Q: Sharing Google Contacts (administrator)

Patronum allows users to share their Google Contacts with other within the same domain. As an administrator you can also configure contact sharing for your users. <ol> <li>Navigate to the Contacts section.</li> <li>Select the (+) icon.</li> <li>From here you can select the user you want to share the contacts from, and select the specific label. <img src="https://storage.crisp.chat/users/helpdesk/website/661f215e36c4a800/image_8lum3w.png" alt="Select User for Contact Sharing" /></li> <li>Select which users you will be sharing these contacts with.</li> <li>Select which permissions they will have. <img src="https://storage.crisp.chat/users/helpdesk/website/661f215e36c4a800/image_bh9was.png" alt="Setting Up Google Shared Contacts" /> The options are:-</li> </ol> <ul> <li>Can View - Users can only view contacts, they will not be able to edit contacts. (recommended to install Chrome Extension to prevent editing)</li> <li>Can Edit - User can view and edit, but can not share contacts with others. </li> <li>Can Manage - Users have full access to contacts, they can view, edit, and also reshare to other users. </li> <li>Owner - Is the current owner of the contact label. </li> </ul>

Question 1

Creating a Policy

Accepted Answer

Policies within Patronum are extremely powerful and can be used to create workflows for onboarding and offboarding of users based on specific criteria such as new users, job title or even date.

To create a Policy workflow follow these steps:

WORKFLOW

From within the Policy section select the create (+) icon.
Give the policy a name and description. These will be used in any email notifications or approvals.
Start to define your policy be configuring the workflow conditions. From here you can define which users you want the policy to be applied to. You can base your policy on all Users, by users in Organisation Unit, or by a Google Group. You can also exclude users based on a Google Group.
Further filtering of your user cohort is possible, such as filtering on Last Sign In, Department or Job Title
The last section (Actions) with the Workflow is used to define specific users within the workflow. Executor - Used when a user is being offboarded. The executor is the account which Patronum will move data to, such as email, files or calendar items. Approval - This user is required to approve the workflow before it is allowed

Question 2

Email Signature - Video Tutorial

Accepted Answer

Video tutorial on how to set up and create a Google Gmail email signature within Patronum.

${youtube}How to Create a Gmail Email Signature with Images, Social Icons and Logo

Question 3

Custom Permissions and Role Management

Accepted Answer

Patronum provides your business with a set of extremely flexible custom permissions and role-based management capabilities. So instead of granting a user complete super-user access to your Google Workspace via the Google admin console, you can assign lesser roles via Patronum that limits which tasks your users can perform. For example, allow member of your marketing team to manage only email signatures for a specific set of users based on their Organisational Unit or provide helpdesk staff with access to users Google Drive information without giving them the Google admin console. Assign pre-built Patronum roles, or create custom roles of your own.

You can choose from the following permissions in order to create your specific role which matches the exact needs of your organisation. Custom Permissions

Question 4

Sharing Google Contacts (administrator)

Accepted Answer

Patronum allows users to share their Google Contacts with other within the same domain. As an administrator you can also configure contact sharing for your users.

Navigate to the Contacts section.
Select the (+) icon.
From here you can select the user you want to share the contacts from, and select the specific label.
Select which users you will be sharing these contacts with.
Select which permissions they will have. The options are:-

Can View - Users can only view contacts, they will not be able to edit contacts. (recommended to install Chrome Extension to prevent editing)
Can Edit - User can view and edit, but can not share contacts with others.
Can Manage - Users have full access to contacts, they can view, edit, and also reshare to other users.
Owner - Is the current owner of the contact label.

Question 5

External Shared Contacts

Accepted Answer

If your users often contact people outside your domain, such as consultants or partners, you can add them to your Directory as shared external contacts. People in your organization can find the profile information for shared external contacts in many Google services, such as when they enter addresses in Gmail. To create External Shared Contacts within your Google Directory:

Navigate over to the Contacts section
Select the SHARED CONTACTS tab
Select either Add Contacts or Import contacts button
Enter the contact details of the individual and select SAVE.

Edit Shared Contacts

Question 6

Managing Users Files

Accepted Answer

Within Patronum you can manage your users Files and Shared Drives.

|| Access to Google Shared Drives depends on if the Shared Drive is internal or external. If internal Patronum will give administrators full visibility and access, however if you are accessing an external Shared Drive Patronum will only be able to manage the drive to the level of the highest permission of an internal user.

To manage an individuals Google Files:-

Navigate to the user you are interested in.
Select the FILES tab.

Managing Google Drive & Shared Drives

From the Files section an administrator can explore and manage a users My Drive and Shared Drives.

Browsing Users My Drive and Shared Drives.

Share - Allows an administrator to manage the Sharing Permissions of a file or folder.
Rename - Allows an administrator to rename a file or folder.
Add a shortcut to Drive - Allows an administrator to browse another users My Drive and add a file or folder as a shortcut to the users My Drive.
Move to - Allows an administrator to move a file or folder, including subfiles and folders to another location in the users My Drive.
Make a Copy - Allows an administrator to make a copy of files and folders and add it to another users My D

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