Troubleshooting - Exported to Student Gooogle Drive files are shared automatically because the folder is shared and all contents within

This article will guide you through troubleshooting the issue and removing access to a specific files inside the folder shared with the student, from parents or students when they’ve been shared automatically.

Understanding Automatic File Sharing

The CounselMore software account is connected to your company's chosen Google Drive.

When a student record is created a Google drive folder is simultaneously created on the company's chosen Google Drive, in a folder the company has pre-selected for client storage.

The counselor will then open access to that folder by clicking on the folder icon located to the right of the student's name at the top of the screen.

Once the counselor has shared the folder all contents within that folder will also be visible and accessible to the student.

When the counselor chooses to select a specific document to not be visible or accessible to the student, the counselor can launch directly into the students shared Google drive folder.

To do that the counselor will click the Blue menu with the orange Halo inside the students files tab.

A new tab will immediately open taking the counselor directly into the students shared Google drive folder.

From there the counselor can manipulate the share privileges of any individual document.

Follow the steps below to revoke access.

Steps to Remove Access from a Shared Folder:

1. Access the Student’s Folder in Your Counselor Portal:
   ◦ Log in to your CounselMore Counselor Portal.
   ◦ Navigate to the student’s profile.
   ◦ Click on the Files section to access the student’s folder.
   
   
2. Open File in Google Drive:
   ◦ If  specific files have been shared automatically with a student or parent, they will be listed under the Sharing or Access settings.
   
   
   
   
3. Remove Access for Students or Parents:
   ◦ To remove access for the student or parent:
   ▪ Click on the sharing settings (usually an icon or text that shows who has access).
   ▪ Look for the student’s or parent’s email or name in the list of people who have access.
   ▪ Click the Remove Access option next to their email address.
   
4. Verify Access Removal:
   ◦ After removing access, double-check that the files are no longer visible to the student or parent. You can do this by confirming in the sharing settings that no unintended parties are listed.
   
5. Save Your Changes:
   ◦ Make sure to save any changes you’ve made to the sharing settings. This ensures that the student or parent won’t be able to access the files moving forward.