📖 2 mins read

Automate removal of shares on files after X days

Automatically take action on file permissions after a certain period of time has passed. GAT+ provides this option via Scheduled feature

Here is a common scenario: Remove public file permissions, if the file has been shared out (outside the organization) longer than X days

  • Remove public permission (Shared out) longer than X days
    • Essentially placing an expiry date on the sharing permissions.
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Steps to configure these scheduled actions:

Access to GAT+ – Drive Audit

Navigate to GAT+ → Drive → Files → Apply custom filter

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Apply filter

Apply the following condition (search parameters): Sharing flag equals Shared Out.

Enter suitable name for the Report.

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Schedule Report

  • Click on the Scheduled check-box, more options will be displayed.
  • Set Occurrence time (as an example) – every weekend
  • Check-mark to be Enabled 
  • Click on Apply & Schedule

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The report will be saved and Scheduled

Access the report

Navigate to GAT+ → Configuration → Scheduled reports 

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A list of all the Scheduled reports will be displayed.

Action can be taken for each of the reports under Actions

  • Pen icon – edit the report
  • X icon  – delete the scheduled report
  • + sign – Job action edit – set up an action to be taken on the Scheduled report

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Schedule action to be taken

When the + sign is selected, a new window called Scheduled job details will be displayed.

Fill in the details and set the action to be taken.

  • Click on External
  • Select Remove Only the following External Shares 
    • Shares to Remove – enter the permission you want to remove: as an example (everyone and everyone with link)
  • Only shared – Enter the number of days since the File was shared out
    • Note: Only files with the last recorded Shared out date will be affected.

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  • Give time frame

Only shared 30 days ago means files that have the shares (everyone, everyone with link) that have been Shared more > than 30 days ago, only those files will be affected and Shares removed.

Under Configure

  • Status – Set to Enable or disable
  • Report only – Set report only and take NO action
  • Notify local users – Set to notify or not local users
  • Save settings – click on the button to save the settings (Scheduled job).

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Overall result

When the Report above is Scheduled and the Job is set to run weekly.

  • The report for Files Shared out – will be generated on a weekly basis (as selected above)
  • Based on the selected action, the Files that are Shared Out – longer than the 30 days selected, will be Removed

 

If you would like to run a trial of our products please install GAT+ from the Google Workspace Marketplace and contact us at support@gatlabs.com with any questions you may have.

To request a demo please click here and fill the form, we will get back to you in less than 12 hours during weekdays.

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