How to set Google Drive and Docs permissions when using embedded images in client-side signatures

25 August 2023 08:42
Updated

Scenario

You are using client-side signatures with embedded images or signatures/signature elements that are rendered as bitmap due to using custom fonts. Now you want to allow sharing of documents outside of your organization.

Resolution

NOTE: These requirements are specified by Google.

To set up Google drive permissions:

Sign in to your Google Admin console.

NOTE: Sign in using your Administrator account - this does not end in @gmail.com.
For more information, see Google Admin console.
From the Admin console home page, click Apps then click Google Workspace then select Drive and Docs.
Select Sharing settings.
Under Sharing outside of [your organization], select ON.
Check the Allow users in [your organization] to publish files on the web or make them visible to the world as public or unlisted files box.

*[your organization] implies the name of your organization.

If you use client-side signatures without enabling the 'Sharing outside of your organization' option:

There can be multiple reasons why you cannot enable the sharing of documents outside your organization; one of them might be due to compliance reasons.

Although you can still use the client-side signatures, you will need to use linked images instead of embedded images. This will also restrict you from using custom fonts, background images or rendering any elements as a bitmap.

For more information, see how you can add a linked image.