In this example, we are looking to identify all of the video files that are duplicated and shared with external users and then manage their access and ownership.<\/p>\n
The scenario is to find the duplicate files, remove the external shares, and then delete the duplicate files.<\/p>\n
To achieve this, we can break down the task into steps.<\/p>\n
Step 1.\u00a0 Identify duplicated video files that are shared externally<\/h2>\nStarting the Drive Clean Up:<\/h3>\n\n- First, navigate to the Drive audit (1)<\/li>\n
- And then to the Files tab (2).<\/li>\n
- Next, run the filter to find files, select the filter icon (3).<\/li>\n
- Now the filter needs to be defined, select the Type<\/strong> to be Duplicated Files.\u00a0<\/strong>(4)<\/li>\n
- \u00a0Select the minimum number of duplicates you are looking for, so ideally this is 2 and cannot be anything under, because at least 2 files are duplicates.(5)<\/li>\n
- Now we can add more criteria to the definition of the filter to target the files we want.\n
\n- Select the field to be ‘Type’ (6)<\/li>\n<\/ul>\n<\/li>\n
- Select the type to be video (7)<\/li>\n
- Add a rule to the rule definition block (8)<\/li>\n
- Now we want to find these files that are externally shared, select the field to be ‘Sharing flags’ (9)<\/li>\n
- Select the ‘Sharing flags’ to be ‘Shared out’ (10)<\/li>\n
- Apply the filter (11)<\/li>\n<\/ul>\n
![\"Drive](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/dupvid.png\")
<\/p>\n
Result of filter<\/h3>\n
As a result, all the video files that are duplicates and shared externally will be displayed.<\/p>\n
![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-12_24_06-GAT.png\")
<\/p>\n
Shared Drive result<\/h4>\n
Some files might be part of Shared Drives, where you cannot change ownership, as Shared Drives do not have owners.<\/p>\n
You can exclude Shared Drive<\/strong> files by adding a simple additional filter.<\/p>\n\n- Flags – “doesn’t contain” –\u00a0 Shared Drive<\/strong><\/li>\n<\/ul>\n
![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-12_26_40-GAT.png\")
<\/p>\n
Step 2. Take action to change ownership and delete duplicates<\/h2>\n
As an Admin or Delegated auditor, you can now change the ownership of those files and then delete them from the Google Drive UI.<\/p>\n
For example, remove the permissions of all external shares on the files and transfer ownership to delete the duplicate files.<\/p>\n
\n- Select all files\u00a0<\/strong>to be deleted and leave the copies you want to remain<\/li>\n<\/ul>\n
![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-12_48_56-GAT.png\")
<\/p>\n
\n- Select ‘File management<\/strong>‘. This operation will allow us to change ownership of the files and remove their permissions in the same File management Job.<\/li>\n
- A new window will be displayed with the actions that can be taken<\/li>\n
- Fill in the details for the ownership change\n
\n- General –\n
\n- Change the selected files’ owner – enter the new owner’s email<\/li>\n
- Move file – select to move the files directly, rather than creating shortcuts<\/li>\n
- Custom path – select location where the files will be placed when ownership change occur<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n
![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-12_56_35-GAT.png\")
<\/p>\n
\n- Next, proceed to the ‘remove permissions<\/strong>‘ tab and choose the option to Remove all external permissions.<\/li>\n<\/ul>\n
![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-12_59_45-GAT.png\")
<\/p>\n
\n- Next, go to the summary<\/strong> tab and select ‘send request’<\/strong><\/li>\n<\/ul>\n
![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-13_01_10-GAT.png\")
<\/p>\n
Approval of action<\/h4>\n
The security officer will receive an email to approve the Unlock request.<\/p>\n
The email will lead them to GAT+ > Security Officer > File Management<\/strong><\/p>\n![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-13_04_17-GAT.png\")
<\/p>\n
Result in the File management log<\/h4>\n
When the job is finished, it’s possible to check the status of every file where action was taken by checking the job in the File Management Log tab<\/strong> in the Drive audit.<\/p>\n![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-13_22_42-GAT.png\")
<\/p>\n
Step 3. Drive Clean Up- Delete duplicate files<\/h2>\n
When the change of ownership has finished, as part of the File management, we selected where the files will be located when the ownership change happens.<\/p>\n
