• Transferring document ownership in G Suite

How to transfer ownership of documents in G Suite?

GAT+ provides G Suite Super Admins or delegated auditors the functionality to transfer ownership of an individual file or multiple Google files across your organization. As long as the owner of the files is a user on your own domain.

Google Super Admins are often faced with the challenge of transferring ownership of Google files between local owners. In most cases, it’s usually transferring a folder which contains multiple subfolders or transferring multiple files to another domain user.

This is not doable with the G Suite Admin console. Currently, the only way to do this with the G Suite Admin console is to delete the local user account and as part of deactivation of the account transfer the ownership of the deleted user’s documents to another active account on the domain typically the super admins account or a service account created for this purpose.

Scenario one – transferring ownership of a folder and its subfolders, find the folder by search its title or file ID, then click on the drop-down menu next to its title. Selecting the option ‘Apply permission change to this folder (recursively)’.

When the new menu pop-up appears, enter the new owner. Note the owner must be from your own domain and not suspended.

Scenario two – transferring ownership of multiple files at once. Search the files you want to take action on, select them by clicking on the toggle selectable button. Then use the Files operation > File Management functionality to input a new owner. The action will be carried out on all the files in the table you are viewing.

In both scenario one and two when changing ownership of files the previous owner will be given editor privileges if you don’t want this to occur make sure to enter their email address in the field ‘Remove following users as Editors”.

What if the owner of the folder is an external user?

There is a limitation for folders owned by an external user, you can’t change their ownership because you have administrative controls over files/folders owned by users on your own domain. In this circumstance making a carbon copy of the folder and its contents is the only way forward.

Using a drop-down menu beside the folder name, the Admin can then select ‘Copy this Folder’. Once selected, using the secure workflow GAT ‘Unlock’ feature, the Admin can then select a user to transfer these documents to and also select a target folder.

The existing folder name will be preserved and the whole folder tree will be placed under the target folder. Admins can also specify a specific folder ID to have the contents moved directly into that folder.

For Copy Folder to work properly the following conditions have to be met, a user from your domain must be an editor or reader of the folder.

Using this functionality will result in locally owned copies being made of the external folders. Important: Files within the copied folder will lose event history and the existing shares are lost.

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