How to Remove a G Suite User’s Access Rights

Easily remove G Suite users who have access to files they shouldn’t. Using GAT+ you can remove users from being editors or readers of files.

click to remove permissions

You can remove users by clicking on the drop-down menu next to their email address. The menu that appears will allow you to remove the user from one file or multiple files within the current filter which you have applied.

Here’s how you can remove deleted G Suite accounts as editors or viewers to Google Drive files.

How to Report and Remove Files Downloaded by Users Using GAT Shield

GAT Shield’s Alert Rules allows admins to stop and report unsafe downloads by users on your domain.

Here’s the video how-to:

To do this, select the ‘Alert Rules’ section. First, we’ll add a rule for downloads. Then, we’ll name the rule EXE and PNG blocked. In the file extension box, we’ll put EXE and PNG separated with a semicolon. Checking to cancel ‘delete/download’ box will prevent a download from happening. And if it’s already downloaded, it will be deleted. We can then apply these rules to a User, Group, or OU. You can also exclude a User, Group or OU from this rule. In the end user action, you can pick what will happen if a user violates this rule. You can check report file name screen capture and webcam captured to see who downloaded the file and what their screen and webcam were capturing at the time of the download. You can also whitelist certain web pages whitelist rule will not apply.

how to set up downloads alert rules with GAT Shield for S Suite

If you unchecked the ‘cancel/delete download’ button, but have any reports checked, you will only receive a report instead of interrupting to download.

That concludes this GAT Shield how-to. Thanks for watching.

Stopping LGBTQ Offensive Language in Schools

Since it’s Pride Month, we’ve decided to share with you a few ways you can protect your LGBTQ students in school. The featured video shows you how you can use GAT Shield to spot LGBTQ offensive language in schools:

The past few years has seen significant progress in the tackling of LGBTQ offensive language in schools. This is to a large degree due to the rising number of schools combating LGBTQ bullying by launching awareness campaigns. It is no secret that the use of homophobic language has a negative impact on LGBTQ students. At the very least, it can impact the affected student’s happiness at school, their grades, and their social life. At its worst, it can affect the student’s mental health and wellbeing. Continued use of homophobic language can quickly escalate into more serious homophobic bullying. That’s why school officials of all levels need to be trained on how to successfully challenge homophobic language in the classroom. Awareness campaigns on their own need to be supplemented with continued strategic action year-round in order to achieve the greatest level of success possible.  

Illustration of Teens Wearing Rainbow Color Shirts to Show LGBT Support

To help teachers and admins like you take continued action in protecting students from the LGBTQ community in schools, we have compiled a short list of 3 things you and your colleagues can do to raise awareness and support the LGBTQ community.

#1 Create a school policy that clearly states homophobic language is wrong and will not be tolerated and ensure it is promoted. Something as simple as a new policy implementation can set a strong authoritative tone throughout the school’s community. Guidelines should clearly lay out how any member of the school can go about reporting hateful language to the relevant bodies. Remember to regularly remind both staff and students of the policy so that it remains top of mind more often than not.

#2 Train staff how to deal with homophobic language in the school. It has been reported that many teachers fail to address homophobic bullying of students simply because they do not know how to reprimand or combat such behaviour. Training school staff of all levels will both help staff members gain the confidence needed to tackle the problem and do it more effectively and efficiently.

Class and teacher gathered around laptop

#3 Use explaining language. Banning certain words and phrases may seem like the simplest most straightforward solution but we need to consider the demographic we are trying to influence. Many kids will want to rebel in the face of direct prohibitions. The best way to deal with such behaviour is by explaining to these kids just why certain words and phrases are hurtful to members of the LGBTQ community and are therefore banned. You might be surprised at how many students will respond to this approach.

Hand with marker writing: Do You Understand Me?

If you would like further in-depth reading about tackling homophobic language in schools then you should check out this pdf. Now that we’ve addressed a few simple yet powerful strategies schools can implement to raise awareness about LGBTQ offensive language, here is what you can do with GAT Shield to take this one step further.

