" height=\"1244\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21.png 1739w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-300x215.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-1024x733.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-768x549.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-1536x1099.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-360x258.png 360w\" sizes=\"(max-width: 1739px) 100vw, 1739px\" \/><\/p>\n<p>When selecting\u00a0<em>Add action<\/em>, a menu with different options will be displayed.<\/p>\n<p>Search for the \u201c<strong>Folder, Shared Drive permission change<\/strong>\u201d (1) option it will be under the <b>Drive <\/b>tab. Double click the action node to configure the settings.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16618 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_09_37.png\" alt=\"Adding the 'Folder, Shared Drive permission change' action to a workflow\" width=\"1892\" height=\"1271\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_09_37.png 1892w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_09_37-300x202.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_09_37-1024x688.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_09_37-768x516.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_09_37-1536x1032.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_09_37-360x242.png 360w\" sizes=\"(max-width: 1892px) 100vw, 1892px\" \/><\/p>\n<p>Action on <strong>Shared Drive<\/strong> folders<\/p>\n<ul>\n<li><strong>Type<\/strong> &#8211; <strong>Add or Remove\u00a0<\/strong><\/li>\n<li><strong>File type<\/strong> &#8211; <strong>Shared Drive\u00a0<\/strong><\/li>\n<li><strong>Scopes<\/strong> &#8211; Content manager (or any permission desired )<\/li>\n<li><strong>Select all folders\u00a0<\/strong>&#8211; this <strong>will select all the Root Shared Drives of the domain<\/strong><\/li>\n<li><strong>Select all internal folders<\/strong> &#8211; Selects all locally owned Shared Drives.<\/li>\n<li><strong>Select all external folders<\/strong> &#8211; Selects all externally owned Shared Drives.<\/li>\n<li><strong>Alternatively, Individual Shared Drives can be selected.<\/strong><\/li>\n<li><strong>Send approval request<\/strong> &#8211; click on the bottom below to send the Flow request for approval\n<ul>\n<li>If <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-set-up-preapproval-acces-for-flow\/\">pre-approval<\/a> is enabled &#8211; the admin can proceed without approval needed<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16619 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_14_46.png\" alt=\"Configuring the settings for the 'Folder, Shared Drive permissions change' action in a workflow.\" width=\"1893\" height=\"1276\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_14_46.png 1893w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_14_46-300x202.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_14_46-1024x690.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_14_46-768x518.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_14_46-1536x1035.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_14_46-360x243.png 360w\" sizes=\"(max-width: 1893px) 100vw, 1893px\" \/><\/p>\n<p>The same action can be done for any user&#8217;s <strong>Drive Folders<\/strong>.<\/p>\n<ul>\n<li><strong>Type<\/strong> &#8211; <strong>Add<\/strong> or <strong>Remove<\/strong><\/li>\n<li><strong>File type<\/strong> &#8211; Folder<\/li>\n<li><strong>Scopes<\/strong> &#8211; Commenter (or any permission desired)<\/li>\n<li><strong>Select from<\/strong> &#8211; select the email account of the user from whose MyDrive folders the user is to be added or removed<\/li>\n<li><strong>Select all folders<\/strong> &#8211; select all the folders<\/li>\n<li><strong>Select all internal folders<\/strong><\/li>\n<li><strong>Select all external folders<\/strong><\/li>\n<li><strong>Send approval request<\/strong> &#8211; click on the bottom below to send the Flow request for approval\n<ul>\n<li>If <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-set-up-preapproval-acces-for-flow\/\">pre-approval<\/a> is enabled &#8211; the admin can proceed without the approval needed<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16620 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_17_32.png\" alt=\"Configuring the settings for the 'Folder, Shared Drive permissions change' action in a workflow.\" width=\"1894\" height=\"1275\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_17_32.png 1894w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_17_32-300x202.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_17_32-1024x689.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_17_32-768x517.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_17_32-1536x1034.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_17_32-360x242.png 360w\" sizes=\"(max-width: 1894px) 100vw, 1894px\" \/><\/p>\n<h3>Workflow approval<\/h3>\n<p>The Security officer will receive an email to approve the request.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16621 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_32_01.png\" alt=\"Security officer approval request email\" width=\"1397\" height=\"798\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_32_01.png 1397w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_32_01-300x171.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_32_01-1024x585.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_32_01-768x439.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_32_01-360x206.png 360w\" sizes=\"(max-width: 1397px) 100vw, 1397px\" \/><\/p>\n<p>Where they can <strong>Approve<\/strong> or <strong>Deny<\/strong> the request.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16622 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_33_15.png\" alt=\"Approve or Deny options for a security officer in the workflow details\" width=\"1895\" height=\"1239\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_33_15.png 1895w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_33_15-300x196.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_33_15-1024x670.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_33_15-768x502.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_33_15-1536x1004.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/2026-05-01-15_33_15-360x235.png 360w\" sizes=\"(max-width: 1895px) 100vw, 1895px\" \/><\/p>\n<h3>Result<\/h3>\n<p>At the end of the workflow completion, when the request is <strong>approved:<\/strong><\/p>\n<ul>\n<li>The selected <strong>Users will be added as &#8220;Content Manager&#8221; to All Shared Drives.<\/strong><\/li>\n<li>The selected <strong>Users will be added as &#8220;Commenters&#8221; to all Folders of the chosen user.<\/strong><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>GAT Flow is a user management tool for Google Workspace domains. With Flow, the admin can take multiple different actions on multiple users. Search and add a user to all or any Google Shared Drive One of the many actions available in Flow is to Search and Add users to all or specific Google Shared [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[49],"glossaries":[],"doc_tag":[],"class_list":["post-3602","docs","type-docs","status-publish","hentry","doc_category-on-boarding-off-boarding-modifying"],"year_month":"2026-05","word_count":560,"total_views":"2137","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"stan","author_nicename":"stan","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/stan\/"},"doc_category_info":[{"term_name":"On-boarding, Off-boarding &amp; Modifying","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/users-management\/on-boarding-off-boarding-modifying\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - 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