“Hey, Reddit. How do I solve the file-sharing issue in Google Drive?”
Jeremy had been using GAM to clean up orphan files and to work out what was externally shared, but it was becoming too labor-intensive to be a good long-term solution. At that point, he trialed GAT+, but he couldn’t choose specific features that he truly needed, which would end up being quite expensive. In April 2021, while looking for an alternative to GAT+ on the r/gsuite Reddit thread, Jeremy stumbled upon a comment where someone mentioned Tricent as a company that had been able to help them out with a problem similar to his.
Tricent is a web application that helps you unshare any Google Drive files shared with third parties. It involves the end-users in the unsharing process while allowing the admins to configure the cleanup (unsharing) settings. It sends out email reminders when it’s time to unshare files, lets you extend the sharing period according to your need, and automatically unshares files if you don’t take any action. What’s more, access to unshared files can easily be restored.
After checking out Tricent’s website, Jeremy requested a demo. The next day, he got contacted by a sales agent, got the demo, and signed the contract within 2 days. BrightLogic was onboarded the following week and, provided everything went well over the summer, MicroFirst would be onboarded, too. Read the full article here.
Before you start reading – there is something you need to know
Did you consider that the complexities of file-sharing pose significant challenges that require more than just basic management tools like Google Apps Manager (GAM)?
You can read more about this here: https://www.tricent.com/blog/why-gam-might-not-be-enough-the-intricacies-of-file-sharing-and-the-need-for-comprehensive-solutions/
Google Workspace
Formerly known as G Suite and Google Apps, is a core suite of 15 productivity, collaboration, and communications apps. It includes Gmail, Google Docs, Google Drive, Google Calendar, and many others, all of which are accessed through a Google-login.
Companies typically opt for Google Workspace because the apps are easy to learn and use, well-integrated with all other apps, and can be administered centrally. What’s more, users are able to collThe difference between Google Workspace, Google Admin Console, and GAMaborate and communicate on projects in real-time without needing to download any software since all apps are cloud-based.
Google Admin Console
Everything that is essentially connected to Google Workspace – apps, users, resources, and devices – can be managed from the Google Admin Console.
IT administrators can, for example, use the Google Admin Console to:
- create, edit, or delete users, groups, organizational units (OUs)
- monitor and get alerts of Google Workspace activities
- configure and push out apps and extensions
- set up security rules and policies
… and much more
Although the Google Admin Console can be incredibly powerful, there are some tasks that can be somewhat tedious, repetitive, or simply not possible to carry out.
Google Apps Manager (GAM)
“Imagine how long it’d take if you had to manually change the password of 500+ Google Workspace users, or if you had to check how many Google Workspace licenses are currently being used/unused?”
— With GAM, you can do this in a matter of seconds.
GAM is a command-line tool that must be installed on a PC, Linux, or Mac. Once the Google Admin(s) has authorized and granted API permission, it will be able to carry out a series of commands in the Google Admin Console and essentially in Google Workspace.
The Google hierarchy
This graph helps understand the “Google hierarchy”. GAM – being at the top level – can automate processes in both the Google Admin Console and Google Workspace, whereas the Google Admin Console can only carry out actions in Google Workspace.
When should you use automation in Google Workspace?
Automation requires technical know-how to set up, execute, and maintain. If done incorrectly it could be detrimental, but if done correctly it can be rewarding, offering better efficiency, accuracy, and productivity.
Like any given technology, there’s a time and place for it to be used. It usually depends on an internal “cost-benefit” analysis. That is, where you measure how much time and resources it will “cost” you to set up, execute, and maintain versus its rewards in terms of efficiency, accuracy, and productivity.
“The bigger the project, the bigger the impact.”
— Henrik Olsen, Cloud Architect, AppsPeople
The 3 principles of automation
1. Bulk operations – “One command for all”
Is it time to reset the passwords of all Google Workspace users? Will users need to be added or migrated to a new domain? Do some or all users need an enterprise license? Do you need to do a bulk cleanup of former staff?
Basically, anything that requires an identical command (or “operation”) for a larger set of users, groups, devices, etc. will always be a good fit for automation. Our advice for you is to identify the tasks that can be grouped into bulk updates, deletions, or changes.
2. Scheduling – “Set it, and forget it”
Do you need to remember to add all suspended users into a specific OrgUnit every quarter, reset user passwords every 6 month, or backup client data every week?
Tasks that are repeatedly performed on a specific time, day, week, month, or year and are critical to your organization can be scheduled on a “set and forget” basis. That way you won’t miss out on any tasks that are important to your organization, its users, security, and more.
3. Triggers – “If This, Then That” conditions
What would you say if you had an assistant that is prepared to work for you 24/7?
Meet “trigger”. All you need to do is to provide it with a clear set of instructions of what work you want it to do when a certain condition is met.
Let’s say every time a new project is created in Shared Drive you’d want it to create certain folders, material, and templates automatically. So, you set up a “trigger” that runs whenever a new project is created.
Another example could be that you’d want to auto-share whenever a new document is created in Shared Drives with certain people e.g. CEO, CTO, CFO, etc.
In essence, you’d need to define what triggers and automation you’d want to execute in Google Workspace.
Free Trial on Google Workspace Marketplace:
You can start your free trial today and gain insight into your file-sharing footprint. (Please note that you must have admin rights to your Google Workspace tenant.)
- Install Tricent directly from Google Workspace Marketplace:
- Get instant insight into your external file-sharing footprint.
- Identify potential security risks and analyze sharing patterns.
- Test key functionalities and experience the ease of use.
- Subscribe to access advanced features like automated remediation, custom policy settings, anomaly detection etc.
Don’t leave your sensitive data vulnerable. Choose the option that best suits your needs, and start securing your Google Workspace today!
