{"id":1278,"date":"2022-01-18T19:48:20","date_gmt":"2022-01-18T19:48:20","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&#038;p=1278"},"modified":"2025-05-27T14:21:00","modified_gmt":"2025-05-27T13:21:00","password":"","slug":"set-up-google-drive-dlp-alerts-for-shared-out-files","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/set-up-google-drive-dlp-alerts-for-shared-out-files\/","title":{"rendered":"Set Up Google Drive DLP Alerts For Shared Out Files"},"content":{"rendered":"<h3>Introduction<\/h3>\n<p>GAT+ audit tool provides an extensive and detailed overview of the entire Google Workspace domain. Drive audit allows a global and detailed view of <strong>Google Drive<\/strong>.<\/p>\n<p>Our tool provides an alternative solution to Google Admin Console alerting, within our tool we call it <strong>Alert Rules<\/strong>.<\/p>\n<p>In GAT+ we have different types of alerts<\/p>\n<ul>\n<li>Applications<\/li>\n<li>Emails<\/li>\n<li>Drive<\/li>\n<li>YouTube<\/li>\n<li>Mobile device<\/li>\n<li>Users<\/li>\n<li>Users Logins<\/li>\n<\/ul>\n<p>The <strong>Drive Alert rules<\/strong> are based on a number of different activities:<\/p>\n<ul>\n<li>The number of files Downloaded &#8211; per day<\/li>\n<li>A number of files Shared out &#8211; per day<\/li>\n<li><strong>Alert if the regex matches newly shared out files (google native files, PDF, and TXT files)\u00a0<\/strong><\/li>\n<li>Aler if &#8220;share to&#8221; address matches a specific pattern<\/li>\n<\/ul>\n<h3>Configuring Alert Rules<\/h3>\n<p>Open <strong>GAT+<\/strong> and navigate to<strong>\u00a0Alert rules<\/strong>\u00a0under the\u00a0<strong>Configuration\u00a0<\/strong>tab<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone size-full wp-image-12835\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/GAT.png\" alt=\"\" width=\"310\" height=\"410\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/GAT.png 310w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/GAT-227x300.png 227w\" sizes=\"(max-width: 310px) 100vw, 310px\" \/><\/p>\n<h4>Select users<\/h4>\n<p>Click on the\u00a0<strong>+\u00a0sign<\/strong> and a new window will be displayed, fill in the details as shown below:<\/p>\n<ul>\n<li>Set up a\u00a0<strong>Name\u00a0<\/strong>for the rule<\/li>\n<li>Set the checkmark to <strong>Enabled<\/strong><\/li>\n<li>Set the\u00a0<strong>Type\u00a0<\/strong>to Drive<\/li>\n<\/ul>\n<p>Choose the <strong>scope<\/strong> who will be affected by this alert rule<\/p>\n<ul>\n<li>It can be a user, group, or org. unit.<\/li>\n<\/ul>\n<p>To apply this option to all users in the domain, select the top OU (&#8220;<strong>\/<\/strong>&#8220;) and check the box below to include all sub-OUs in the scope.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-12857\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/01\/Alert-with-regex.png\" alt=\"\" width=\"864\" height=\"958\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/01\/Alert-with-regex.png 864w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/01\/Alert-with-regex-271x300.png 271w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/01\/Alert-with-regex-768x852.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/01\/Alert-with-regex-360x399.png 360w\" sizes=\"(max-width: 864px) 100vw, 864px\" \/><\/p>\n<p>Pick and select the <strong>Recipients <\/strong>it can be any local user email or group email from your domain or someone from outside.<\/p>\n<blockquote><p>Note: If no recipient selects the alerts will be simply reported in the <strong>Alerts<\/strong> tab on the left-hand side menu.<\/p><\/blockquote>\n<p>The rules on which an alert will be generated are:<\/p>\n<ul>\n<li>Alert on number of\u00a0files downloaded\u00a0(files in a 24 hour period)<\/li>\n<li>Alert on number of\u00a0files shared out(files in a 24 hour period)<\/li>\n<li>Alert rule can be added as an<strong> alert if the regex matches a newly shared out file \u00a0(doc, spreadsheet, presentation, PDF, text files):<\/strong><\/li>\n<li>Alert if &#8220;share to&#8221; address matches specified pattern.<\/li>\n<\/ul>\n<h4>Set up the rule<\/h4>\n<p>For the&#8221;<strong>Alert if the regex matches a newly shared out file (doc, spreadsheet, presentation, PDF, text files)&#8221;<\/strong><\/p>\n<p>Click on the <strong>+ button <\/strong>to add a rule.<\/p>\n<p>Two options will be displayed:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-39735\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-gs.generalaudittool.com-2020.10.15-13_34_20.png\" alt=\"\" width=\"969\" height=\"218\" \/><\/p>\n<p><strong>Custom<\/strong>: Select and add <strong>custom Regex pattern<\/strong><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-39731\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-gs.generalaudittool.com-2020.10.15-12_38_35.png\" alt=\"\" width=\"971\" height=\"221\" \/><\/p>\n<p>Click on the <strong>Select<\/strong> button and <strong>predefined Regex pattern<\/strong> examples will be displayed.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-39732\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-gs.generalaudittool.com-2020.10.15-12_40_07.png\" alt=\"\" width=\"1058\" height=\"727\" \/><\/p>\n<p>Pick any of the rule examples and click on the &#8220;<strong>Select<\/strong>&#8221; button beside it<\/p>\n<blockquote><p>Note: If you would like us to add additional <strong>Regex patterns <\/strong>that you think is important, please email us at<a href=\"mailto:support@gatlabs.com\"> support@gatlabs.com<\/a> with your suggestion.