Because of the change, the files will be located in the new owner’s My Drive under the added folder.<\/p>\n
From there, the new owner can delete the duplicate files.<\/p>\n
![\"\"](\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/08\/2025-04-30-13_27_24-From-alex.bell@dev.bp_.gatlabs.com-Google-Drive.png\")
<\/p>\n
Related Posts<\/h2>\n
How to find any duplicate files in Google Drive<\/a><\/p>\n
- \n
- First, navigate to the Drive audit (1)<\/li>\n
- And then to the Files tab (2).<\/li>\n
- Next, run the filter to find files, select the filter icon (3).<\/li>\n
- Now the filter needs to be defined, select the Type<\/strong> to be Duplicated Files.\u00a0<\/strong>(4)<\/li>\n
- \u00a0Select the minimum number of duplicates you are looking for, so ideally this is 2 and cannot be anything under, because at least 2 files are duplicates.(5)<\/li>\n
- Now we can add more criteria to the definition of the filter to target the files we want.\n
- \n
- Select the field to be ‘Type’ (6)<\/li>\n<\/ul>\n<\/li>\n
- Select the type to be video (7)<\/li>\n
- Add a rule to the rule definition block (8)<\/li>\n
- Now we want to find these files that are externally shared, select the field to be ‘Sharing flags’ (9)<\/li>\n
- Select the ‘Sharing flags’ to be ‘Shared out’ (10)<\/li>\n
- Apply the filter (11)<\/li>\n<\/ul>\n<\/p>\n
Result of filter<\/h3>\n
As a result, all the video files that are duplicates and shared externally will be displayed.<\/p>\n
<\/p>\nShared Drive result<\/h4>\n
Some files might be part of Shared Drives, where you cannot change ownership, as Shared Drives do not have owners.<\/p>\n
You can exclude Shared Drive<\/strong> files by adding a simple additional filter.<\/p>\n
- \n
- Flags – “doesn’t contain” –\u00a0 Shared Drive<\/strong><\/li>\n<\/ul>\n<\/p>\n
Step 2. Take action to change ownership and delete duplicates<\/h2>\n
As an Admin or Delegated auditor, you can now change the ownership of those files and then delete them from the Google Drive UI.<\/p>\n
For example, remove the permissions of all external shares on the files and transfer ownership to delete the duplicate files.<\/p>\n
- \n
- Select all files\u00a0<\/strong>to be deleted and leave the copies you want to remain<\/li>\n<\/ul>\n<\/p>\n
- \n
- Select ‘File management<\/strong>‘. This operation will allow us to change ownership of the files and remove their permissions in the same File management Job.<\/li>\n
- A new window will be displayed with the actions that can be taken<\/li>\n
- Fill in the details for the ownership change\n
- \n
- General –\n
- \n
- Change the selected files’ owner – enter the new owner’s email<\/li>\n
- Move file – select to move the files directly, rather than creating shortcuts<\/li>\n
- Custom path – select location where the files will be placed when ownership change occur<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/p>\n
- \n
- Next, proceed to the ‘remove permissions<\/strong>‘ tab and choose the option to Remove all external permissions.<\/li>\n<\/ul>\n<\/p>\n
- \n
- Next, go to the summary<\/strong> tab and select ‘send request’<\/strong><\/li>\n<\/ul>\n<\/p>\n
Approval of action<\/h4>\n
The security officer will receive an email to approve the Unlock request.<\/p>\n
The email will lead them to GAT+ > Security Officer > File Management<\/strong><\/p>\n
<\/p>\nResult in the File management log<\/h4>\n
When the job is finished, it’s possible to check the status of every file where action was taken by checking the job in the File Management Log tab<\/strong> in the Drive audit.<\/p>\n
<\/p>\nStep 3. Drive Clean Up- Delete duplicate files<\/h2>\n
When the change of ownership has finished, as part of the File management, we selected where the files will be located when the ownership change happens.<\/p>\n
Because of the change, the files will be located in the new owner’s My Drive under the added folder.<\/p>\n
From there, the new owner can delete the duplicate files.<\/p>\n
<\/p>\nRelated Posts<\/h2>\n
How to find any duplicate files in Google Drive<\/a><\/p>\n
- Next, go to the summary<\/strong> tab and select ‘send request’<\/strong><\/li>\n<\/ul>\n
- Next, proceed to the ‘remove permissions<\/strong>‘ tab and choose the option to Remove all external permissions.<\/li>\n<\/ul>\n
- Select ‘File management<\/strong>‘. This operation will allow us to change ownership of the files and remove their permissions in the same File management Job.<\/li>\n
- Select all files\u00a0<\/strong>to be deleted and leave the copies you want to remain<\/li>\n<\/ul>\n
- Flags – “doesn’t contain” –\u00a0 Shared Drive<\/strong><\/li>\n<\/ul>\n