5 minute read
The main setup of the cleanup cycle for the users' My Drives is done under Settings.
The first time you access this area as a new customer the setting Cleanup on My Drive is disabled. This means that the cleanup engine is not running - no files are being unshared, and no notification emails are going out.
Flipping Cleanup on My Drive will enable you to configure the four main settings and any advanced settings you may want to change.
Don't worry about setting off notification emails or file cleanup immediately after clicking Save cycle settings: The changes won't come into effect until the following night.
Cleanup cycle main settings
The four main settings are:
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Frequency |
This is the number of days that you want between the cleanup engine running. Prior to the engine running, notification emails go out to the users. The emails let the user know that cleanup is coming and give them ways to extend or stop the sharing straight away. |
|
Files in each cleanup |
This is the amount of files users are given to consider in the notification emails of each cycle. We recommend 8-14 files per cycle. This amount makes it reasonably manageable for the users to get an overview while still making progress in their cleaning. |
|
Sharing extension period |
This is the number of days the users can extend the sharing of a file at a time. You may want to think about the normal duration of projects in your organization when deciding how long the extension period should be. |
|
New files grace period |
This setting introduces a grace period for newly created files. During this time period files won't be part of the cleanup. |
Understanding the timeline
Just below the four main settings, you find an overview of the active cleanup cycle (or cycles) and any new one waiting to become active.
If you change something in the main settings, you will see this new cycle as a green timeline labeled New cycle. You could see this as a draft. Once you click Save cycle settings, it will lie in wait - ready to become the active one.
The new cycle will become active once users finish the previous cycle and start entering the new one.
It is possible to temporarily have multiple active cycles when you introduce a new one, as any new employees joining your organization after the introduction of the first active cycle will likely be out of sync with their colleagues.
This means that some employees will join the new cycle while others are completing the first active one. Once everyone has left a cycle, it disappears from the timeline.
Note that the timeline only shows your global cleanup cycles, not cleanup cycles that are running through exceptions.
Advanced settings
By clicking Advanced settings, you can access a handful of additional settings for the cleanup of the My Drives.
Files selected for cleanup
Here you can choose which files you want to present to the users for cleanup - the oldest, the newest, the most shared, or the least shared.
Trust group shares from verified domains
If you use groups for internal purposes only, then you can choose to exclude them from the cleanup cycle here. You could, for instance, have project groups with external members inside, knowing that these individuals will have access to the needed information throughout the entire project.
Exclude weekdays
You can also remove individual weekdays from the cleanup cycle. Files will not be cleaned up, but we still send notification emails to users on those days.
Prioritize enabled or disabled cleanup
If a user is in several groups or organizational units that have exceptions enabled, we need to choose which exception to use in the cleanup. In the situation where there are exceptions that both enable and disable the user from the cleanup, the preference here will be the one chosen.
Prioritize most or least files per year
Depending on your setting here, we will select the exception with the most or least unsharings per year. We recommend Most files per year just to get through the most shared files, but it's entirely up to you.
Remember to click Save settings.
Exceptions
To the global My Drive settings, you can add exceptions that will override them at the level of a group or an organizational unit.
1. Start by clicking the blue button Add Exception.
2. Now select the organizational unit or group that you want to apply the exception settings to.
3. Pick the language setting for the exception.
4. Now you can add the exception settings:
|
Frequency |
This is the number of days that you want between the cleanup engine running. Prior to the engine running, notification emails go out to the users. The emails let the user know that cleanup is coming and give them ways to extend or stop the sharing straight away. |
|
Files in each cleanup |
This is the amount of files users are given to consider in the notification emails of each cycle. We recommend 8-14 files per cycle. This amount makes it reasonably manageable for the users to get an overview while still making progress in their cleaning. |
|
Sharing extension period |
This is the number of days the users can extend the sharing of a file at a time. You may want to think about the normal duration of projects in your organization when deciding how long the extension period should be. |
|
New files grace period |
This setting introduces a grace period for newly created files. During this time period files won't be part of the cleanup. |
Save the exception by clicking Add Exception.
You now added the exception to the list. Use the trashcan and pencil icons to delete and edit the exception.
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