đź“– 2 mins read

GAT+ allows an admin to set up a rule for Google drive files and remove the Sharing permissions.

GAT+ | Remove External Shares When Files have Not Been Accessed for X Number of Days 1

GAT+ will show all the Drive Files on a domain and the different Sharings they have.

Actions can be taken on the Drive Files by Adding or Removing permissions to them

Remove External shares directly

Remove the following external shares “Public” OR “Public with link” if the file hasn’t been accessed for X number of days.

Navigate to the GAT+ → Drive → Apply filter and search for the Files needed

Apply any of the multiple search options to find the files you want to audit.

Select the Files individually or all in bulk then click on the File operations button

GAT+ | 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.

Select the options:

  • External
    • Remove All External Shares
    • Remove Only the following External Shares
    • Remove All External Shares Excluding the following:

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

GAT+ | Remove External Shares When Files have Not Been Accessed for X Number of Days 3

Note: permissions public, public with link is the same as everyone and everyone with link

Select the option Remove only the following External Shares

In Shares to remove – add the sharing permissions such as public, everyone with link,  or valid email domains.

Under Only accessed enter a number of days from when the file was last accessed. Files with last recorded last access date will be affected.

Click on “Send request” to apply the rule for the selected files.

Scheduled report

This way of removing permission can also be added and set up 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+ | Remove External Shares When Files have Not Been Accessed for X Number of Days 4

Set this as scheduled report by picking occurrence and selecting Apply & Schedule.

GAT+ | 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.

GAT+ | Remove External Shares When Files have Not Been Accessed for X Number of Days 6

A window will pop-up.

Select External  → Remove only following External Shares → Shares to remove: Everyone, everyone with link → Only accessed X days ago 

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

Result

A report will be generated, based on the filter applied. Every month a new report will be generated and the external shares (Everyone, Everyone with link) will be removed from all the Files.

The Shares will be removed only on Files with recorded Last access is greater than the time set.

 

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.

Thanks for sharing and spreading the word!