{"id":1374,"date":"2022-06-27T17:59:38","date_gmt":"2022-06-27T16:59:38","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&#038;p=1374"},"modified":"2024-06-11T17:16:10","modified_gmt":"2024-06-11T16:16:10","password":"","slug":"automate-removal-of-shares-on-files-after-x-days","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/automate-removal-of-shares-on-files-after-x-days\/","title":{"rendered":"Automate removal of shares on files after X days"},"content":{"rendered":"<p>Automatically take action on file permissions after a certain period of time has passed. GAT+ provides this option via a <strong>Scheduled<\/strong> feature<\/p>\n<p>Here is a common scenario: <strong>Remove public file permissions, if the file has been shared out (outside the organization) longer than X days<\/strong><\/p>\n<ul>\n<li>Remove public permission (Shared out) longer than X days\n<ul>\n<li>Essentially placing an expiry date on the sharing permissions.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<div class=\"ose-youtube ose-uid-672cd5e02f36e797640080436136aad0 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+ | Google Workspace Admins can Now Automate Removal of Shares on Files after X Days\" width=\"900\" height=\"600\" src=\"https:\/\/www.youtube.com\/embed\/THzk3dd9UwM?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<h2>Steps to configure these scheduled actions:<\/h2>\n<h3>Access to GAT+ &#8211; Drive Audit<\/h3>\n<p>Navigate to <strong>GAT+ \u2192 Drive \u2192 Files \u2192 Apply custom filter<\/strong><\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone size-full wp-image-41971\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-uk.generalaudittool.com-2021.01.29-13_05_50.png\" alt=\"\" width=\"1468\" height=\"605\" \/><\/p>\n<h3>Apply filter<\/h3>\n<p>Apply the following condition (search parameters): <em><strong>Sharing flag equals Shared Out<\/strong>.<\/em><\/p>\n<p>Next, add a rule to specify when these files have last been accessed: <em><strong>Last accessed (relative) Older than X days.<\/strong><\/em><\/p>\n<blockquote><p><em><strong>Last accessed<\/strong><\/em>; describes when a file was last time &#8216;used&#8217; by internal or external user. File could have been added to folder, created, deleted, downloaded, edited, moved, previewed, printed, removed from folder, renamed, unthrashed, thrashed, uploaded or viewed<\/p>\n<p><em><b>Updated <\/b><\/em><span style=\"font-weight: 400;\">is taken directly from the file metadata in the API, &#8220;Last time this file was modified by anyone&#8221;<\/span><\/p><\/blockquote>\n<p>Enter a suitable name for the Report.<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-46028 size-full\" src=\"https:\/\/n.gatlabs.com\/wp-content\/uploads\/2021\/01\/olderxdaysAug2021.png\" alt=\"\" width=\"841\" height=\"841\" \/><\/p>\n<h3>Schedule Report<\/h3>\n<ul>\n<li>Click on the <strong>Scheduled<\/strong> check box, more options will be displayed.<\/li>\n<li>Set <strong>Occurrence<\/strong> time (as an example) &#8211; every weekend<\/li>\n<li>Check-mark to be <strong>Enabled\u00a0<\/strong><\/li>\n<li>Click on <strong>Apply &amp; Schedule<\/strong><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-37242\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-gs.generalaudittool.com-2020.07.22-18_00_06.png\" alt=\"\" width=\"980\" height=\"557\" \/><\/p>\n<p>The report will be saved and Scheduled<\/p>\n<h3>Access the report<\/h3>\n<p>Navigate to <strong>GAT+ \u2192 Configuration \u2192 Scheduled reports\u00a0<\/strong><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-3788\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2022-06-27-11_47_28-Window.png\" alt=\"\" width=\"318\" height=\"491\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2022-06-27-11_47_28-Window.png 318w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/2022-06-27-11_47_28-Window-194x300.png 194w\" sizes=\"(max-width: 318px) 100vw, 318px\" \/><\/p>\n<p>A list of all the <strong>Scheduled reports <\/strong>will be displayed.