Recurring digest emails for administrators

Users with the role Super Administrator or Administrator can choose to receive a recurring digest email outlining key sharing data from File Govenance across the organization over a set time period.

The email also compares data from the recent period with the one before it - in order to track trends - and lists sharing anomalies that have occurred in the period.

Choosing data period and toggling emails

Any administrator can change the email interval for all administrator colleagues in the organization by going to Account settings in Global settings. The interval also determines the data period covered in the email.

By default the digest emails are toggled on, but the individual administrator can opt out by clicking their avatar in the upper-right corner and going to Preferences. The digest email can also be toggled off for all administrators in your organization in Global settings.

Note that for new customers, digest emails won't go out until we have comparable data to show.

Understanding the email

The email is divided into three sections: Four cards that provide sharing data from the most recent period and compare it with the previous, two top 5 lists that highlight shares with new domains and users, and finally a list of the five pieces of most unusual sharing behaviour.

Comparison cards

The four cards show the following about the period you have chosen:

• Files unshared gives you the number of files/folders that have been unshared through File Governance.
  over the past period. The number includes both manual unsharing and the unsharing that the cleanup engine has carried out - both on My Drives and shared drives.
• Permissions removed gives you the number of individual permissions that have been removed through File Governance for Google Workspace during the chosen period. The number includes both manual permission removals and those carried out by the cleanup engine - and both on My Drives and shared drives.
• New files shared gives you the difference in the total number of files/folders your organization had shared at the start of the period and the end of it. For added accuracy, we ignore the shares made by users who have joined the organization during the chosen period.
• New permissions gives you the difference in the total number of external permissions your organization had shared between the start of the period and the end of it. For added accuracy, we ignore the permissions added by users who have joined the organization during the chosen period.

Each card also contains a comparison with the previous period at the bottom of it.

For this comparison, we use shapshots of your sharing data taken every Saturday morning. If you have set up monthly digest emails, then the data from the latest Saturday will be compared with the data from four weeks prior.

Top 5 lists

These two lists contain any new external domains or accounts that your organization's uses have shared items with over the period the email covers. By "new" we mean an external domain or account that users in your organization have never shared anything with before - at least since File Governance

was introduced.

The list also provides you with the number of shares that your organization's users have created with that individual domain or account.

Unusual sharing behavior

This list gives you an overview of the five most unusual pieces of sharing behaviour during the email's digest period. Unusual sharing behavior is atypical changes from one day to the next in the number of items a user has shared externally.

In the below example, the user had 56 externally shared files/folders on September 18 and 87 on September 19. This amounts to an additional 31 externally shared items - or an increase of 55%. Our machine learning algorithm flags this as unusual sharing behaviour based on the organization's average sharing patterns.

A list of the individual users' unusual sharing behavior is available for administrators in Users and delegation and aggregated in the Overview section of File Govenance.