{"id":3889,"date":"2022-07-01T14:46:59","date_gmt":"2022-07-01T13:46:59","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&p=3889"},"modified":"2025-08-28T16:20:32","modified_gmt":"2025-08-28T15:20:32","password":"","slug":"daily-removal-of-drive-files-set-as-public-with-link-via-a-scheduled-report","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/daily-removal-of-drive-files-set-as-public-with-link-via-a-scheduled-report\/","title":{"rendered":"Daily Removal of Drive files set as ‘Public with Link’ via a Scheduled Report"},"content":{"rendered":"

Remove Drive files set as ‘Public with Link’ via a Scheduled Report<\/h2>\n

GAT+ allows Google Workspace admins to automate Google Drive management actions using scheduled reports.<\/em><\/p>\n

In this post, we’ll show you how to automatically remove permissions for all documents in Google Drive that are shared with a link by filing a <\/span>scheduled report<\/b> in <\/span>GAT+<\/b>.\u00a0\u00a0<\/span><\/p>\n

Create the specific filter in <\/span>Drive<\/b> that meets your requirement to find the desired scope of the files whose sharing permissions need to be revoked.<\/span><\/p>\n

Find “public with link” shares<\/h3>\n

Navigate to<\/span> GAT+ > Drive > Files, <\/b>filter by <\/span>Public with link <\/b>OR Public <\/b>permissions<\/span><\/p>\n

We have predefined filters in the Drive table.<\/p>\n

Select the option you want<\/p>\n

    \n
  • Open to the full “public”<\/li>\n
  • Open to “public with\u00a0 link”<\/li>\n<\/ul>\n

    \"In<\/p>\n

    This will apply the simple filter<\/p>\n

      \n
    • Sharing flags contains “Public with link”<\/strong><\/li>\n<\/ul>\n

      Add a filter to search for files with “Public” and “Public with link” if you want.<\/p>\n

      \"in<\/p>\n

      Schedule report<\/h3>\n

      When you open the filter, click on the scheduled<\/strong> button to enable the scheduled report section in the filter<\/p>\n

        \n
      • Click on the Scheduled<\/strong> button<\/li>\n
      • Select the occurrence<\/strong> to run daily<\/li>\n
      • Click on the blue button below “Apply and schedule.<\/strong>“<\/li>\n
      • Fill in any additional options you might need.<\/li>\n<\/ul>\n

        \"click<\/p>\n

        Take action on the report<\/h3>\n

        The report will be scheduled to run daily, and the result of it will show the files found by the filter.<\/p>\n

        Navigate to <\/span>GAT+ > Configuration > Scheduled reports, <\/b>where you can find the scheduled report<\/span><\/p>\n

        On the right side, under Actions, <\/span>click<\/b> on the <\/span>Job Action Edit<\/b> button (3)<\/span><\/p>\n

        \"The<\/p>\n

        Select the action to remove the share automatically<\/h3>\n

        When the Job action button is selected, a pop-up window will be displayed. Here you can select what action to be done automatically when the report has run.<\/p>\n

        In the pop-up window, select<\/p>\n

          \n
        • External – select the external option<\/li>\n
        • Remove only the following external shares – select what shares exactly to be removed<\/li>\n
        • Shares to remove – enter the shares to be removed, “everyone”, and “everyone with link”; it is the same if you enter “public” and “public with link”<\/li>\n<\/ul>\n

          \"\"<\/p>\n

          Enable the report<\/h4>\n

          In the configuration option, you need to enable<\/strong> the report (1)<\/p>\n

            \n
          • Report only – Permissions will not be changed. Only the report will be generated with the affected files. Select if you want to only notify users<\/li>\n
          • Notify local users – you can select to notify local users<\/li>\n
          • Email subject – enter the email subject for the notification<\/li>\n
          • Email message – enter the message for the end users. Using {{FILES}} will list the files found by the report<\/li>\n
          • Save settings – save the settings and enable the rule<\/li>\n<\/ul>\n

            \"\"<\/p>\n

            Result<\/b><\/h3>\n

            Depending on the settings enabled, the <\/span>Report will run automatically every day (occurrence time selected), and the shares (result of the filter applied) will be automatically removed.<\/b>\u00a0<\/b><\/p>\n

            Removed shares \u2013 The record of the Share removal will be kept in the <\/span>Admin Log.<\/b><\/p>\n

            The result will be visible in GAT+ when a new scan of the Drive metadata is completed. The shares (public with link) will be removed from the selected files.<\/span><\/p>\n

            Video<\/h3>\n