📖 2 mins read

 

Remove and replace Sharing permissions on your Google Drive files based on when a file was Last accessed. 

Remove and Replace Google Drive Sharing Permissions Based on Files Not Being Accessed for X Number of Days 1

This can be done for:

  • Remove only the following External Shares
  • Remove all internal and external Shares
  • Replace “Public” with “Public at domain.com”
  • Replace “Public at domain.com” with “Public at domain.com with link”
  • Replace “Public with link” with “Public at domain.com with link”
  • Replace “Public” with “Public with link”

To do this open GAT+ > navigate to Drive audit search for the files you want to set the rules for.

You can apply any of the multiple search options to find what you need.

Once you find the files you want to change the Sharing permissions for, click on the checkmark beside the files or select them in bulk (by clicking beside Titles to select them all).

Select and click on the Files operations button.

GAT+: [New Feature] Remove External Shares When Files have Not Been Accessed for X Number of Days 2

Select Remove permissions this will open a new window, select the option you want to use.

Remove and Replace Google Drive Sharing Permissions Based on Files Not Being Accessed for X Number of Days 2

Select the option Remove all Internal and External Shares

Under Only accessed enter a number of days from when the file was last accessed.

Only accessed 10 days ago – Only files with last recorded last access date will be affected

Click on Run to apply the rule for the selected files.

This way of removing permission can also be added as a scheduled report.

In Drive audit apply a filter for files shared externally as an option that does not contain Shared drive or Shared in files.

GAT+: [New Feature] Remove External Shares When Files have Not Been Accessed for X Number of Days 4

Set this as a scheduled report by picking occurrence and selecting apply & schedule.

GAT+: [New Feature] Remove External Shares When Files have Not Been Accessed for X Number of Days 5

Under Configuration open Scheduled reports find the report we applied above and under Actions select Job Action edit (+) sign.

Remove and Replace Google Drive Sharing Permissions Based on Files Not Being Accessed for X Number of Days 3

A window will pop-up, select Replace “Public” with “Public at domain.com” or any option you require.

Under the Only accessed set number of days ago since the file was accessed.

Only files with last recorded last access date will be affected.

With the report above, every month all files shared out ( depending on the searches you have done)  a report will be generated, and the permission will be either Replaced or Removed based on the action selected by you.

 

If you would like to run a trial of our products please install GAT+ from the Google Workspace Marketplace and contact us at support@gatlabs.com with any questions you may have.

To request a demo please click here and fill the form, we will get back to you in less than 12 hours during weekdays.

If you tried GAT in the past and you would like to run a fresh trial again, please enquire through this form.

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