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Secure Access to Avid Shared Documents

Updated

You can access Avid onboarding and collaboration documents in Google Docs without using Gmail or Google Workspace. Create a Google Account with your work email, or have IT enable Google Identity for domain-controlled access. 

Use this article when…

  • Your team says “We can’t use Google” during onboarding.
  • You use Microsoft Entra ID (Azure AD), Outlook, or SharePoint as your primary environment.
  • Your security policy blocks personal Gmail accounts.
  • A shared Avid document link prompts you to sign in or request access.

Key point

You do not need Gmail or Google Workspace. You need a Google Account that uses your work email address.

Applies to and prerequisites

Applies to Avid onboarding and collaboration documents shared via Google Docs
Who should use this IT administrators, security/compliance teams, and users who need document access
Time estimate 2–5 minutes (user account) or 15–30 minutes (IT domain setup)
Permissions needed
  • For user setup: access to your inbox at YOURNAME@YOURDOMAIN.COM
  • For IT setup: ability to add a DNS record for your domain

Security requirements for shared documents

Avid shares documents with named recipients to support audit-friendly collaboration.

Avid does not support:

  • “Anyone with the link” access
  • Anonymous access
  • Using a personal Gmail account for secure collaboration

Steps

Option 1: Create a Google Account with your work email (no IT work)

Use this option when you need access fast and your policy allows individual accounts.

Shortcut to avoid Gmail confusion

Start here to open the sign-up flow that defaults to “use your existing email” (no Gmail inbox): https://accounts.google.com/SignUpWithoutGmail

  1. Open https://accounts.google.com/SignUpWithoutGmail. 
  2. Enter your work email address (for example, YOURNAME@YOURDOMAIN.COM) and complete sign-up. 
  3. Verify your email address when Google sends a verification message. 
  4. Open the Avid-shared Google Doc link again. 
  5. If you see a permission screen, use the request-access option and tell your Avid contact the exact email you used. 
If the shortcut link doesn’t work for your org
  1. Start Google Account creation from the standard sign-up page. 
  2. Choose the option that lets you use your existing email (often shown as Use my current email address instead). 
  3. Finish sign-up and retry the Avid document link. 

Option 2: Enable Google Identity for domain-controlled access (recommended for IT)

Use this option when you must enforce MFA, manage accounts centrally, and control access by domain.

  1. Verify your organization’s domain with Google. 
    Google guide: Verify your domain
  2. Set up Google Identity (Cloud Identity) for your domain and create user accounts for required staff. 
    Google guide: Set up Cloud Identity
  3. Apply your security standards (for example: MFA and sign-in policies). 
    Google guide: Security best practices
  4. Send your Avid contact the list of approved user emails that should receive document access. 
What is Google Identity (Cloud Identity)?

Google Identity lets you use Google-managed identities with your work email domain.

  • Users can access Google Docs without Gmail.
  • You can enforce MFA and sign-in policies.
  • You can audit and revoke access centrally.

Google overview: Cloud Identity 
Cloud Identity pricing

What you’ll see after setup

  • You can open Avid-shared Google Docs using your work email identity.
  • Avid can grant access to specific users at your verified domain.
  • Your team avoids personal Gmail accounts for onboarding collaboration.

Next steps

  • Share the approved list of user emails with your LockStep Specialist.
  • Standardize which team members need access (Finance, Development, Operations).
  • If you use a shared inbox, create named user emails for each collaborator.

If Google Identity is not allowed

If your policy prohibits any Google identity use, Avid can provide documents for customer-hosted storage (for example, SharePoint).

  • You manage access control and retention in your environment.
  • You may lose real-time updates and in-document collaboration workflows.

Get help

Contact LockStep Support if access setup blocks onboarding progress.

Include:

  • The email addresses that need access
  • The exact error text you see (copy/paste)
  • The time and date you attempted access
  • Whether you used Option 1 or Option 2

FAQ

Do users need a Gmail inbox?

No. You can create a Google Account that uses your work email address.

Can users use a personal Gmail account?

No. Avid onboarding documents require identifiable, organization-approved access.

Does this replace Microsoft Entra ID or Office tools?

No. Google Identity can exist alongside Microsoft. It only covers Google identity access.

Why can’t Avid enable “anyone with the link”?

Anonymous sharing reduces auditability and access control for sensitive onboarding materials.

Notes and limits

Access is email-specific

Avid shares documents to the exact email address you provide. If you change the email you use to sign in, request access again using the new address.