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Audit Shared File Access

Flag open links and outside grants on changed files, then notify owners

Use this Agent instantly or customize it - no programming needed

Audit changed files and report access concerns
Reads
  • Audit window
    Audit window

    Your previous and current scheduled run times define today's file search.

  • Folders to audit
    Folders to audit

    You choose which folders of shared files the Agent reviews.

  • Changed file details
    Changed file details

    The Agent reads each file's name, owner, link, and modification time from your workspace.

  • Current access grants
    Current access grants

    Your files' current grants show who can access them and at what level.

  • Sharing rules
    Sharing rules

    Your approved domains and exceptions define which outside grants need review.

  • Private report folder
    Private report folder

    You choose where the Agent creates private reports for affected owners.

Shared file workspace
Shared file workspace

Your shared file workspace supplies file access details and shares private reports with owners.
List changed files and read their access grants
Did the file search fail or stop before all pages loaded?YesNo
Record a partial run for retry
Writes
  • Audit result
    Audit result

    Your audit result counts files, findings, and notified owners and notes skipped files or failed notifications.

Find open links and outside grants by file owner
Are there no grants to review?YesNo
Record the check and any skipped files
Writes
  • Audit result
    Audit result

    Your audit result counts files, findings, and notified owners and notes skipped files or failed notifications.

Create a private access report for each affected owner
Writes
  • Owner access reports
    Owner access reports

    Each affected owner gets a private report naming files and the grants to review or remove.

Share each report and record the results
Writes
  • Owner notifications
    Owner notifications

    Each owner receives a sharing email linking to their report when notification succeeds.

  • Audit result
    Audit result

    Your audit result counts files, findings, and notified owners and notes skipped files or failed notifications.

This Agent starts each day at your chosen time. It checks recently changed files for open links and outside access. Affected owners get private reports naming the grants to review.

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Zoom
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OneDrive
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Microsoft Office 365
Used as:
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Made for your industry

Audit Shared File Access is made for businesses in these industries.

Made for your role

Audit Shared File Access is made for people in these roles.

Made for your department

Audit Shared File Access is made for people in these departments.

How Audit Shared File Access works

5 steps, in order, on every run.

  1. Find recently changed filesSearch your chosen My Drive folders for files changed since the previous scheduled run. Capture each file's owner and link.
  2. Read current file permissionsRead each file's current sharing permissions, including all pages of grants. Record who can access the file and how.
  3. Flag sharing to reviewFlag open links and grants outside the domains or exceptions you allow. Name group addresses without assuming who belongs to them.
  4. Create private owner reportsCreate a dated report for every owner with findings. List affected files and the exact grants to review or remove.
  5. Send owner notificationsShare each report only with its named owner and request an email notification. Record any sharing failure for your audit lead.

How to Get Started

Connect your tools

Connect the tools you already use, such as Zoom, OneDrive or Microsoft Office 365.

3 tools
Set your rules
  • Choose the folders of My Drive files to audit and give the dedicated audit account access to every file in that scope.
  • Choose the daily run time and time zone, and store the previous scheduled run time for the first search window.
  • Provide the approved email domains and any specific outside domains or addresses allowed by policy.
  • Choose a private report folder owned by the audit account, outside the audited folders, and allow the account to create files and share them with file owners.
Launch the Agent

Use safe mode to approve every result before it goes out, or let the Agent run automatically.

FAQs

Frequently asked questions about the Audit Shared File Access:

Can I audit Google Drive folders I choose?

Yes. Choose My Drive folders and give the audit account access to every file in scope. The daily check covers files changed since the previous scheduled run.

What counts as sharing that needs review?

You choose allowed domains and specific exceptions. The Agent flags open links and grants outside those rules. Group findings name the address without assuming its members.

What happens if a file cannot be checked?

The run result records its link and exact access error for your audit lead. Owner reports omit that file until the issue is resolved.

What if an owner cannot receive a report?

The report stays private. The run result records the failed notification for your audit lead, and that owner does not count as notified.

What happens when the Agent is unsure?

It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.

Can I review its work?

Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.

What happens if I cancel?

The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.