GAT Shield is a powerful audit, reporting and security tool for the Chrome environment. It helps protect your users by monitoring all activity and providing real-time DLP on all sites, in all locations and at all times.

But in this post, we’ll be focusing on a specific GAT Shield feature called ‘Alerts’.

It is different from GAT+ in that Shield sends an alert to a designated G Suite admin the moment a blacklisted word is typed.

This is one way of catching prohibited language used in your students’ G Suite and Chrome environment. In the Configuration section of GAT Shield, we provide a multitude of real-time alerts which you can put into place.

We created a new one for this awareness month.

The rule is called the “Homophobic Language Detected” template which you can modify to add locally used homophobic words your users type.

detect homophobic language with GAT Shield

Read about REGEX here

Using these alerts, the admin will be notified immediately every time their users are typing homophobic words and other keywords which are also scanned and identified after typing which may be on the site already.

This powerful functionality will allow you not to only report but also to take action, some of those actions may be to show a warning message to your users, or to shut down the webpage. You can also capture a screenshot of the webpage and capture the user behind the device who typed in the homophobic word.

Identifying External Public Files Your Users Can Edit

Following our last post explaining how to deal with organization files that were shared to the public (Public Shared files – How to Address with GAT), this post will deal with a second potential source of accidental information leakage to the public. In this post, we will look at documents shared into the domain, that are open for your users to edit and which are also ‘Public’.

First, we will assess the current situation, which can be done in 4 simple clicks…

  1. Click on the Apply custom filters button within Drive Audit.

Click Apply custom filters button within Drive Audit

  1. In the filter menu select the following filter operators.
  • Editors matches mydomain.com.
  • Sharing Flags contains Public
  • Sharing Flags contains Shared in

Make sure that all of these search operators are properly combined by using AND.

Include further details in the Definition tab in the 'Drive Files filters'

From the resulting list, you can see what are the public files your staff can edit. They may believe this is a private collaboration with an external individual but in fact, the contents are public on the internet. Using the steps outlined in Public Shared files – How to Address with GAT, you can notify your users in the same way of the risk involved.

How to Audit Google Drive with GAT+

In this how-to, we’ll be covering you how to audit your Google Drive using GAT+.

You can watch this video instead of reading the post:

To start off click on Drive in the GAT+ dashboard. Once we are in Drive Audit you will notice the one-click summary table. This table will allow you to see all files across your entire domain. It denotes all files by their exposure into categories. Clicking on a category will show all the files in that category.

one-click summary table in the Drive Audit

On the right-hand side, you can see all the files in your domain denoted by file type.

in GAT's Drive Audit on the right-hand side, see all the files in your domain denoted by file type

If you click on any of these values you’ll be shown all the files that fall under that category. For instance, we’llbe clicking on ‘open to public with link’. These are the files shared in or out of my domain with a link. Using this funnel button, you can apply a custom filter. Because we had clicked on the ‘open to public with link’ category, GAT+ automatically applied to filter for us. Now we can add additional rules to build on the filter to produce a more narrow search. In this example, we’ll search for a file type that is a document. Now we’re seeing all documents shared in or out of my domain with a link.

in the Drive audit, see all the files that are open to public with link

To alter access rights and permissions for these documents, click on the drop-down arrows next to the editors or readers. This file, for example, has been shared out with a link and by clicking here we can remove that permission.

click on the drop-down arrows next to the editors or readers

Alternatively, we can do bulk removals for readers or editors. You can also remove individuals from a file. If you would like to export the data from a search, simply click on the export data button. Here you can choose between CSV or Google sheet formats to make a more sophisticated search using a custom filter you can change the type of a filter to use a group or OU in this example, we’ll look for documents owned by marketing OU which are set to public.

