Sharing Your Folder with External Collaborators
Last updated: April 18, 2026
Need a freelance designer to upload creatives directly into your library? Want a client to review assets before they go live? Wevion's Creative Hub lets you share your Google Drive folder with any Gmail or Google Workspace email address, giving external collaborators write access to your files without needing an Wevion account.
No more downloading files from emails, re-uploading them into Wevion, or juggling multiple storage tools.
Prerequisites
Make sure the following are in place before sharing:
- An active Wevion account with a valid subscription
- At least Media Buyer role or higher in your team
- Your Creative Hub folder must already exist (it is created automatically the first time you open Creative Hub)
- The collaborator must have a Gmail address or a Google Workspace email address (other email providers are not supported)
Once you grant access, the collaborator receives a notification email from Google with a link to your folder.
How It Works
Wevion's Creative Hub is powered by Google Drive. A secure service account manages your folder and all the files inside it. When you share your folder with an external email address, Wevion creates a Google Drive permission that grants that person write access to your dedicated folder.
Here is what happens:
- You enter the collaborator's Gmail or Google Workspace email address in Wevion
- Wevion's service account creates a sharing permission on your Google Drive folder
- Google sends the collaborator a notification email with a direct link to your folder
- The collaborator can now open the folder in their own Google Drive, browse existing files, and upload new ones
- Any files they add appear automatically in your Creative Hub the next time you refresh
Your collaborators interact with the standard Google Drive interface on their end. They do not need access to Wevion, and they cannot see anything outside the specific folder you shared with them. Your campaigns, analytics, and settings remain completely private.
Important: Shared collaborators receive write access, which means they can view, upload, edit, and delete files in your folder. Only share with people you trust. If you need read-only collaboration, consider sharing a direct link to specific files instead.
Step-by-Step Guide
Sharing Your Folder
- Navigate to Settings in the left sidebar
- Scroll down to the Google Drive Sharing section
- In the email input field, type the collaborator's Gmail or Google Workspace address
- Click the Add button
Wevion will display a confirmation: "Access granted to [email]." The collaborator's address now appears in the Accounts with access list below the input field.
Google (not Wevion) sends the collaborator a notification email with a direct link to your folder.
Managing Shared Emails
You can see all collaborators who currently have access to your folder at any time:
- Go to Settings > Google Drive Sharing
- The Accounts with access section shows every email address you have shared with, along with a count in parentheses
- Each entry displays the email address and a "Write access" label confirming their permission level
The list reflects permissions added through Wevion only. If a collaborator was added directly via Google Drive, they will not appear in this list.
Removing Access
To revoke a collaborator's access:
- Go to Settings > Google Drive Sharing
- Find the email address in the Accounts with access list
- Click the trash icon (red) on the right side of that entry
- Wevion will remove the Google Drive permission and display a confirmation: "Access removed for [email]"
Once removed, the collaborator loses the ability to view or edit your folder. Any files they previously uploaded remain in your library — removing access does not delete their contributions.
Note: The Google Drive permission is revoked immediately. The collaborator may see cached data briefly but will lose actual access within seconds.
Use Cases
Freelance Designers and Creatives
Media buying at scale often involves external creative talent. Instead of receiving files via email or Dropbox, share your Creative Hub folder and let designers upload directly:
- Ad creative production — Designers upload finished images and videos straight into your library, ready for you to attach to campaigns
- Iterative feedback — Drop a brief into the shared folder; the designer adds revisions without leaving Google Drive
- Batch delivery — Designers upload dozens of creative variants at once, and they all appear in your Creative Hub immediately
Client Review and Approval
If you manage campaigns on behalf of clients, sharing your folder gives them visibility into the assets you are running:
- Creative approval — Clients browse your folder and review what is scheduled to go live, with comments via Google Drive's built-in comment feature
- Asset delivery — Clients upload brand guidelines, logos, and product photos directly to your folder
- Transparency — Clients see exactly what creative assets exist without needing access to your Wevion dashboard
Agency Partners and Cross-Team Collaboration
For agencies managing multiple media buyers or partnering with other agencies:
- Shared asset pools — Multiple contributors upload to the same folder, creating a centralized creative library
- Campaign handoffs — The outgoing team ensures all assets are already in the Creative Hub folder before transfer
- Production studios — Video production companies deliver final cuts directly to your Wevion-connected folder
Limitations
Be aware of the following constraints:
| Limitation | Details |
|---|---|
| Email provider | Only Gmail and Google Workspace addresses are supported. Yahoo, Outlook, and other providers cannot be added |
| Permission level | All shared users get write access (view, upload, edit, delete). Read-only sharing is not available through this feature |
| Folder scope | Sharing applies to your entire Creative Hub root folder, including all subfolders. You cannot share individual subfolders selectively |
| No Wevion access | Collaborators can only interact with files through Google Drive. They cannot access the Wevion interface, campaigns, or analytics |
| Notification email | The notification email comes from Google, not Wevion. Collaborators may need to check their spam folder if they do not see it |
| Maximum shared accounts | No hard limit enforced by Wevion. Google Drive's own sharing limits apply (typically up to 600 permissions per folder) |
FAQ
Does the collaborator need an Wevion account? No. They only need a Gmail or Google Workspace email address. They will interact with your files through the standard Google Drive interface.
Can I share with multiple people? Yes, but you must add them one at a time through the Settings page. Each email gets its own sharing permission.
What happens to files uploaded by a collaborator after I remove their access? The files remain in your Creative Hub folder. Removing access only revokes their ability to view and edit going forward.
Will I get notified when a collaborator uploads a file? Wevion does not send in-app notifications for external uploads. You can enable Google Drive notifications on the folder to receive email alerts when files change.
Can collaborators see my other team members' folders? No. Each user's Creative Hub folder is isolated. Sharing gives access only to your specific folder, not to other team members' folders or any other part of Wevion.
What if the email address is not found on Google? Wevion displays an error: "Email not found on Google." Verify that the address is a valid Gmail or Google Workspace account.
Can I share my folder with a Google Group? Google Groups (mailing lists) are accepted as sharing targets, as long as the email address passes standard email format validation.
Is there an audit log of who uploaded what? Google Drive metadata shows the collaborator's name as the file owner. Inside Wevion's Creative Hub, all files in your folder appear under your account regardless of who uploaded them.