<\/p>\n<p>Action can be taken for each of the reports under <strong>Actions<\/strong><\/p>\n<ul>\n<li>Pen icon &#8211; edit the report<\/li>\n<li>X icon\u00a0 &#8211; delete the scheduled report<\/li>\n<li><strong>+ sign\u00a0<\/strong>&#8211; Job action edit &#8211; set up an action to be taken on the Scheduled report<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-37251\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-gs.generalaudittool.com-2020.07.22-18_05_07.png\" alt=\"\" width=\"1129\" height=\"383\" \/><\/p>\n<h3>Schedule action to be taken<\/h3>\n<p>When the + sign is selected, a new window called <strong>Scheduled job details <\/strong>will be displayed.<\/p>\n<p>Fill in the details and set the action to be taken.<\/p>\n<ul>\n<li>Click on <strong>External<\/strong><\/li>\n<li>Select <strong>Remove Only the following External Shares\u00a0<\/strong>\n<ul>\n<li><strong>Shares to Remove<\/strong> &#8211; enter the permission you want to <strong>remove<\/strong>: as an example (<strong>everyone<\/strong> and <strong>everyone with link<\/strong>)\n<ul>\n<li><strong>Additionally &#8211; Only shared &#8211; <\/strong>Enter the number of days since the File was shared out<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<blockquote><p>Note: Only files with the <strong>last recorded Shared out<\/strong> date will be affected.<\/p><\/blockquote>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-10542\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/External-shares-4.png\" alt=\"\" width=\"998\" height=\"947\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/External-shares-4.png 998w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/External-shares-4-300x285.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/External-shares-4-768x729.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2022\/06\/External-shares-4-360x342.png 360w\" sizes=\"(max-width: 998px) 100vw, 998px\" \/><\/p>\n<ul>\n<li>Give time frame<\/li>\n<\/ul>\n<p><strong>Only shared 30 days ago\u00a0<\/strong>means files that have the shares (everyone, everyone with link) that have been <strong>Shared more &gt; than 30 days ago<\/strong>, only <strong>those files will be affected<\/strong> and <strong>Shares removed.<\/strong><\/p>\n<p>Under Configure<\/p>\n<ul>\n<li><strong>Status<\/strong> &#8211; Set to <strong>Enable<\/strong> or disable<\/li>\n<li><strong>Report only<\/strong> &#8211; Set report only and take <strong>NO action<\/strong><\/li>\n<li><strong>Notify local users<\/strong> &#8211; Set to notify or not local users<\/li>\n<li>Save settings &#8211; click on the button to save the settings (Scheduled job).<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-41988\" src=\"https:\/\/gatlabs.com\/wp-content\/uploads\/2020\/07\/screenshot-uk.generalaudittool.com-2021.01.29-14_34_46.png\" alt=\"\" width=\"982\" height=\"619\" \/><\/p>\n<h3>Overall result<\/h3>\n<p>When the Report above is Scheduled and the Job is set to run weekly.<\/p>\n<ul>\n<li>The report for Files Shared out &#8211; will be generated on a weekly basis (as selected above)<\/li>\n<li>Based on the selected action, the Files that are Shared Out &#8211; longer than the 30 days selected, will be <strong>Removed<\/strong><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Automatically take action on file permissions after a certain period of time has passed. GAT+ provides this option via a Scheduled feature Here is a common scenario: Remove public file permissions, if the file has been shared out (outside the organization) longer than X days Remove public permission (Shared out) longer than X days Essentially [&hellip;]<\/p>\n","protected":false},"author":8,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[37,21],"glossaries":[],"doc_tag":[24],"class_list":["post-1374","docs","type-docs","status-publish","hentry","doc_category-dlp-data-loss-prevention","doc_category-drive-management","doc_tag-gat"],"year_month":"2026-04","word_count":506,"total_views":"2081","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"barb","author_nicename":"barb","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/barb\/"},"doc_category_info":[{"term_name":"DLP (Data Loss Prevention)","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/dlp-data-loss-prevention\/"},{"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>Automate removal of shares on files after X days - GAT Knowledge Base<\/title>\n<meta name=\"description\" content=\"Automatically take action on file permissions after a certain period of time has passed. 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