open the drive file filters

You can also apply and save a filter if you use it often and find them in the saved tab. If you wish to change the ownership or add additional editors or readers to documents, you will require GAT Unlock. Clicking on toggle selectable will allow us to either select individual files or take bulk action and select all files. After selecting a few documents, we’re going to click on file management. Here we can change ownership as well as editors and readers. By clicking on remove other permissions we’ll be severing any access rights that we have not declared above. Alternatively, we could remove individual users as editors readers or commentators.

the file management tab in GAT's Drive Audit, click on 'remove other permissions'

Once you send your request your designated security officer will have to approve your changes. If you wish to view the contents of a document silently, you can use GAT Unlock to do so. You can do this by selecting the files you wish to view and clicking access permissions granted. Here you can see all the files you currently have requested access for and also the files for which you already have access to. For this example I’ll need to make a new request you will need to select a time frame for how long you would like access to the contents of these documents. Once this time is expired you will no longer have access to the files’ contents.

GAT's 'access permission granted' tab

In the message box, you can let your security officer know why you need access to these files that you are investigating.

write a message to the security officer in the 'access permissions granted' section

Once the request is approved by security officer you can see it in the current requests tab with a checkmark. Clicking on activate grant will give you new options to make more actions such as downloading documents or showing you the contents of the document for further analysis and since this is all silent this will not affect the last visitor timestamp for this document. We also allow you to fix orphaned files across your entire domain. Clicking on the orphan category in this summary table will show you all those files. Orphaned files are files which have lost their path and have nowhere to go to fix them you can simply click on fix orphans here you can name the folder you would like to rehome the files to as well as the email of the user who owns those orphaned files.

how to find orphaned files in the Drive audit

Alternatively, you can book fix all orphaned files to domain-wide by clicking process, all users click confirm to save any changes.

That concludes this GAT+ how-to.

How to Export All Your Google Groups with GAT+

Via the new UI in GAT+, it is now possible to export all your Google Groups including the full property list for each group. Open the exported spreadsheet, change any collection of properties ‘in bulk’, then using the Groups import tool, bulk change or update all the groups and group properties at once.
This is a powerful feature for bulk group management, in particular where you need to close down a particular access point.
If you want to add a new group, simply add a new record to the spreadsheet and leave column “ID” empty. If you want to delete the group, remove ID from “ID” column and change the value of “DELETED” column to “Yes”.
Image showing you that you can export all Google Groups in GAT+ New UI

How to Change the State of Google Classes in GAT

Move Google classes from Active to Archived or Provisioned on a semester by semester basis. For GSFE domains where teachers forget to archive classes, the student class offering can become very cluttered. GAT+ via the new UI now lets Admins clean the situation up on a bulk basis.

export the data of your Google Classes

GAT Unlock – First Steps

GAT Unlock is the most sophisticated security management mechanism for Google Apps available today. It works on the principle that access to documents, or change of ownership of documents, without the owner’s knowledge or permission can only be accomplished with the active input of at least two people in the organization. One of these will be the requestor who must be an Administrator, the other a Security Officer (or Verification Officer), who must be identified and verified through a senior executive in the organization.

This is an extra service on top of all GAT versions and for non-education domains comes with a limited cost. All license types must apply for this service if they require it. It does not automatically install nor can it be self-configured.

Policy

Because of the sensitivity of documents held in the cloud ‘Unlock’ cannot be self-enabled and is available ‘on trial’ only by special request.

From introduction, the service will be visible to domains and each domain Admin can apply to have it enabled. To avail of this service please email unlock@generalaudittool.com with your request. The requesting email must contain the following 4 items.

  • The contact details of the Google Apps Administrator applying.  
  • The name of the Security Officer(s), her/his position(s), email and phone number.
  • The contact details (email and phone number) for the person from whom the GAT team must seek confirmation before enabling this feature (See list below for minimum level of organization officer we expect to have to request approval from. Please send us their full contact details also and inform them they may receive contact from us.) This is required to verify the separate identities of both the Administrators and Security Officers.
  • The PO details for the requested service, see price list below. (Not required for education domains that have purchased GAT.)

