Before you remove permissions for ‘Docs shared out with link’ it is best practice to automatically inform your users of those shares, allow your own users to take the initiative to clean up the share.
If the shares have not been removed in the allocated time period, as a super Admin you can remove those permissions from Drive Audit.
Apply filter and find the files you want to notify your users about.
Click on “File Operation”, then select “Remove permissions”.
A pop-up menu will be displayed.
The options to Remove Internal, External, and Replace permissions will be available.
From the options select Report only under the Configure section.
This will guarantee only a report is generated, and NO ACTION will be taken on the files.
If Report only is not enabled the action will be carried
The admin can also
- Notify local users
- None – disable
- Owners – notify owners only
- All – notify all
- Email subject – enter the subject of the email
- Email message – leave a message to the end-users
Click on the Send Request button
As we selected Owners to be notified, they will receive an email notification as below. The shares will not be removed as we selected Report only
Now that your users have been notified, you can return to these documents in the future and manually remove the “Public with link” (everyone with a link) or (any other permission) access rights.
Find the files Public with link from the exposure summary table.
When the category is selected, a custom filter will be applied.
Click on “Apply custom filter” to verify.
In the Drives result table, you can see files Shared Out and files Shared In which fall into the Public with link category.
As a Domain Admin, you have control over docs owned by users on your domain.
We can apply an additional filter to ignore files “shared in” from an external domain into yours.
Click on “+ Add rule” and select the rule “Sharing Flags” contains “Shared out”, then click on the button “Apply”.
You can also exclude the Shared drive files
Note: ( contains Shared out ) or ( doesn’t contain Shared in ) will give the same result
As a result in the Drive result table will show.
- Files owned by your local users
- Shared out files with Public with link (everyone with link) permission
The Admin then can select all the files, then File Management button, and then Remove permissions as the example above.
Before removing some or all of these permissions. We would recommend you export the data as is to a Google Spreadsheet for record-keeping purposes.
Admin can click on the drop-down menu beside the permission everyone (with link) and
- Remove permission for only this file
- Remove everyone (with link) as Viewer from files in current filter
- Remove everyone (with link) as Contributor (editor) from files in current filter
- Remove everyone (with link) as Contributor and Viewer from files in current filter
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