Actions - User's My Drive cleanup

3 minute read

This section is only available for the Super Administrator role.

Note that data in this section is drawn from your tenant every 4 hours, so users created and files shared after the last data fetch will not be visible.

User's My Drive cleanup in the Actions area is a very effective way to bulk clean up large quantities of files shared by a specific user in your organization.

This means that for the selected user or users, all files modified on or before the selected date will be unshared in one go. The process will also include internally shared files if you have enabled cleanup on trusted domains in your global settings.

This is a very efficient way of getting to the bottom of users with many shared files. This means that you can also use this feature when offboarding an employee.

There are three steps to doing a user drive cleanup:

1. Pick the users whose shared files you want to clean up
2. Choose which files you want to include
3. Confirm and initiate the actual cleanup

The three steps are listed as a progress bar at the bottom of the section.

1. Pick the users

Select the user or users you want to clean up by ticking them in the list. You may want to carry out a search first.

Click Next.

2. Choose the files

Use the date picker to select the time period that you want to clean up. Files will be included if they have been modified on or before the chosen date. A file is considered modified if changes have been made to its properties. This includes changes in permissions and renaming of the file or simply saved activity on the file.

If you want to unshare everything the user (or users) have shared, simply pick today's date. 

If you want the bulk cleanup to also deal with extended files, you can toggle Include files with extended sharing. This will disregard the extension and unshare the files.

Click Next.

3. Confirm the cleanup

You are now presented with an overview of the operation you are about to perform, including the number of shared files that will be unshared for each user.

If everything looks okay, click the blue Confirm button in the lower right of the page. 

And then click Yes, confirm cleanup. This initiates the cleanup.

The process may take hours if you are cleaning up a very large number of shares, but will happen server side, so you are welcome to exit Tricent and work on other stuff.

Once completed, you will receive an email about it, and you will be able to see the bulk unsharing in the Event log and System log sections in the History area.

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