How to Stop Internal Shares Among Students

First, read the post here in the GAT G+ Community. This will save you a lot of time creating and sharing rules. Don’t forget to return to this post – this rule is a new rule and not the same as the ‘Chinese wall’ example in the link above.

(If you have some useful filters you can share with others in the GAT community, whether for business Admins or GAFE Admins.)

This rule will show you how to find all the internal shares for an OU called students. After finding the shares it will then show you how to remove remove them on a scheduled basis.

Having read the paper at the end of the link posted above, go to the GAT Drive audit and using the pencil icon (beside ‘Export to Spreadsheet’), paste the following rule

{

 “0privacy”: “OPEN_TO_DOMAIN_PRIVACY”,

 “0editedFrom”: “04/05/2015 23:00:00″,

 “0userOwnedDocs”: “true”,

 “0searchTextType”: “DOC_NAME”,

 “#multi”: “and 0 1”,

 “0deleted”: “false”,

 “1deleted”: “false”,

 “1privacy”: “NULL_PRIVACY”,

 “_reportType”: “USER_DOCS”,

 “0organization”: “/Students“,

 “1searchTextType”: “DOC_NAME”,

 “1negate”: “true”,

 “1organization”: “/Staff

}

 

After pasting the rule above, look carefully at the items in blue. Change the date to yesterday’s date (based on the date format you set for your domain dd/mm/yyyy or mm/dd/yyyy). Change the Students OU to the OU name you use for students on your domain. Change the Staff OU to the OU name you use for teachers or staff on your domain.

Having pasted this rule and run a search, next press the ‘Schedule/Save’ button, then schedule this report to run every day after midnight. This will generate a report for you in either pdf or csv output, showing students who shared documents internally, excluding those shared with teachers.

Run the report for a few nights to make sure you are happy with it. Also, test with a few documents to make sure your scopes are working fine. Note, based on the rule above, one use case where a pupil can share with another and not have it reported is where the share is to a teacher and a fellow pupil. In all cases, we expect this is legitimate as it will be transparent to the teacher.

When you are happy with the rule, return to editing the rule via the scheduled reports icon.

scheduled reports icon

From here, clicking on the scheduled report name (see area in red oval below)

lets you edit the scheduled report. From here you can automatically have all shares removed and optionally a warning sent to the students (select ‘Notify Local Users’ also).

Only implement this feature when you are sure the files being reported in the nightly reports are correct and are of the type you want to stop internal sharing of.

How it’s done

To learn how to build up the rule we outlined above, you first find all the documents owned by the OU you want to monitor/control, in the screenshot below we selected ‘Users’ as the OU.

You select the items as shown above and finally to build the search and filter string, you press the selection for internally shared, (‘1’ in the example above). If there is nothing already internally shared, the yellow filter may not exist, so share at least 1 internal document (an unlikely scenario).

Next, we find all the documents used by Teachers or Staff. This is the default search for an OU (in the example below we use the OU ‘Leavers’).

NOTE! Owned Docs selection box is not ticked. This means show all the docs for teachers which they either own, can read or can edit.

We are looking for these, so we can exclude them, so after you complete the search, select

‘Negate Filter’ New Filter button

The final step is to combine the two filters. To do this select the tab ‘Recent Filters’ and select the last two searches.

GAT filters

Combine with ‘AND’ and press ‘Show’, now you have your filter and a rule that you can schedule to run every night (‘Schedule/Save’).

Remember the example above is for an OU, but you can also repeat the above steps and just pick a Google group.

 

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