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
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.
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
Click on File operations →Add/remove Custom Tag
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
The result on assigned Tags
The Custom TAG will be assigned to the selected filter/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)
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
This can be set as Scheduled Report
In the Filter, option-click on Scheduled → Occurrence → Enabled → Apply and Schedule
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)
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.
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