How to Find Publicly Shared Google Files with GAT

You may find that on your domain a large number of the User’s Google files are publicly shared. There is a possibility that not all of these publicly shared files were intentional. We wrote a detailed article about how to manage publically shared files.

Method 1 – With GAT+, an Admin can remove Public access in two different ways. The Admin can select the ‘everyone’, ‘everyone with link’ permission from the drive audit table and click the drop-down menu option and select the remove link options available.

To do this, use the exposure summary table to either select ‘open to the public in full’ or open to the ‘public with link’ shares.

use the exposure summary table to either select ‘open to the public in full’ or open to the ‘public with link’ shares.

Now, let’s slightly modify this filter by clicking on the ‘apply custom filter’ button.

modify this filter by clicking on the ‘apply custom filter’ button.

We need another search rule, click on ‘Add rule’ and select the search parameter ‘Sharing flag’ and set it to ‘Shared out’. This will ignore files shared into your domain which fall into the fully public category. Publicly shared in files appear in your domain’s drive stream because a local user on your domain has accessed them at one stage.

Drive Files filters

Now, click on the dropdown menu option to remove the ‘everyone’ permission so that all of these files will no longer be fully public.

click on the dropdown menu option to remove the ‘everyone’ permission

Method 2 – However, method 1 may also revoke access to documents intentionally publically shared. Therefore to address the problem we should a) alert users to their current situation and b) implement a plan of ongoing monitoring and alerting and scheduled removal if necessary. To learn more about best practices whenever removing files shared externally visit our post how to manage publically shared files.

 

Related Resources:

How to Manage Publically Shared Files with GAT+

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