đź“– 2 mins read

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

GAT+: [New Feature] Remove External Shares When Files have Not Been Accessed for X Number of Days 1

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

In GAT+ open Drive audit search for the files, you want to set the rules. You can apply any of the multiple search parameters to find what you need.

Once you find the files 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, click on the option Remove only the following External Shares 

GAT+: [New Feature] 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 “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 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.

GAT+: [New Feature] Remove External Shares When Files have Not Been Accessed for X Number of Days 6

A window will pop-up, select Remove only following External Shares pick up the shares you want to remove and set the time Only accessed X days ago only files with the 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) every month a report will be generated, and the external shares (everyone, public with link, etc) will be removed from all those files IF the files last recorded last access date is more than the time set.

 

Thanks for sharing and spreading the word!