There can be many Security Officers, and the service will be available to all Super Admins once enabled.

Administrators and Security Officers should remember the verification process is there to protect you, your domain data and your user’s privacy and rights, while also enabling you to act in the organization’s best interests.

When the ‘GAT Unlock’ service is enabled Administrators can generate access or change requests, but only Security Officers can approve them. An individual can be a member of both lists but can not approve their own requests. The Security Officer list for all domains is maintained by GeneralAuditTool.com staff. A Security Officer can not generate a change or view request and have it approved by another Security Officer.

Why all this effort? We really respect your data security. We respect your company’s right to be protected. This is the highest security model available within the Google for Work environment.

‘GAT Unlock’ pricing and approval authority needed

User Count

This the number of Active Users in your domain

Cost per year (Total)

A Purchase Order must be generated before the service is available.

Verification Requirement

Or

Equivalent executive level in Non-Business entities

1- 49 €/$300 or €/$300 Owner, CEO, CFO
50 – 499 €/$2 or €/$2 per user CEO, CFO, Head of HR, CIO
500 – 999 €/$2 or €/$2 per user CFO, Head of HR, CIO
1,000 – 4,999 €/$2 or €/$2 per user Head of HR, CIO, CSO
5,000 – 9,999 €/$2 or €/$2 per user Head of HR, CIO, CSO
10,000+ €/$20,000 or €/$20,000 Head of HR, CIO, CSO

 

NB: From September 1st, 2017, GAT Unlock will be priced at €/$2 or €/$2 per user per year. Thereafter there is no extra charge. Minimum charge is €/$300 or €/$300.

From September 1st, 2016, GAT Unlock will be bundled at no extra cost for educational domains who subscribe to GAT+Email at the educational rate of €/$0.50 per user per year.

 

How to use GAT Unlock

File Management – Changing ownership or file access rights

GAT Unlock is tightly integrated with the powerful search and filter options available in GAT+. This means you only have to do things once.

 

In this example we are going to find all the spreadsheets owned by the group ‘sales’ that are shared externally, then we will remove the external sharing and change the ownership (on all the selected files at once).

 

TIP: Always narrow the file request with a search first – saves time and makes approval simpler.

 

Step 1: Click on the ‘Apply custom filter’ button in Drive Audit.

Click on the ‘Apply custom filter’ button

Step 2: Select the following option:

  • For the filter type select User/Group/OU search, we will enter the ‘Sales’ group in this field ‘Local User/Group’, make sure to enter the full email address.
  • Click the checkbox option ‘Owned only’, this will show all the files owned by ‘Sales’ group. Otherwise, it would show all of files associated with ‘Sales’ group, were Sales shows up as Owner, Editor or Reader.
  • In the filter definition area, select the parameter Type equal to Spreadsheets and to add another search parameter click on ‘Add rule’ button and select ‘Sharing Flag’ to ‘Shared Out’. Selecting shared out will only focus on files leaving your domain.

Apply selected rule

Step 3: Next click on the ‘Toggle Selectable’ button, this will allow you to select files individually or all of them at the same time.

 

Note: You can not perform actions on a ‘Suspended’ account.

click on the ‘Toggle Selectable’ button

Step 4: Click on the button ‘File operation’ and then select the ‘File Management’ option.

Click on the button ‘File operation’

Step 5: In this example, we are removing external access to the spreadsheets and making the manager the owner of all the files.

Change selected file owner

When you click on the ‘Send request’ button, an email is going to be sent to your security officer.

When you click on the ‘Send request’ button, an email is going to be sent to your security officer.

If the security officer approves your actions, they will be executed and you will be notified.

If permission is not granted by the security officer, you will also be notified and no actions will be taken.

