Create and manage trust rules for Drive sharing

Drive sharing settings are automatically converted to trust rules

Trust rules replace your Drive settings under Sharing optionsSharing outside of your organization.

You can preview rules converted from Drive settings

To preview rules automatically created from your Drive settings:

From the Admin console home page, go to Rules. You can filter rules by type, by clicking Add a filterRule typeTrust.

In the Rules list, you'll see:

• Two default rules for sharing outside your organization

  Once enforced, these rules will be either active or inactive, depending on the state of your equivalent Drive sharing settings.

• Any other rules needed to match the sharing boundaries of your current Drive settings

Important: These rules aren't enforced until you turn on trust rules.

Your equivalent Drive sharing settings become inactive

Once you turn on trust rules, you can no longer use the Drive setting for sharing outside your organization. For details about Drive sharing settings, go to Set users' Drive sharing permissions.

You can turn off trust rules

At any time, you can turn off trust rules and return to using Drive sharing settings instead. For details, go to Turn trust rules on or off below.

With a trust rule's scope and conditions components, you can control file sharing more precisely than you can with Drive sharing settings. For details about rule components, go to the section Understand trust rule components later on this page.

The following charts compare available controls in Drive sharing settings and trust rules.

Scope controls

Conditions controls

To create a trust rule, you define its scope, trigger, conditions, and action components. Using these components, you can create a rule that says if xhappens, do y.

For example, if you create a rule to allow files your organization's Sales department own to be shared with anyone at your customer's organization (other-company.com), the rule's components would be:

• The scope is the organizational unit for your Sales department.
• The trigger is that someone attempts to share a file owned by a user in the scope.
• The condition is other-company.com.
• The action is to allow the file to be shared.

Defining the scope

The scope is the user in your organization to whom a rule's trigger applies:

• If a rule's trigger is Sharing files, the scope is the user who owns the file for which you want to control sharing.

  Important: A sharing rule also controls sharing by users with Edit privileges for a file owned by a user in the scope.

• If a rule's trigger is Receiving files, the scope is the intended recipient of the file.

For the scope, you can:

• Include your whole organization.
• Include or exclude organizational units (which can contain users and shared drives).
• Include or exclude groups in your organization's Google Groups service.

Defining the trigger

The trigger is the activity that a rule allows or blocks. You can select one of the following triggers:

• Sharing files
• Receiving files

Defining the conditions

Conditions are the users whom a file is intended to be shared with or received from:

• If a rule's trigger is Sharing files, the condition is the intended recipient of the file.
• If a rule's trigger is Receiving files, the condition is the user who owns the file.

You can specify multiple conditions for a rule, both inside and outside your organization, including:

• Organizational units
• Groups in your organization's Google Groups service (can include external users)
• Trusted domains (all users at all external domains on your allowlist)
• External domains not on your allowlist
• Specific users in your organization
• Anyone with a Google Account

Note: Only one condition needs to be met for the rule to take effect.

Defining the action

The action is the outcome you want to occur when a rule is triggered. You can:

• Allow sharing
• Allow sharing with a warning

  Note: If you select this option, users see a warning when sharing files but not when receiving them.

• Block sharing

To allow or block sharing by departments or groups

Make sure you create the organizational units and groups you want to create trust rules for:

• For details on creating organizational units, go to Add an organizational unit.
• For details on creating groups, go to Create a group.

To restrict sharing to trusted domains only

Make sure the trusted domains are on your allowlist. Trusted domains must use Google Workspace and be domain-verified. For details, go to Allow external sharing only with trusted domains.

Cloud Identity customers: If your organization has a mix of Cloud Identity and Google Workspace licenses, domains on an allowlist for Google Workspace also apply to users with Cloud Identity licenses.

Before creating trust rules, consider which type of sharing to allow or block across your organizational structure. Make sure your rules don't let users share with people they don't intend to or prevent them from sharing with people they intend to.

For example, assume you have the 4 organizational units—Sales, Legal, Research, and All other teams—and you want to restrict the following types of sharing:

• Files that Sales owns can't be shared internally with Research.
• Files that Legal owns can't be shared externally except with your outside counsel.
• Files that Research owns can be shared only internally among Research and Legal.
• Files that all other teams own can't be shared externally with anyone.

The following are recommended steps to implement your sharing model.

Step 1: Map collaboration boundaries

You might want to use a matrix to map which sharing is allowed for different users, such as the following:

Step 2: Create the following rules:

Step 3: Deactivate the 2 default rules

If you need additional privileges to manage trust rules, contact your administrator.

Tip: If you're a super administrator, you can create a custom admin role for managing trust rules and assign it to a delegated admin. For details, go to Create, edit, and delete custom Admin roles.