<\/p><\/blockquote>\n<p><strong>The rule will be added<\/strong><\/p>\n<p>Click on the\u00a0<strong>+\u00a0sign<\/strong> underneath to add multiple Regex patterns.<\/p>\n<h4>Additional rules<\/h4>\n<p>Additionally, you can set extra actions:<\/p>\n<ul>\n<li><strong>Notify the user <\/strong>if you want to show a custom message to the end-user who shared out this document.<\/li>\n<li><strong>Remove shares <\/strong>if you want to remove the external shares automatically.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-39733\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-gs.generalaudittool.com-2020.10.15-12_54_17.png\" alt=\"\" width=\"982\" height=\"351\" \/><\/p>\n<p>Click on the <strong>Save button <\/strong>to activate the rule.<\/p>\n<h3>Viewing Alert Rules<\/h3>\n<p>Alert rules can be found in the <strong>Alert rules\u00a0<\/strong>under the\u00a0<strong>configuration<\/strong><\/p>\n<p>An admin can quickly see the name of the rule, the type of the rule if it is enabled, what scope, and the recipients.<\/p>\n<p>Under the summary tab, an admin can see exactly the alerts enabled for this rule.<\/p>\n<p>Under the\u00a0<strong>actions\u00a0<\/strong>tab, the rule can be viewed (<strong>eye icon),\u00a0<\/strong>it can be\u00a0<strong>edited\u00a0<\/strong>from the\u00a0<strong>pen\u00a0<\/strong>icon or deleted from the\u00a0<strong>x\u00a0<\/strong>button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1424\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2021-12-13-19_46_32-GAT.png\" alt=\"\" width=\"1577\" height=\"589\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2021-12-13-19_46_32-GAT.png 1577w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2021-12-13-19_46_32-GAT-300x112.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2021-12-13-19_46_32-GAT-1024x382.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2021-12-13-19_46_32-GAT-768x287.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2021-12-13-19_46_32-GAT-1536x574.png 1536w\" sizes=\"(max-width: 1577px) 100vw, 1577px\" \/><\/p>\n<h3>Result<\/h3>\n<p>When the rules are violated the<strong> Recipients<\/strong> will receive email notifications and a record for the rule will be generated and placed under <strong>Alerts\u00a0<\/strong><\/p>\n<p>The recipient will receive an email notification below.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-39736\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-mail.google.com-2020.10.15-13_44_07.png\" alt=\"\" width=\"1103\" height=\"701\" \/><\/p>\n<p>All the\u00a0<strong>Alerts\u00a0<\/strong>can be seen under the <strong>Audit and Management <\/strong>area in GAT+.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-39737\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-gs.generalaudittool.com-2020.10.15-13_48_24.png\" alt=\"\" width=\"1402\" height=\"866\" \/><\/p>\n<h3>Video how-to<\/h3>\n<p>In the example below we will create the <strong>Drive Alert rule for newly Shared Out files.<\/strong><\/p>\n<div class=\"ose-youtube ose-uid-77436a52332cd1dcae43ba826fe12fcf ose-embedpress-responsive\" style=\"width:900px; height:600px; max-height:600px; max-width:100%; display:inline-block;\" data-embed-type=\"Youtube\"><iframe allowFullScreen=\"true\" title=\"GAT+ Allows Admins to create Alert Rules for Drive Usage\" width=\"900\" height=\"600\" src=\"https:\/\/www.youtube.com\/embed\/1AgTjpupiAY?feature=oembed&color=red&rel=0&controls=1&start=&end=&fs=0&iv_load_policy=0&autoplay=0&mute=0&modestbranding=0&cc_load_policy=1&playsinline=1\" frameborder=\"0\" allow=\"accelerometer; encrypted-media;accelerometer;autoplay;clipboard-write;gyroscope;picture-in-picture clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/div>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Introduction GAT+ audit tool provides an extensive and detailed overview of the entire Google Workspace domain. Drive audit allows a global and detailed view of Google Drive. Our tool provides an alternative solution to Google Admin Console alerting, within our tool we call it Alert Rules. In GAT+ we have different types of alerts Applications [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[21],"glossaries":[],"doc_tag":[24],"class_list":["post-1278","docs","type-docs","status-publish","hentry","doc_category-drive-management","doc_tag-gat"],"year_month":"2026-04","word_count":631,"total_views":"2503","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"stan","author_nicename":"stan","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/stan\/"},"doc_category_info":[{"term_name":"Drive Audit &amp; Management","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/drive-management\/"}],"doc_tag_info":[{"term_name":"GAT+","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-tag\/gat\/"}],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Set Up Google Drive DLP Alerts For Shared Out Files - GAT Knowledge Base<\/title>\n<meta name=\"description\" content=\"GAT+ audit tool provides an extensive and detailed overview of the entire Google Workspace domain. 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