📖 2 mins read

 

GAT+ allows Admins to create and generate reports for almost every section of your Google Workspace environment.

In Drive audit, extensive reports can be generated for any type of information needed.

As an example, report on all Shared Out files with Exception of certain files.

  • Generate a report for Shared Out publicly with the exception of the files/folders/drives that are “allowed” to be Shared Out.

The outcome of this post is:

  • Create custom tag
  • Assign the Tag to selected files
  • Find Shared out files and exclude the Tag
  • Schedule report

Create custom tag

Navigate to GAT+ → Configuration → General → Settings → Custom search tags → Add a tag → Save 

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 1

Find the files to be tagged (excluded)

Navigate to GAT+ → Drive → Files → Apply filter → Search for the Files you want to EXCLUDE from the report.

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 2

As the example above we are searching for: Shared Out files by the user X

  • Sharing flags > contains > Shared Out
  • Owner > equal > user X

Apply any filter to find the files you want to Exclude from the report needed. Select all or any the files from the result

Assign Custom Tag

  • Checkmark on Title – Select all
  • Checkmark on file title – select individual file

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 3

Click on File operations →Add/remove Custom Tag

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 4

A pop-up menu will be displayed.

Fill in the details required:

  • Add/Remove the custom Tag
  • Select the Tag to add or remove
  • Confirm – The Tag will be Added or Removed

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 5

The result on assigned Tags

The Custom TAG will be assigned to the selected filter/files.

Find Shared Out files excluding (tagged files)

Navigate to GAT+ → Drive → Files → Apply filter → Sharing flags contains  Shared Out → Tags (custom) doesn’t contain (Tag that covers the files to Exclude)

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 6

Result on Shared out – Excluded files

The result of the filter applied will show all files that have been Shared Out – to users outside of your domain, and the Tags (custom) will cover the files that we want to EXCLUDE.

Shared Out files that don’t contain the Tag (Files that can be Shared out) – Excluding the files under the Tag

 

Schedule report

This can be set as Scheduled Report 

In the Filter, option-click on Scheduled → Occurrence → Enabled → Apply and Schedule 

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 7

Result

The Scheduled report can be found in GAT+ → Configuration → Scheduled reports 

Set up Action to be taken based on the Scheduled report results.

Click on the + sign (Job Action edit) →  Set the action → Remove (Internal/External or Replace permissions) 

GAT+ | Report Public Shared Out Files/Folders/Drives with Exceptions (Custom Tags) 8

The job will be taken in the background.

Since the Report itself is Excluding list of Files (custom TAG), they will not be affected by the Action.

 

If you would like to run a trial of our products please install GAT+ from the Google Workspace Marketplace and contact us at support@gatlabs.com with any questions you may have.

To request a demo please click here and fill the form, we will get back to you in less than 12 hours during weekdays.

If you tried GAT in the past and you would like to run a fresh trial again, please enquire through this form.

 

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