Concept: About Folders in Drive

It's important to understand the rules associated with file and folder ownership and sharing.

Folder Sharing Access and Permissions

Sharing a folder is an easy way to share a group of items as 1 action. When you share a folder with a user or group, you give them edit, comment, or view access to all the files and subfolders in that folder. You can share a folder if you own the folder or you have edit access to the folder. Folder owners might or might not own the items in the folder.

Keep in mind that if a user has access to a particular item
in a folder because the folder
was shared with them, you can't remove the user's access to the individual item; the X selection doesn't display for that user in the Who Has Access
tab.

If you leave the company and your Workday status changes to terminated, any items that you owned and shared will remain available to the people you shared them with. Administrators can transfer ownership to another user.

As the owner of a folder, if you give edit permission to another user for that folder, they can add items to the folder; that user owns the created item.

Sharing permissions are either explicit or inherited:

When you share a folder with a user or group, you're giving explicit access to it.

When a user or group gains access to an item
in a shared folder, or to a subfolder in the shared folder, this access is called inherited access.

If you want to give a user different levels of permission at different levels of a folder/file hierarchy, we recommend giving view
permission at the higher level of the hierarchy and edit
permission for individual files at the lower level. If a user has edit permission at a higher level, they can change their own lower level view permission to an edit permission.

Moving Items Into and Out of Shared Folders

Users can move any items that either they own, or items in a folder that they can edit.

Users can move items to a folder they own or can edit, or to the Drive home view. If a user with shared edit access to a folder moves an item to their own folder, they continue to have access to the item. If a user moves an item to their Drive home but the item isn't owned by them and wasn't explicitly shared with them, they lose access to the item.

Users with access to an item will have the same access permission when the item moves into a shared folder.

When a user moves an item out of a folder, Drive removes any share settings that were previously applied at the folder level.

Removing (Moving to Trash) Drive Items

These rules apply when removing items (placing them in the Trash), including items in shared folders:

Only an owner can remove a file or folder.

Removing an item removes all its share permissions.

Restoring an item doesn't restore its share permissions.

If a workbook was originally created from an integrating application such as Workday Payroll or Planning, you can remove the workbook only if you disable the entry area first. Some integrating applications refer to disabling the entry area as locking.

After removing a workbook, you can restore it only if you're the owner.

Drive administrators can permanently delete some types of Drive items by accessing the Drive Permanent File Delete
task.

Transferring Ownership of Individual Files or Folders

This section describes transferring ownership of items using the

Transfer Ownership

drop-down list in the

dialog. Any Drive user who owns items can do this action.

Make sure that you already shared the file or folder with the person that you want to transfer ownership to. Then select to Share
the item, and select Transfer Ownership
in the permissions drop-down list for that user.

Only individual users (not groups) can own items in Drive.

When you transfer a folder, only the items in the folder that you own are transferred; non-owned items in the folder keep their existing ownership.

When you transfer ownership of a folder or file:

Workday preserves the sharing settings and folder hierarchy for the transferred item.

Your permission level for the item changes to Can Edit.

The new owner can remove your access.

If the transferred item is a Worksheets workbook:

You won't be able to edit any protected ranges.

Worksheets cancels any existing live data update schedules; the new owner must create a new schedule.

Ownership Transfer by an Administrator

When an administrator transfers ownership of items:

Workday preserves the sharing settings and folder hierarchy for the transferred items.

For transferred folders, Workday removes the folder hierarchy above the transferred folder (the folder containing the transferred folder), but the hierarchy remains unchanged for items inside the shared folder.

For transferred folders, items that are owned by others are not transferred (those users retain their ownership).

The original owner loses all permission for the item.

For transferred Worksheets workbooks, Worksheets cancels any existing live data update schedules; the new owner must create a new schedule.

Copying Files

When you copy a file in Drive, you can select the destination folder for the copy by searching for it or navigating to it. If you don't select a destination, then the destination is the location of the original file. When you're copying an item from within one of the integrating products, such as copying a workbook from the Worksheets user interface or a presentation from Slides, the default destination might vary from what you see in Drive.

You can't copy folders.