 

View File Contents – How to silently copy or view files

We are going to use a powerful search feature inside of GAT+ Drive audit to identify the contents of documents we’re going to investigate. This feature is called the ‘File content text search’. It allows admins/delegated auditor to use a word or sentence to search through all of the files across the domain and to return documents which contain them.

 

Step 1: Click on the ‘File content text search’.

Click on the ‘File content text search’.

Step 2: Enter the word or sentence to return files which contain them. Select the users account you want to search through or click on the option ‘Search all users’ to cover everyone.

click on the option ‘Search all users’ to cover everyone.

It will take a few minutes depending on how many files you have across your domain.

See the recent searches tab

Step 3: Now, that the search is complete, click on the ‘Recent Searches’ tab to select the search.

 

Step 4: Click on the ‘Apple custom filter’ button to build on top of the current filter.

Click on the ‘Apple custom filter’ button to build on top of the current filter.

We are going add another search parameter on top of the current filter. Select the ‘Updated’ parameter, for our example, I’m going to look back a few months. This will show us files which contain the sentence “private and confidential” and which have been updated since Feb 1st 2018.

Step 5: Select the files you are interested in, remember that these files contain the sentence “private and confidential”.

Select the files you are interested in

Step 6: Click on the ‘Files operation’ button and then select ‘Access permissions granted’.

Click on the ‘Files operation’ button and then select ‘Access permissions granted’.

Step 7: Next we will select a date in the future, we will have access to these files until this date. You have an option to write to your security officer explaining why you need access to these files.

Access permissions granted tab

Send the request to the Security Officer(s) for approval.

The following email will be sent to the Security Officer

This is the email that will be sent to the security officer

The Security Officer can click on the link in the email and will be taken to the approval area in GAT+.

The Security Officer can click on the link in the email and will be taken to the approval area in GAT+.

When the Security Officer grants access an email will be sent to the requesting Administrator/delegated auditor informing them. The Administrator from the ‘Access permission granted’ menu can see the full list of their access requests along with the time left for each request to remain valid.

The Administrator from the ‘Access permission granted’ menu can see the full list of their access requests along with the time left for each request to remain valid.

Once the request is selected, the requestor can download documents or view the contents silently without the owner’s awareness.

the requestor can download documents or view the contents silently without the owners awareness.

View Email Contents – How to silently copy or view emails

Use the ‘New Filter’, ‘Recent Filters’ or ‘Domain Gmail Search’ to select the email you require access to.

silently copy or view emails with General Audit Tool

When searching for a specific current email ‘Domain Gmail Search’ is the correct tab to use. This search tab is a live search tab and is able able to look through all current emails in all folders (use the flag in:anywhere), in all accounts. It can search for email body and attachment content as well as all other metadata. The Domain Gmail Search can take many search options, to see them all, click on ‘Search Tips’.

click on explore emails in General Audit Tool (GAT)

Once the search for specific emails is completed (it may take some time if you have made it domain wide) you can load the results into the GAT+ filter tables by clicking on ‘Explore all emails’

Information found in the view email contents tab

When you have made your selection, move to the ‘View Email Contents’ tab to request permission for access to those emails up until a certain date.

You can now also request permission to delete the emails you have selected.

check ‘Request to remove contents in the users accounts’

To do this, check the box beside ‘Request to remove contents in the users accounts’. When finished, press ‘Send Request’  and an email will then be sent to the security officer requesting approval for the access.

Email sent to security officer

Once granted, you return to the ‘View Email Contents’ tab (1), where you need to click on the link showing the files you have been granted access to (2), this will make the selected emails available for Viewing, Downloading or Deletion. Downloaded emails are viewable in any email viewer (Outlook, Thunderbird, etc.).

you need to click on the link showing the files you have been granted access

TIP: You can return to the View Email Contents tab anytime, but remember to click on the link (in blue) in the permissions list to see each selection of emails that access permission has been granted for.

 

Delegating Access for an email account.

As of v.6385 GAT allows Admins to delegate access for a User account to another User for a certain period of hours. This may be for business purposes but it is also to facilitate the fast search and viewing of all the account emails via another user’s browser.

