Track Permissions: Discover Google Drive File and Folder Access

Track Permissions: Discover Google Drive File and Folder Access

Discover how to monitor permissions and find out who is accessing the files and folders on your Google Drive account. This beginner’s tutorial offers detailed instructions and pointers to improve your privacy and teamwork.

By default, the privacy settings on your Google Drive files and folders ensure that they remain private unless you decide to share them. There are several ways to share information, from doing so with one person to making data accessible to everyone online. Users of Google Apps benefit from internal sharing while still keeping limitations on access from outside domains.

But it goes further than that. You can control who has access to your Google Drive files as well as how much access they have. You have control over the permissions, whether they are view-only or edit. Consider sending a sizable file to a recipient and giving them view-only access by uploading it to Google Drive.

Who Can View or Edit your Drive Files:

Do you want to know who is accessing or changing your Drive files? There could be a number of spreadsheets and documents available to friends, coworkers in your Google Apps domain, or even publicly shared files, accessible via a URL link.

Do you wish there was an easy way to find out who is viewing your files? Unfortunately, Google Drive doesn’t offer an out-of-the-box option for tracking file sharing inside or outside of your company.

Let’s introduce “Permissions Auditor for Google Drive,” a cutting-edge Google add-on created to scan your whole Drive and provide a detailed report on shared file access and permissions. If you’ve been cooperating for a while and need to clear out your shared stuff, it’s the best tool for comprehending your Drive’s sharing environment.

Track Permissions: Discover Google Drive File and Folder Access

Google Drive – File Permissions Report:

It’s simple to get going. Simply allow permission and install the Google Drive Auditor add-on. This Google Script works inside of your Google Account, looking through Drive files and directly logging access information in a spreadsheet. Your Google Account’s storage of your data is secure.

Check out the video lesson for a comprehensive guide. Open your Google Spreadsheet’s Add-ons menu after installing the Drive Audit add-on. “Drive Permissions Auditor” should be selected, then “Start Audit.” A sidebar will appear asking you to enter a search in it. The add-on will examine every file that matches the query.

Sample Google Drive search queries might include:

  • False: “me” in owners and trashed (displays your personal files, excluding trash)
  • ‘2022-01-01T12:00:00’ in modifiedTime (displays files updated after January 2022 UTC)
  • mimeType = ‘application/vnd.google-apps.spreadsheet’ (concentrates on permissions of Google Spreadsheets in your Drive)

After the audit is finished, the report reveals a wealth of file information, including:

  • Dates of file creation and update
  • MIME types (extensions) and file sizes
  • Data owners
  • Permissions to edit, view, and comment
  • Google Drive location of the file

Even better, you may open the relevant Google Drive files by clicking on the file names in the spreadsheet. To highlight files that fit particular criteria, use Google Spreadsheets’ “find” feature or add filters. To find all public files, for instance, filter the “Access” column.

Users of Google Apps and Gmail are both catered to by this Drive Permissions Auditor add-on. If you’re a domain administrator, you can use the Google Apps Marketplace to make the add-on’s advantages available to any user on your domain.

Best feature? You can audit up to 200 files in your Google Drive with this add-on, which is free. Want more? Upgrade to the premium edition if you want a complete study of each and every file and folder.

Conclusion:

You have gained knowledge of the effectiveness of tracking permissions in Google Drive thanks to this thorough beginner’s guide. You can protect your privacy, exercise control, and improve cooperation by knowing who has access to your files and folders. You may make wise judgments regarding your shared files by using the Google Drive Permissions Auditor add-on to find out about concealed access information. Take control of your Google Drive experience and enjoy safe and easy collaboration now that you know more.

Pro Tip: Did you know that Google Drive allows you to specify auto-expiry dates for your shared links? Just enter a date or time, and the shared link will stop working immediately after that point.

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