When you access the Google account or any of its products including Google Drive – all the files and folders inside the G-Drive are private by default until you decide to share them. You can even share the access of any of the files and folders either to the specific person or make them public.
If you are a Google app user, you can make the files and folders shareable within an organisation without granting access outside the domain.
You not just control the access to those files and folders but can assign the level of access to people. For instance, Google Drive let you share the content with others at following levels:
– Read and write
– Read only
– View only
Moreover, if you want to share the large file with someone, then you can upload it to your Google Drive and share it access to that person (with the view mode only).
Who can edit or view my Google Drive files?
You may have the spreadsheets and documents uploaded to your Google Drive, which is accessible to others. Anyone who has the link to that file or folder can view them. However, the level of access can be chosen by you (as said earlier).
You can share the folder/file or make them public depending upon your wish.
Do you want to know who has the access to your Google Drive folders and files and which files are shared with others? Well, Google does not offer the easiest way to know this.
However, when you access any of the file and folders in your Google Drive – click on the share button and go to the advanced option. It will display the list of people with whom the file is shared and what is the level of access each person has with that file.
Alternatively, you can use PERMISSIONS AUDITOR FOR GOOGLE DRIVE.
It is a new Google add-on that tracks and scan the entire Google Drive. Based on the individual parameters it generates the comprehensive report on which file is shared with whom. It also let you know what level of access people have in a shared file.
Initially, you may think that Drive Auditor is not your cup of team. However, in a few days of the time of regular use, you will start loving it. At least, this is what happened to me.
Google Drive – More about File Permission Report
Google Drive Auditor add-on is primarily a Google script that once install will read the entire data of your Google Drive and generate the report on spreadsheet accordingly. It is 100% secure app.
Step 1 – Install the Google Drive auditor add-on and authorise it.
For more detail watch the video tutorial of installing the Google Drive Auditor.
Step 2 – Go to inside the Google spreadsheet and select the Add-on menu.
Step 3 – Select the Drive Permissions Auditor and start the audit.
Step 4 – It will immediately open the sidebar with a search bar where you mention your query. Based on your search keywords it will bring back results of all matching files.
Here are a few examples of Google Drive Search Query:
- mimeType = ‘application/vnd.google-apps.spreadsheet’ (scan the access permissions of only Google Spreadsheets in my Google Drive)
- “me” in owners and trashed = malicious (all files owned by except those in trash)
Once the scan is complete the report will include the following information:
– The file location in Google Drive
– When file was created and modified
– The owner of the file
– The file’s MIME-type (file extension) and file size
– Who has view, edit and comment permission on the file/folder
You can use the filter and functions in the spreadsheet to find the specific files matching your criteria. Also, you can click on the given file name which directly open to the Google drive.
Both, the Gmail and Google Apps accounts can use the Drive Permissions Auditor. As a domain administrator, you can install the add-on for all users in your domain.
The add-on is free of use and can scan up to 200 files in the Google Drive. If you have more than 200 files in your drive, upgrade to a premium edition that will scan and generate a report of every file and folder in G-drive.
TIP – you can also set the expiry link of your shared files of folders in Google Drive.