📖 3 mins read

Some great questions posed by David Politis of Bettercloud.

Some great questions posed by David Politis of Bettercloud

David published and shared the above flowchart which I think asks some great questions about engagement, cost and security on Google Docs, questions we have been pondering and answering for some time.

As an audit and security-focused tool, GAT can answer these questions ‘Head On’ – here’s how.

We address the questions of Engagement (more subtle than you might think), Cost and Security measurement directly below.

(In case you are wondering we see GAT as complementary to Flashpanel rather than a competing product, that is why we recommend it as the leading console enhancement tool in the marketplace.)

Engagement – How many documents are employees creating and sharing on a daily, weekly and monthly basis?

New filter > Between dates > Documents Created

Let’s start with ‘Documents Created’ and let’s look at the results for today (we can expand to weekly and monthly by moving the ‘From’ date further back).

In the Docs Audit tool, we pick documents created and enter today’s date.

This shows 18 new items in total, 2-word docs, 2 files uploaded, 5 folders, 7 spreadsheets, and one item thrown to trash. Of these, only one was an internal collaboration (in yellow). Clicking on any number shows you exactly those documents in full detail.

But that is not the whole story for the day’s work.

How many documents did the staff work on? For this, we select ‘Document’s Changed

 select ‘Document’s Changed’

Here we see the number has grown bigger, for while the staff created 18 document’s today, they actually worked on 38.

Again the breakdown is as described above except now we know three of those documents were external and shared ‘In’, 1 was public, 1 was public with a link, 1 was an external collaboration and 12 were internal collaborations.

But even this is not the whole story, how many documents did our staff actually look at today?

For the answer to this question we select ‘Document’s Viewed’.

In GAT, select ‘Document’s Viewed’

Here we see they viewed 48 documents. Of which 4 were shared in and 4 shared out. So that’s 8 separate items of external collaboration.

In the case of each search, the document listings are shown in some detail below.  However, you can also save the reports as a Google spreadsheet, or download as a spreadsheet to your PC (these report listings that have even more detail).

Cost – To answer the cost question simply click on the icon showing the 2 ‘uploaded files’

click on the icon showing the 2 ‘uploaded files’

In this case, it shows one of those files was trashed (but it’s still taking up your ‘paid for’ space) and the size of the two files was just 6.3 kB.

To see the drive space used by each user simply click on ‘Users’ from the Homepage, selecting ‘Docs’ from the tab choices.

You can then sort up or down based on the column ‘Docs Quota’

GAT docs quota

Security – how do we address that?

We can see we have been addressing security at every stage of the process, identifying clearly files that are shared ‘In’ or ‘Out’, made ‘Public’ or even just shared ‘Internally’. Security is inherent to every part of our reporting process. You will see as you run the reports who owns the files, who they are shared with, who can edit them, who has updated them and who has visited them.

All of this detail is also reported in the spreadsheet that can be generated as part of a daily audit, a weekly audit or a monthly audit (in fact you can set the window to be any period you choose).

How do I get this information sent to me daily?

Two simple steps 1) Filter (as above) and 2) Schedule.

We show you how to set up a Policy or an Audit and have the right people notified in our document Using GAT to detect a sharing policy violation

Also available on our website here

Footnote: On Engagement

Measure engagement in GAT

Engagement can be viewed in many different ways and has many different metrics, it is one thing to know what documents are viewed, it is another to know ‘how viewed they are?’  That is why we allow admins to sort the results by visits, under the ‘Visitors’ column. Here you can sort by visits in the last 1, 3 and 7 days as well as lifetime total for that file.  This shows what document is ‘hot’ and helps sift to the top the influential documents for the day or week. With this sort of information, you start to get to the heart of engagement and collaboration. Clicking on the document or folder shows all the collaborators (note, over frequent scans, may show multiple daily visits for the one visitor – it is a point of discussion whether going back to a document twice is two visits or one long visit. 🙂 )

The largest Google Apps customers in the world trust GAT. It has become the gold standard for accuracy and the benchmark by which to judge other audit tools.

To Install GAT, look here Google Staff pick.

GAT now has its own page on Google+ and it’s own community which is well worth joining to stay up with the latest features which can really help make your work easier and safer.