---
title: Identify Externally Owned Files Shared into the Domain with GAT+
description: "[GAT+](https://gatlabs.com/products/gat/) provides a granular overview of a domain’s Google Drive. It allows [Google Workspace](https://workspace.google.com/) Admin to view all files shared out from their domain and those shared from outside. In this article, we explain how the tool lets identify externally…"
url: "https://gatlabs.com/knowledge/tech-tips/identify-externally-owned-files-shared-into-the-domain-with-gat/"
updated: "2023-08-01"
category: "Drive Audit & Management"
tags:
  - GAT+
---

# Identify Externally Owned Files Shared into the Domain with GAT+

[GAT+](https://gatlabs.com/products/gat/) provides a granular overview of a domain’s Google Drive. It allows [Google Workspace](https://workspace.google.com/) Admin to view all files shared out from their domain and those shared from outside. In this article, we explain how the tool lets identify externally owned files shared in the domain, and view and download them with just a mouse click.

 

## Identify external files

  First, navigate to **Drive -> Files ->** and click on **Files owned by others shared in**.  External files are the ones with the orange/yellow background.

![Identify external files](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/External-files-1024x525.png)

## View and download external files

 An Admin can view and download the content of the externally owned files if any user in the domain has **Edit/Contributor** OR/AND **View** rights to the file in question. GAT+ can use those permissions and allow an Admin to view or download the files in question.  For security reasons, the process requires **GAT Unlock** functionality and a **Security Officer** who can approve the request.

## Request access permission

To view the content of external files or download them, the Admin needs to **Create new access permission**.

**Security Officer**must approve the request.

To request access, first select external files and use the **File** **operations** button to select the option **Create new access request.**

![Request access permission](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/Create-access.png)

**Request new access** window shows up, where you can specify the date '**Request access until'**, as well as a '**Message'** to the Security Officer, e.g. a message explaining the reason/purpose of this request.

![Request new access](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/Request-new-access-1024x386.png)

When it is ready, **Send request** to the **Security Officer.**

As a result, the confirmation message will appear: '**New permission request sent**'.

![New permission request sent](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/New-permission-1024x121.png)

 

## **New permission request sent**

**Security Officer** receives an email notification of the new access permission you requested.

![New permission request created](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/Email-to-SO-1024x634.png)

After clicking on the link included in the email, **Security Officer** is automatically sent to the **Access Permissions** tab in **GAT+**, where can approve or deny the request. **Security Officer** must find the relevant request, go to the **Action** column on the right-hand side and click the little arrow facing down (next to the 'eye' icon), as shown below:

![New permission request sent](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/SO-approval-1024x443.png)

When **Security Officer** approves the request, a requestor/Admin gains the access to the files you selected. Access to these files will be permitted until the time you specified in the previous steps.

![New access gained](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/Access-permitted-1024x442.png)

 

## View the content or download the file

By clicking on the open padlock located under the **Actions** on the right-hand side of the dashboard, the Admin can view the content of the file or download the file itself.

![View the content or download the file](https://gatlabs.com/knowledge/wp-content/uploads/2022/11/Open-padlock.png)

Then, if the file has been downloaded, it is saved in the requestor's MyDrive.

## Restriction

 If the external file is '**Restricted'** (read: Flags - Restricted), there is NO access to the file. It happens when only **View** rights are given to the user inside the domain. As a result, the user cannot view or download the file.

 

## Related Posts

- [Create A Copy Of Externally Owned Files Into Your Google Drive](https://gatlabs.com/knowledge/tech-tips/google-drive-externally-owned-files-copy/)
- [Identify All Externally Owned Files](https://gatlabs.com/knowledge/tech-tips/identify-all-externally-owned-files/)
- [Copy Externally Owned Folders and its Content to Your Google Drive (while retaining folders’ structure)](https://gatlabs.com/knowledge/tech-tips/copy-externally-owned-folders-and-its-content-to-your-google-drive-while-retaining-folders-structure/)