If you turn on trust rules:

• Existing rules in your Rules list are enforced, and your Drive settings for sharing outside your organization are deactivated. For details, go to How trust rules replace Drive settings earlier.
• If you change any Drive sharing settings shortly before turning on trust rules, your rules might enforce the Drive settings' previous state temporarily. It can take up to 48 hours for trust rules to sync with recent changes to Drive sharing settings.

To turn on trust rules:

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, go to Menu  Rules.
3. In the Collaborate securely card at the top of the page, click Turn on for Drive.

   Your Tasks list opens automatically and shows the progress of trust rules activation.

If you turn off trust rules:

• Your organization's Drive sharing settings become active again and revert to their state when you turned on trust rules.
• Any trust rules you created are permanently deleted.

To turn off trust rules:

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, go to Menu  AppsGoogle WorkspaceDrive and Docs.
3. Click Sharing settings.
4. Under Sharing outside of your organization, click Turn off trust rules.

   Your Tasks list opens and shows the progress of trust rules deactivation.

After you create a trust rule, you can:

• Edit it at any time to change settings, such as conditions and action, or to deactivate or reactivate it.
• Delete a trust rule at any time.

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, go to Menu  Rules.
3. Click Create ruleTrust.

4. Under Name, enter a name and optionally a description for your rule.
5. Under Scope, choose one of the following:

   By default, the rule applies to everyone in your organization.

   To apply the rule to only specific users:

   • For a sharing rule, choose which users' files the rule applies to. Trust rules apply only to the files owned by users or shared drives in your rule's scope. Get details.
   • For a receiving rule, choose which users are the intended recipients of a shared file.
   1. Click Specify organizational units or groups.
   2. Select an option to include or exclude organizational units or groups.
   3. Select the organizational unit or group to include or exclude.
   4. (Optional) Include or exclude more organizational units or groups.

      For example, to apply a rule to everyone in your organization except for one group, include the top-level organizational unit and exclude the one exempt group.

      To remove an organizational unit or group, click Clearnext to it.

6. Click Continue.
7. Under Triggers, select one or both events for which you want to apply the rule:
   • Sharing files—Rule triggers when files owned by people in your scope are shared with the users you select in Conditions.
   • Receiving files—Rule triggers when people in your scope receive files owned by users or shared drives you select in Conditions, or are added as members to shared drives in Conditions.
8. Under Conditions, click Add condition, and then select the internal or external people you want to allow or block from sharing or receiving with users in your scope.

   Internal options:

   • User—Start typing the user's name or email address.
   • Organizational unit—Click Select an organizational unit.
   • Group—Start typing the group's name or email address.
   • My organization

   External options:

   (Optional) To allow users to share externally with people who don't have a Google Account, check the Include visitors box. This option doesn't apply to some types of conditions. Get details.

   • External organization—Enter the organization's domain name (such as other-company.com).
   • Allowlisted domains—Optionally check which domains are on your allowlist by clicking View allowlisted domains.
   • Anyone with a Google Account (includes internal and external users)
9. Click Continue.
10. Under Action, choose what happens when your rule is triggered: Allow, Allow with warning, or Block.
11. Click Finish.
12. Choose whether to make the rule active or inactive, and then click Complete.

It can take up to 48 hours to see changes. During this time, old and new settings might be intermittently enforced.

You can edit a trust rule at any time to change settings, such as conditions and action, or to deactivate or reactivate it.

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, go to Menu  Rules.
3. Find the rule in the Rules list.

   Tip: You can sort the list by rule type, by clicking the Rule type column heading. Or filter the list by clicking Add a filterRule typeTrust.

4. (Optional) To view the rules scope, conditions, trigger, and action, point to the rule in the list and click Quick view.
5. (Optional) Click the rule to open its details page and view settings.
6. (Optional) To edit settings:
   1. On the left of the details page, click Edit rule. Or click a settings section.

   2. Edit settings.

      To navigate to other settings, click Continue. To close a section, click CancelDiscard & exit.

   3. When you're finished editing settings, click Finish.

It can take up to 48 hours to see changes. During this time, old and new settings might be intermittently enforced.

You can view detailed logs that show admin activity on trust rules. Three types of logs are available:

• Rule creation
• Rule deletion
• Update rule

You can view detailed logs that show user activity on shared Drive file trust rules. Three types of logs are available:

• Blocked recipient
• File share blocked
• File view blocked

For steps on how to see what types of events you can view, go to Admin log events and Rule log events.

Example: Allow a team's files to be shared with another team

Suppose you want to let files your Sales team owns to be shared with your Marketing team. In this case, you'd need one rule to allow Sales to share files with Marketing and another rule to allow Marketing to receive files from Sales:

Example: Allow two teams' files to be shared between them

• If a file owner moves to a different organizational unit or group, the file's sharing rules change to those of the new organizational unit or group. This rules change also applies if file ownership transfers to someone in a different organizational unit or group.

