Identifying Externally shared files

[pauljac]

I have a 'canned' Google report that tells me that 34% of my files are shared outside the organisation, but it doesn't tell me which files. Can you add a feature\ option that actually makes it easy to identify shared files, so I can review who they are shared with? And as most organisation have thousands of files manually going through each one is not a practical solution.

[BoI_Admin]

Totally agree with you @pauljac , I have the same need as you.

I am also interested on how you have set your "canned" report telling you that % of files shared outside the organisation... 🙂 

[pauljac]

Oh, I didn't set anything, this is literally the one Google gives you in 'Apps- Reports- Drive'. I've since discovered detail info in 'Reports- Audit log- Drive' which I'm guessing is the underlying raw data for the Reports headline. So theoretically I could download the raw audit and re-format via spreadsheet... tried that, but the info fails to export to spreadsheet (swirly icon of death) 😞

[paul_lees]

We've seen this issue and have recently added it to our platform Patronum.

Check out our recent announcement - https://www.patronum.io/patronum-google-drive-beta/

[icrew]

You can do this with the free, open source, command-line, indispensable GAM tool. Check out https://github.com/jay0lee/GAM/wiki, https://github.com/taers232c/GAMADV-XTD3/wiki, and https://groups.google.com/forum/#!forum/google-apps-manager for more details.

Specifically, check out https://github.com/jay0lee/GAM/wiki/GoogleDriveManagement#printing-user-drive-files-to-a-csv

And don’t be shy about asking on the GAM mailing list if you have any questions!

Hope that helps,

Ian

[AG]

The lack of this functionality creates major security concerns. As an administrator, I'm helpless to control files created or deleted from my own environment, with no visibility of which files may be impacted by ownership of third parties stored in my org's drive. +1, feature is desperately needed. 

[icrew]

You might want to post this to the Feature Ideas section here (https://www.googlecloudcommunity.com/gc/Feature-Ideas/gh-p/workspace-ideas-group) so that it can be upvoted by others and possibly considered as a future feature enhancement.

If you are submitting a feature idea, be sure to explain the problem that you're trying to solve with the feature idea, not just the idea itself. For example, saying "when my users are trying to do 'A', they often get confused by the fact that the buttons to do 'X' and to do 'Y' look quite similar to each other, which leads to this unintended consequence" is far more likely to get fixed than a feature idea that just says "change the color of the button 'Y'".

Cheers,

Ian

[NoSupportHere]

Sure, but it's frustrating to search for a feature that you would think is a basic requirement of a mature platform and find that users have been looking for this feature for years, there's only third-party tools that can delivery this functionality, and, of course, there's always a "you can suggest it as a feature" recommendation.

Honestly- after realizing there isn't really support from Google, just support from other well-intentioned users, and that after making suggestions I realize I might as well be shouting down a well... Well, it's a bit defeating.