You may find that users from your domain have shared Google files to the public (visible on the internet). There is a possibility that not all of these publicly shared files were intentional. We wrote a detailed article about how to manage publically shared files.
With GAT+, an Admin can remove Public access in two different ways.
The Admin can select the ‘everyone’, ‘everyone with link’ permission from the drive audit table and then clicks on the drop-down menu option and select the remove everyone or everyone with link options available.
To do this, use the exposure summary table to either select ‘open to the public in full’ or open to the ‘public with link’ shares.
Now, let’s slightly modify this filter by clicking on the ‘Apply custom filter’ button.
- We need another search rule, click on ‘Add rule’
- Select the search parameter ‘Sharing flag’ .
- Set it to exclude ‘Shared in’.
This will ignore files shared into your domain which fall into the fully public category.
Publicly shared in files appear in your domain’s drive stream because a local user on your domain has accessed them at some stage.
Now, click on the dropdown menu option to remove the ‘everyone’ permission.
- Remove this permission – Will remove the everyone permission from just a single file you have selected.
- Remove everyone as Reader from files in current filter – Will remove the everyone permission where it appears as a Reader privilege in the filter you have applied.
- Remove everyone as Editor from files in current filter – Will remove the everyone permission where it appears as an Editor privilege in the filter you have applied.
- Remove everyone as Editor and Reader from files in current filter – Will remove the everyone permission for both editors or readers where ever it appears in the filter you applied.
The instructions discussed above for method 1 may also revoke access to files shared to the public intentionally (visible on the internet).
Therefore we recommend
- To alert users to their current situation and to let them know what they’ve shared with the public.
- Implement a plan of ongoing monitoring and alerting and scheduled removal if necessary. To learn more about best practices whenever removing files shared externally visit our post How to manage publically shared files.