Make the decision

Before sharing a document, finish this sentence: the recipient needs to do what? Reading a proposal, commenting on terms and editing a shared schedule require different permissions. Give access that matches the immediate task and review it when that task changes. Trust in the recipient is important, but it does not replace clarity about who should modify the authoritative version. A partner may welcome a clean commenting route rather than accidental editing rights.

Put it into practice

Use the sharing service’s current permission controls and confirm the invitation was sent to the intended account. Check whether access comes from the individual file, a parent folder or a group. Keep a simple record of who owns the document and who can approve changes. When collaboration ends, review the permissions rather than assuming they expire. For high-value documents, retain an approved final copy so later edits do not obscure what was agreed at a particular time.

Imagine this

Hypothetical example

A draft proposal is shared for comments with a prospective partner. Internal editors retain responsibility for the master version. Once the discussion closes, the team produces a dated final document and reviews access to the draft, reducing confusion about which version should guide the next meeting.

Make it practical.

Use this checklist as you read. Checks are not stored.

References & further reading

Further reading: Google Drive: Share files ↗

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