Identify externally owned files and which folders they reside in.
An admin can click on “One Click Report” – External users – Docs
This will show us all external users who have ‘shared in’ files into your domain.
By clicking on each of the numbers under the column ‘Owns (not ours)’, the admin will be taken to Drive Audit Files tab where you can examine these files in greater detail.
Another way to find all external owned documents within your Google Workspace domain is to open Drive audit and apply a custom filter – show the files which have been shared in. (we excluded deleted/trashed docs in this example) because they are included by default.
The result will show all docs “Shared in” to your domain and you will be able to view their paths. Since these files are externally owned, you as a Super admin can take an action to remove and cut the ties to those users they’ve been shared with.
Note: To remove editors and readers from shared in files, there has to be at least one local editor from your domain on each of those files.
- Will remove the selected user from the selected file
- Will remove the selected user from the filter selected (the external owner picked from the list Owns(not ours)
For each file, you can see the folder or folders that each particular file resides in.
Many files may not have a folder path because they haven’t been added to the local user’s drive.
The Admin can export a Google spreadsheet or a CSV of all shared in file paths by selecting the option ‘with path flattened’. With paths flattened each unique path will be displayed.