What are Admin Tasks?

Admin tasks are advanced actions only available to Folgo administrators designed to support operational needs at scale. I help manage content, permissions and ownership across the domain in a few clicks. You can also perform actions on behalf of other users on the domain.

This is a dedicated menu called “Admin tasks” separated from the standard end-user features.

This article gives a quick overview of the available admin tasks in Folgo. For step by step instructions, refer to the dedicated article linked in each section.

Setup requirements

Who can be a Folgo Administrator?

Any user in your Google Workspace domain can be a Folgo Administrator, as long as they are part of the Google Group assigned to Folgo admin access. This gives you flexibility to decide whether your Google Workspace admins should also be Folgo admins, or whether admin rights should be granted to a separate group. Access is managed directly through the Google Workspace admin console via the group.

Audit as an Admin

As a Folgo admin, you will be able to perform audits on a whole new level. You can review content across different scopes in the domain.

You can audit:

• a Shared Drive
• all Shared Drives
• a Google account
• multiple Google accounts
• a folder as an account (by impersonating that account to review the folder from its perspective).

Then you can specify the items you wish to audit, so you can focus on specific types of content such as:

• Everything: includes all items within the selected audit scope. Useful for getting a complete overview.
• Shared with non-members: includes items shared with people outside of the group. Useful for identifying content that may be accessible beyond the intended audience.
• Shared items: includes items that have been shared with other users. Useful for reviewing how content is distributed.
• Shared publicly: includes items that are accessible through public sharing settings. Useful for identifying content that may require a security review.
• Private (not shared): includes items that are not shared with anyone else.
• Files larger than a defined size: includes items above a size you set. Useful for spotting large files that may impact storage or deserve closer review.
• Viewed in the last 12 months: includes items that have had recent activity over the past year. Useful for focusing on content that is still active or relevant.
• Shared with me items: includes items that a user can access even if they do not own them.

This feature helps administrators quickly surface risky sharing patterns, investigate exposure, and take action to better secure content across the domain.

Ownership Transfers as an Admin

Ownership transfers allow administrators to reassign ownership of content from one user to another. This is especially useful when content needs to remain accessible after a role change, departure, or internal handover.

Folgo supports several ownership transfer scenarios:

• Transfer the ownership of a folder's content:Transfer ownership of the content stored inside a specific folder. This is useful when a folder needs to remain active, but the original owner is no longer the right person to manage its contents.
• Transfer the ownership of a specific user's content: transfer ownership of a user’s content to another user. This helps preserve continuity when someone changes role, leaves the company, or hands over their work.
• Transfer the ownership of a Google group's content: transfer content from multiple owners to a single new owner in bulk. This is particularly useful for managing historical data, handling many accounts at once, or during large waves of account deletions.

Move To Shared Drive as an Admin

Move to Shared Drive allows administrators to move content from files or folders into a Shared Drive, helping teams keep important files in a collaborative and sustainable space.

Beyond moving the content of a drive, Folgo also allows administrators to move an entire account to a Shared Drive. This is especially valuable during onboarding and offboarding,

This feature can also be used with suspended accounts, making it easier to secure and retain important content even when the original account is no longer active.

Overall, this feature helps ensure important content remains accessible, properly managed, and assigned to the right owner across the domain.

Manage Content (Copy, Move, Delete)

Manage content allows administrators to perform bulk content operations across the domain, including copying, moving, and deleting files or folders.

These actions are prepared and managed through a spreadsheet for a more centralized workflow.

This feature is useful when content needs to be reorganized, cleaned up, migrated, or removed at scale. Instead of handling items one by one, administrators can manage large volumes of content more efficiently and in a more controlled way.

Remove Permissions

Remove permissions allows administrators to revoke access to files and folders in bulk through a spreadsheet. This makes it possible to remove permissions from large sets of content in a centralized and structured way, instead of updating each item manually.

By managing permission removal through a spreadsheet, administrators can carry out access cleanup more efficiently.

This feature is especially useful for cleaning up outdated access, reducing oversharing, and tightening control over sensitive content across the domain.

Access Granting as an Admin

Access granting allows administrators to grant access to files and folders in bulk across the domain. This makes it possible to share a single file or a full folder with one or multiple users when access needs to be provided quickly.

This feature is especially useful when important content must remain available when the original owner is unavailable. By granting access in bulk, administrators can save time, avoid manual sharing one item at a time, and ensure the right people can access the content they need without delay.

Bulk Actions From A Spreadsheet

Bulk actions through a spreadsheet provide a centralized way to perform Folgo admin tasks at scale. Rather than treating each action separately, this workflow lets administrators prepare and manage large operations more efficiently and consistently.

Through this spreadsheet-based approach, administrators can carry out bulk actions such as copying, moving, and deleting content. as well as other admin tasks like granting access, transferring ownership, removing permissions or moving to Shared Drive. It also supports auditing as a user account.

This approach is especially useful for large migrations, cleanup projects, offboarding, onboarding, and any situation where many items need to be processed in a controlled and scalable way.

NEW FEATURE: Drive Inventory Query

BigQuery integration allows Folgo administrators to query data from the Google Drive Inventory Report and bring the results directly into Folgo through a centralized Google Sheet.

This gives administrators a more flexible way to work with data across the entire Google Drive environment, rather than relying on partial views or static reports.

The value of this feature comes from both scale and actionability. It helps administrators retrieve relevant data about users, folders, and ownership across the Drive environment, then use that data directly in Folgo for bulk actions. This improves visibility, supports better decisions, and makes large scale operations easier to manage.