Here's how trust rules work with people who don't have a Google Account or have a Google Account that's not managed by an administrator.

People without a Google Account (visitors)

Rules that allow sharing

If you create a rule that allows users to share files externally, by default, sharing is allowed only with people who have a managed Google Account. However, you can also allow users to share files with people who don't have a Google Account. In this case, the recipient is given a special type of account called a visitor account. Learn more about sharing with visitor accounts.

To allow sharing with people who don't have a Google Account, in the Conditions settings for the rule, select the Include visitors option. This option applies only to rules that allow users to share externally, with either an external domain or all external users.

Note: You can't allow sharing with a visitor account by adding it to a group for which you allow external sharing.

Rules that block sharing

Any rules that block users from sharing outside your organization always apply to visitors, even if the Include visitors option isn't selected for the condition.

However, if there's another rule that allows sharing with visitor accounts, a blocking rule doesn't apply to visitor accounts in groups. For example, if you have the following rules:

• Rule 1—Allow sharing files with Anyone with a Google Account, with Include visitors selected.
• Rule 2—Block sharing with a mailing list group that includes people with visitor accounts.

Block actions don't apply to the visitor accounts in the group. Users in rule 2's scope can still provide the visitor accounts with access to their files.

People with an unmanaged Google Account

Rules that allow sharing

If you create a rule that allows users to share externally with a specific domain or organization, users can't share with unmanaged Google accounts at that domain or organization. These accounts include consumer accounts and accounts with certain Google products, such as Google Workspace Essentials.

You can, however, allow users to share with specific unmanaged accounts: Add the accounts to a group and create a rule that allows sharing with that group.

Rules that block sharing

Any rules that block users from sharing outside your organization always apply to unmanaged accounts.

If a trust rule's scope includes an organizational unit, the rule applies to any shared drives in that organizational unit. For example, if you create a rule that allows your Manufacturing team's organizational unit to share files with Legal, users in Legal can access Manufacturing's shared drives.

To create trust rules for shared drives, make sure you set up shared drives in the appropriate organizational units.

• "your-organization.com" is the organization's top-level organizational unit.
• "Marketing department" is a child organizational unit under the top level.

Example 1

You can have a maximum of:

• 200 active trust rules
• 2,000 trust rules (active + inactive)
• 150 conditions per trust rule
• 500 conditions of the following types across all your organization's trust rules:
  • organizational units
  • groups
  • allowlisted (trusted) domains
  • external domains
  • specific users—1-200 users counts as 1 condition, 201-400 users counts as 2 conditions, and so on

  Note: There's no limit to the number of the following types of conditions you can have across all your trust rules:

  • Organization
  • Anyone with a Google Account
• 500 included and excluded organizational units or groups for the scope, per rule

• Dynamic groups—Manage memberships automatically when users join, move within, or leave your organization. Available in the Admin console or with the Cloud Identity API, dynamic groups help you reduce time spent managing group membership manually. To use a dynamic group for a trust rules policy, make sure it's also a security group (which has the Security label). Learn more about dynamic groups.

• Security groups—Convert a standard or dynamic group to a security group, which helps you regulate, audit, and monitor the group for permission and access control. You can create security groups in the Admin console or with the Cloud Identity Groups API, by adding the Security label to them. Learn more about security groups.

• Migrated groups—Use Google Cloud Directory Sync (GCDS) to sync groups you create in Microsoft Active Directory or other tools with Google Workspace. Then, you use those synced groups in trust rules. Learn more about GCDS.

• Scope—Legal team's organizational unit
• Trigger—Sharing files and Receiving files
• Condition—Group with specific attorneys' addresses
• Action—Allow

If a user no longer has the Google Drive and Docs service for their account—for example, the Google Workspace license was removed from their account—files they own can be shared only within your organization, even if the trust rules applied to their files allow external sharing. Sharing their files internally is still restricted by any boundaries set by the trust rules—for example, allowing sharing only with specific organizational units.

To remove the external sharing restriction from the user's files, you can add the Archived User (AU) license to their account. For details, go to Add Archived User licenses.

If your organization switches to a Google Workspace edition that doesn't include trust rules, your organization's active trust rules remain active and enforced. You can view trust rules but can't edit or delete them. If you're a super admin, you can turn off trust rules to use Drive sharing settings instead.

If you turn off trust rules: Your organization's Drive sharing settings become active again and revert to their state when you turned on trust rules. Any trust rules you created are permanently deleted.

If you cancel your Google Workspace subscription and have only Cloud Identity licenses, you can't use Drive sharing settings.