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How to see files and folders shared externally?
Sharing files and folders externally can be important for collaboration, but it’s also vital to maintain control over who has access to your organization’s data. This guide walks you through the steps to identify and review files and folders that have been shared outside your domain, helping you ensure that your company’s data remains secure.
1. Navigate to the Permissions Audit Page
- Access the tool’s dashboard: Go to your organization's file management or auditing tool. Look for a tab or section labeled “Permissions Recap” or something similar (the exact naming may vary depending on your system or tool).
- Open the Permission Recap tab: Here, you will have an overview of the permissions assigned to each user for files and folders within your domain.
2. Review Permissions Recap
On the Permissions Recap page, you’ll find a comprehensive list of:
- Users who have access to documents
- Files or folders they have access to
- The type of access (view, edit, comment)
- The domain or email address associated with each user’s access
3. Identify Externally Shared Files and Folders
Within the Permissions Recap tab, look for a column or section named “Shared outside the domain” or similarly labeled. This section will indicate which files or folders are accessible to users outside your organization’s domain.
- Filtering Options: To narrow down and specifically review externally shared items:
- Locate the filter option (often found at the top of the column or section).
- Filter the records by selecting “Yes” under the “Shared outside the domain” column if available.
- This will show you a list of all files or folders that are currently shared externally.
4. Reviewing External Access Details
For each externally shared file or folder, you will typically see:
- File/Folder Name: The name or title of the item.
- External Domains: The domain(s) of the external users who have access.
- Access Level: The permissions granted (view, edit, comment) to the external user.
5. Taking Action
After identifying files and folders shared externally, you can take several actions:
- Revoke External Access: If you find any external sharing that should not exist, you can revoke access. This can usually be done directly from the permissions recap page by clicking on the user’s permission and selecting the option to remove or revoke.
- Modify Permissions: If external users need limited access, you can adjust their permissions (e.g., from “edit” to “view” only) to ensure they have appropriate access levels.
- Review Shared Folders and Collaborators: Ensure that the correct individuals have the correct level of access. Removing or adjusting permissions for outdated or unauthorized collaborators helps maintain security.
6. Best Practices for External Sharing
- Regular Audits: Perform periodic audits of externally shared files/folders using the permission tools to ensure ongoing compliance and data security.
- Least Privilege Principle: Ensure external users only have access to what they specifically need. Limit sharing to view-only if possible.
- Revoke Unnecessary Access Promptly: When external collaborations end, revoke access to maintain security and privacy.
Conclusion:
By using the Permissions Recap tab and filtering options, you can easily identify all files and folders shared externally. Regularly reviewing these shares helps maintain data integrity, ensures that only authorized individuals have access, and that sensitive information remains secure within your organization.
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