A reader of Google Drive & Docs In 30 Minutes wrote to me with an interesting question involving Google Docs notifications:
I live by myself and my closest relatives live far away. Should something happen to me, I’d like a way for them to have quick access to some critical information about me: who to contact, financials, and certain passwords. They should never look at these except under dire circumstances. In an ideal world, I would be notified if anyone other than me entered the folder. Next best would be if anyone opened any of the documents. In this way, if an account of mine were compromised, I could eliminate the info on my Google Drive as the source of the problem.
So the question is whether for the purpose of alerts, merely opening the files triggers an “edit” notification or does it require someone actually saving the document? Alternative solutions?
It’s a common situation to want to leave instructions and other documents for someone else to open in case of death, injury, or disability. However, regarding the idea to get notified whenever a Google Docs or Google Drive collaborator accesses a folder — this feature does not exist in Google Docs, despite many people requesting it. I understand there is a Google Docs extension called “ezNotifications” (described here
) that allows notifications that are associated with edits to the document, but I have not tried it and therefore cannot recommend it.
As for alternatives, Google Sheets
does have a notification feature that will alert an account owner whenever a collaborator makes a change, but it does not alert owners when the spreadsheet is opened. I suppose sensitive information could be added to the spreadsheet as text, and edit alerts would be sent to the owner, but there would be no indication to the creator of whether or not it was merely opened by a designated collaborator.
also has a feature that alerts owners when any document is changed or updated, but it does not alert for merely opening a document. (I have written a book about Dropbox called Dropbox In 30 Minutes
that explains how Dropbox collaboration works
Finally, planning for personal disaster is a complex topic. Before attempting to distribute documents in case of death or injury, I advise consulting with an estate-planning lawyer who has experience in this area.