BEFORE USING: Please ensure email delegation is allowed for users in your domain.

Go to the Google Apps Admin console and under ‘Apps’, ‘G Suite Apps’, ‘Settings for Gmail’, ‘User Settings’, check if the email delegation box is allowed for your domain.

Google Apps Admin console and under 'Apps', 'G Suite Apps', 'Settings for Gmail'

Admins should select the fifth tab, Email Delegation, in the Emails Audit area. Here the Admin can select the account they wish to gain access to, then select the account they want to give this access to and finally select the number of hours they would like delegated access to be granted for. Once the request is sent, the Security Officer will still have to approve before the delegation is created.

Sending multiple requests in 'Email Delegation'

Once granted the delegated account appears in the accounts drop down list for the Admin’s own Gmail account. This can take several minutes and may require a refresh. As of the year 2016, it seems the User accessing the delegated account will have to log out and log back in again for the delegated account to appear.

delegated account appears in the accounts drop down list

The delegation will automatically be revoked after the requested time period. This is not intended as a means of long-term delegation, which should only be done from the email account itself.

 

Note: If during the period of delegation, the account under audit, logs into their Google account and goes to their email settings, then under ‘Accounts and import’ the account owner will see that the Admin has granted delegated access to the account.

In addition, if the delegated user reads any unopened email in the audit account, this email will be marked as ‘read’.

Changing Ownership of an entire folder tree

Another feature of ‘Unlock’ is that it enables an often requested task of moving an entire folder tree, root folder and sub-folders, from one or many owners to a new owner.

Changing Ownership of an entire folder tree in GAT

This task is completed with the File Management tab. Use the +> feature to expand a folder structure from root to branch. Then using the GAT ‘Unlock’ feature set, Admins can change the owner of every folder, sub-folder and file in the directory tree in one swoop. After selecting ‘File Management’, select all the files in the expanded tree view, then proceed as normal to change ownership.

Ideal for consolidating a shared folder structure, or handling leaving staff or students.

 

Deleting Spam, Inappropriate or Accidental Emails

Removing an email that was sent by accident to the wrong group, or an email that has inappropriate content and which got past spam filtering, or removing a phishing email all are needs that occur from time to time.

GAT now allows Admins do this from all accounts at once.

Domain Gmail Search in GAT: remove accidental emails

We recommend using ‘Domain Gmail Search’ for tracking down these emails. It is a ‘real time’ search that is highly configurable (see ‘Search Tips’ link beside the search box). In the screenshot above we use the example search parameters

“SEO proposal” in:anywhere newer_than:180d

This tells GAT+ to search in all folders, for all users and look for emails that contain the words “SEO proposal” which are also newer than 180 days. When the results come back, click on ‘Explore all Emails’.

Next, select the tab ‘View Email Contents’

view email contents tab

From here the Admin forms the request that is sent to the Security Officer for approval. If you intend to delete the emails rather than just view or download them then check the ‘remove contents’ box and select your end date for this permission.

After doing that hit ‘send request’ and wait for approval to be returned from the Security Officer.

refresh the list (1) and click on the link (2)

Once you have received an approval email, remember to refresh the list (1) and click on the link (2) to display just your selected files.

You can then delete one or all of the emails using the ‘bin’ icon (3).

You can then delete one or all of the emails using the ‘bin’ icon

The emails can be removed permanently or sent to the user’s ‘trash’ folder only (tick ‘Send to Trash only’ box). Once deleted permanently they are gone forever.

The emails can be removed permanently or sent to the user’s ‘trash’ folder only (tick ‘Send to Trash only’ box). Once deleted permanently they are gone forever.

In future when you search for these emails they will still be listed in our database but they will have a strikeout line through the accounts listing.

