Here is a frequent question we get from our G Suite super admins who use GAT+.
‘I want to know when the contents of a folder change?’ In GAT+ we can automate and set up a scheduled report to give us this information.
Open GAT+ and go to Drive Audit.
Apply custom filter and select the following search parameters:
- Make the type of search equal to a ‘Title / Description Search’
- Enter the title of the folder into the Terms field.
- In the Definition area, you can also select the search parameter Type equal Folder and also Owner equal to the user’s email address.
Once the folder appears in the Drive result table. Click on the drop-down menu next to the title of the folder. Select the option to ‘Show contents of this folder and its subfolders’. Selecting this option will expand the folder completely open and all files within its folder tree will be displayed.
A search will start and when its completed results will be displayed.
Once we access the content of the folder we can make another search to find files that have been updated since yesterday.
The result shown will be of subfolders and files which have been updated after the setup ‘Updated’ date.
The reason why we are looking back a single day is that we want to create a scheduled report which runs daily and shows us files which have been updated in this folder, this report will run automatically each day and it will update the dates selected and increment it to reflect the new day.
We then can set up this as a scheduled report to run daily. Simply click on ‘Scheduled’ and the list will expand, from there select ‘Occurance’ every day and ‘Enable, then select ‘Apply & Schedule’.
The report will be shared with the recipients via email with a Google spreadsheet attached.
If the spreadsheet shows no results – it just means nothing changed in that folder since the previous day.
Note: If it takes longer than expected, the search might go into the background, you can access it later on by selecting the ‘magnifying glass’ button.
Then follow the same as above – apply filter and schedule report.