Easy Detail Audit of External Shares

External documents have more complexity of ownership and access than might first meet the eye.

GAT Dashboard

The General Audit Tool home screen. (GAT is a free tool, with Premium options starting on August 1st.)
GAT (The General Audit Tool for Google Apps) provides two easy ‘1-click reports’ to explain the full
picture. Both of these are in ‘1-click’ reports on the main GAT Homepage.

GAT external User Docs

As with many GAT reports, each of the two audits covers the view from different sides, one from the
inside, the other from the outside.
The External Users – Docs report shows in detail all the external users that have access to documents on your domain, some of these docs may be owned by your domain, some not, but they are all opened by or shared explicitly to your users.

extended audit with GAT

The report produces 7 columns, all sortable. The external view lists all the external users and is sorted by the number of documents you have in common but may be sorted by any other column also.  In particular ‘Can Edit (Our Docs Only)’ is an important sort, to see who the big external collaborators are for documents on your domain.

Under the ‘Can Edit’ columns, the ‘Everyone with link’ number may shock you.  This is because of a change in the default mechanism for sharing documents for editing using Google email. Google offers you the choice for collaborators to view or edit a document link, but instead of giving them explicit edit or view rights it changes the document rights to anyone can view or edit!

Clicking on any blue number links to the documents reflected in that category.  This docs report shows the Admin the detail behind the number and allows for an export of the doc list in question.

As with all GAT searches, this audit report can then be bracketed by a date range and turned into a regularly scheduled report.
The People who share outside your domain report lists all your internal domain users by rank of number of internal documents shared out.

see who shared outside your Google domain

This report links you back to the user report, sorted on document shared out.  While here, every other column is also sortable.

Again clicking on the blue number links to the documents reflected in that category.  This docs report shows the Admin the detail behind the number and allows for an export of the doc list in question.

For all your big audit questions, solved quickly and efficiently with just one click ….

Install GAT today from here in the Google Apps Marketplace.

 

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