Is it possible to setup a folder on Google Drive so that users can access the files within it if they have a direct link but they cannot see the folder if they browse to its parent?
Here's what I have:
Files folder has a bunch of Google Sheets files that I don't want users to rename or move. I realize that they can do this from the File menu when they open the spreadsheet but my average user is not familiar with that functionality. (They are very used to Windows network drives, though.)
Log of Files spreadsheet contains basic information about all those files as well as a direct link to each.
Scripts in the spreadsheet create the files in the
Files folder (using the current user's authorization) and store their direct links in the log. The files are named as their record identifier. For example, the log might have record
ABC170001 and the file for that record would be named
ABC170001. Users have a tendency to want to rename it to something they can recognize when browsing the folder such as
Widget 1234 move to new supplier. This behavior can mess up the scripts in the log spreadsheet.
Here's what I want:
The folder is still there and the direct links in the spreadsheet still work but people can't browse to the
Files folder and see all the files. This would naturally encourage them from browsing to find their files and, instead, they would use the log to open what they want. This negates the most common reason the files get renamed.
Here's what I've considered:
- Messing with access rights.
- Problem: I haven't found a setting that hides the folder without also removing their ability to edit the files after opening them with the direct link.
- Marking the folder as hidden.
- Problem: I haven't find a property to do that.
- Setting the property rights such that users can see the folder but can't open it and then setting the access rights for each file (when it is created by the script) such that anyone in the company can open/edit with a direct link.
- Problem: I haven't trying changing access rights in Google Script yet and didn't want to spend the time with trial & error unless I thought it was likely to succeed.
- Moving either the log or the folder somewhere else, thus obfuscating it from the user but not actually hiding it.
- Problem: I'd like to avoid this option until I'm sure a more direct approach isn't available.
- Share the folder with specific people instead of everyone with a link and then creating an installable trigger (or some other means) that runs under my authorization to create the files and set each authorization to "Domain with Link".
- Problem: I haven't worked out how to let the user trigger it on demand and have it run under my access because the installable triggers seem very limited. I'm still trying to figure out how that could work.