 

Blanket Access for Admins to all Files and Emails for a range of Users

In the Security Officer section on the GAT homepage, Security Officers will find a button

The Security Officer icon in GAT

called ‘Configure Admins’

configurue admins in GAT

This area allows Security Officers to give blanket access to files or emails to a range of Admins for certain OU’s.

drive admins - granted permission to view and download al files in the specified organisations

This is ideal for situations where Admins do not need to get constant approval. An example would be in an education environment where the Admin would have open access to the Student OU’s but would still have to get selective approval from the security officer to access a file in the Staff or HR OU.

For a single OU level add a value like /Staff (Note, this will not grant access to the OU /Staff/IT).

For a full OU tree add a value like /Students/*

The Admin should now see something like this

Refresh list

After the Security Officer sets up access for the Admins to see all content, the GAT Admin should return to ‘View File Contents’ in the Drive Audit, click ‘Refresh List’, they should now see a new link for full access to the OU, click on this link to make the download and view icons appear beside all files for members of the OUs.

Be sure you also read all the steps on how GAT works before giving blanket access.

 

Non-Super Admin Auditors and Security Officers

As experienced Admins using GAT+ will know you are able to create delegated auditors. See ‘Delegated Audits – Notes to Super Admins’. A delegated auditor is the owner of a Google Group, whom a Super Admin has configured in GAT to have audit rights over all the members of that group. Delegated Auditors are not Super Admins and quite often are just ordinary G suite users like school principals or line managers. The only G Suite ‘power’ they have is that they are the owner of a Google Group.

It is now possible for these ordinary G Suite users to search for and request access to (from a Security Officer) files and emails belonging to the users in the group(s) they audit.

They may also act as Security Officers, but again they can not self-approve. Other ordinary G Suite users, like managers in a department, who are not themselves delegated auditors can be Security Officers too.

This feature set becomes enabled when the Security Officer is enabled. Again, as with elsewhere the only people who can enable a Security Officer are General Audit Tool staff. GAT staff will only enable Security Officers once the correct instructions have been given to and the correct permission received by the GAT staff.

 

 

How to Whitelist Third Party Apps

A frequent request we get is, ‘Can we ban all third-party apps and only allow (whitelist) the ones we want?’ That is now possible in G Suite and can be refined using the General Audit Tool.

As a Super Administrator go to the G Suite Admin panel

one image out of a few that show you how to whitelist third party apps

From here, under ‘G Suite’, find the settings for Drive, General settings. Once there disable ‘Allow users to install Google Drive apps’.

Once done, only Super Administrators can add third-party apps to the domain.

Return to the Admin panel and select ‘Marketplace Apps’

image showing you how to add the apps approved for your domain

Clicking on the ‘Add apps’ icon (shown above on right) allows you to select the appropriate third party apps that you wish to allow run on your domain.

Once you have added an App for your domain you can further refine the App use policy by using the GAT ‘Apps’ audit tool.

From there select the Apps you have allowed …

elect the Apps you allowed in the GAT console

Add additional policy to that App by clicking on the ‘+’ symbol in the listing and allowing or banning the app for a User, Google Group or Organization Unit.

See here for a detailed explanation of that process. 

How to Create a Policy for a Document

Creating a policy in GAT is simple. First, look for the document to make sure it exists. Then, keeping the document name, look for ‘documents changed’, from the start of the month and search again. If the document was not changed you might find nothing, but that’s OK, you just wanted to build the policy that you are going to schedule in the next step.image showing the first steps of how to create a policy for a document

The important thing to remember about a narrow policy like this is that the file might also be subject to a big policy, which could warn the owners too. When designing policies for whole domains you have to carefully think out the domain-wide ones and the specific ones.

every first of month policy option in GAT

So do you allow all shares and block specific ones, or do you block all shares and allow specific ones?

Do you do nothing and just warn people once a month about files shared out that changed during the month?

Are there some cases where you just remove access and don’t warn people?

These can become very complex questions which the Admin team needs to think through with the managers as to what is the appropriate level of external sharing and/or warnings.