Remove Everyone as an Editor

Removing Everyone as an Editor (where ‘Everyone’ means the whole world).

Many users are not used to the concept of external sharing, sometimes they may share a file to ‘Everyone’ with edit privileges.

 

Using the G Suite Admin Console finding these files which have ‘Everyone’ as editors is an impossible task, with GAT+ this is made easy.

 

Note: Sometimes there may be a legitimate reason to have ‘Everyone’ as a viewer, but there are very few circumstances where a company document should have everyone in the world as an editor!

 

Launch GAT+ and enter Drive Audit. Click on the familiar custom filters button.

When the menu appears, select the following search parameters:

  • Editors contains (exact match) everyone
  • Sharing Flags contains Shared in

Now I can see all of the files which have everyone as editors! So I will now remove these permissions. Click on the File Operations button and select ‘Remove permissions’.

In the menu that appears select the following configurations:

Enter the key term everyone in the field “Remove Only the following External Shares”. And notify the owners which were affected.

How to Create a Report About Devices Not Synced Within the Last 30 days

This report will show us which mobile devices are no longer synced with our domain.

The report will produce a list of mobile devices which have not synced in over 30 days.

On the GAT Home page, select “Mobile Devices”  

On the top right-hand side of the screen, click on the familiar ‘Apply custom filter’ button.

We select “Last sync” before or equal 1st day of the last month.
Schedule the report to run monthly.
The example above shows us a report for all devices that have “Last synced” more than a month ago.
GAT+ will automatically change the date on the next scan next month and every report will give you data for the previous month.

Ways for GAT to Search for Two or More Users at Once

Examples of the different types of searches GAT can perform. Learn to get more out of GAT.

The Regular Expression Method

 

Using Drive method

Note in this last example, you are searching for the more generic match of all docs in the accounts of the ‘Users’ in the group rather than the docs owned by ‘Owners’ (this wider search includes public documents which the ‘Users’ in the group may have viewed).

Delegate one email account to another indefinitely with GAT+

With GAT+ Super Admins and Delegated Auditors can give a user access into another user’s Gmail account indefinitely.

By default Admins could delegate for any number of hours and GAT+ would automatically remove the delegation when the time was up (saves Admins having to remember to go back and remove it). Now, by using 0 hours, Admins have the option to delegate permanently.

Launch GAT+ and enter the User Audit section.

Click on the Email Info tab. Search for the user whose Gmail account will be delegated to someone else, click on the drop-down menu and select ‘Add e-mail delegation’.

When the menu appears, enter the user who will gain access. Leave the number of hours as 0.

A request will be sent to your security officer for approval, once approved the delegation will be set.

The delegated account appears in the accounts drop-down list in the user’s own Gmail account. This can take several minutes and may require a refresh. The user accessing the delegated account will have to log out and log back in again for the delegated account to appear.

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

Measuring user engagement over the last 90 days

We can measure user engagement over the last 90 days (by counting Google Docs created in that time frame).

 

In Drive audit, click on the ‘Apply custom filter’ button.

apply the custom filter

In the Drive Files filters popup, perform the following actions, click on ‘Add group’, in this group select the following search parameters.

  • Type equal Document
  • Type equal Word

Note: This group is OR’d.

Outside of the group add an additional rule.

  • Created After or equal dd/mm/yyyy (look back 3 months)

Filters for Drive files

And then apply the filter.

 

When the results appear in the Drive result table, click on the ‘Export data’ button and select ‘Export to Google Sheet’

‘Export to Google Sheet’

A message will appear when the export is ready.

Data exported to your google drive

The spreadsheet will contain a lot more columns of data.

Google Drive Use Productivity Measured

select users

In the new Drive UI, under Users audit, we have added a tab called Drive Productivity.
Once it is selected it shows the Drive Productivity for each individual user in the domain.
It shows all files owned by the user, the number of Public, Public with a link, Shared out, Internal, Private, G Suite docs, spreadsheets and presentations created/updated last week.
All this information is available just by selecting Drive productivity tab.  
The user can apply different filters on the top and gather different information and even schedule a report on the activities of the users for a certain period of time.
For example, you can schedule report for all users who created G Suite docs greater than 100 and generate a report every weekend.

Users Drive Filters

The general purpose of scheduling reports is to show user engagement with overall Google Drive environment.

Internet Censorship in Schools: Block Bad Language

Amplified IT have produced a spreadsheet which is now widely used in many schools as the basis of their Reg. Ex. searches for bad or homophobic words.
We have slightly added to each of the four reg. ex. rules they published and made them available as templates for all our educational domains using GAT Shield.

Schools who use these can now apply them in Shield with just a click of a mouse. Our templates also contain many other useful examples that can be used and expanded upon by Admins.

reg ex searches

Review the words covered by the different Amplified IT templates

GAT Shield - Amplified IT Rule Templates.

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.