3 minute read
The tab Export in the section Insights allows you to search for a specific subset of shared files, look into which domains your users share with, and much more.
Note that you are not searching in live data, but rather data drawn from your tenant earlier that week. The age of the data is presented above the search results.
When you have found results that you want to analyze further or present to people with no access to the Insights area in Tricent you can simply export them as a .csv file by clicking the Download button.
Searching and taking action
You search using two parameters:
- Show me: Which entity do you want the list to examine? Do you want to look at the external domains your users are sharing with? Or maybe specific target users?
- Owned by: Who owns the shared files? Are you searching for shared files owned by a specific user? Or maybe files on a certain shared drive?
When you choose anything other than My organization or My Drives in the Owned by dropdown, you will be asked to select the entity whose items you are searching for. Note that you can add more than one user, shared drive, group or OU.
Once you have set up your parameters, click Search.
You can use the search field if you want to narrow down the results.
Results related to employees as well as external users and domains come with the possibility to do something about the sharing right away. Say that you have found a specific domain and want to unshare everything shared with it, you can use the three dots on the right side of the row to go straight to a bulk unshare in Domain and email cleanup.
In Domain and email cleanup the domain will already be chosen and you can proceed directly to an unshare of everything shared with it (apart for items where the external account has access through shared drive or group membership).
Similarly, if the results of your search are internal users - i.e. employees in your own organization - you can use the three dots to go straight to bulk unsharing in Users' My Drive cleanup.
Understanding the results
At the top of the results list, you can see the date and time the data was drawn.
The results always contain at least these three columns: Name, Shares eligible for cleanup, and Shares not eligible for cleanup.
Note that a share is not the same as a shared file. If a file is shared with eight different individual users, for instance, it will count as eight shares.
If a share (also known as a permission) is eligible for cleanup, then the file or folder it gives access to is considered eligible for cleanup. This means that it will be listed in the users' Files area and have the potential of being included in a cleanup cycle at some point if you have enabled cleanup on it.
Read more about what makes a file/folder eligible for cleanup here.