Section

   Features

Data freshness

• See the time and date the data in the dashboard was drawn from the customer's Workspace tenant to BetterCloud File Governance
  .

Notifications

• See log of actions taken in File Govenance by the logged in user.

User profile (under avatar)

• See logged in user's first name, last name, email address, whether cleanup enabled, own number of shared files, organizational belonging, shared drive membership, and group membership.
• Pick an alternative time period for graph: 7, 90, or 180 days.

• Toggle notification emails on and off for the logged in user (Files/folders about to be unshared from your My Drive, Files/folders unshared from your My Drive, Welcome email when you are made cleanup responsible for a shared drive, Files/folders about to be unshared from a shared drive that you are cleanup responsible for, and Files/folders unshared from a shared drive that you are cleanup responsible for).

• Sign out of File Govenance (and everywhere else the logged in user is signed in with the Google account).

• See a list of shared files/folders on logged in user's My Drive that are eligible for cleanup in the current cycle.
• See content and sharing details of folders in the list.
• See the users the individual files/folders are shared with.
• Extend or stop external shares for all users on a file/folder.
• Stop external sharing for just one external user on a file/folder.
• Open a file/folder in Google Drive.

• See a list of the shared drives that logged in user is cleanup responsible for and access them.

Review your shared files (shared drive)

• See a list of shared files/folders on shared drive that are eligible for cleanup in the current cycle.
• See content and sharing details of folders in the list.
• See the users the individual files/folders are shared with.
• Extend or stop external shares for all users on a file/folder.
• Stop external sharing for just one external user on a file/folder.
• Open a file/folder in Google Drive.

• Search in the content of the column File name.

• See the five files that the logged in user currently has shared the most.

• See the five users that the logged in user currently has shared the most with.

Top shared domains

• See the five domains that the logged in user currently has shared the most with.

• See the total amount of shared files by the logged in user
• See the total amount of files shared externally by the logged in user via sharing link.

• See the total amount of files that the logged in user had shared on a given day over time in graph format.
• Choose time period for graph (7, 30, 90, 180 days).

• Choose language for the user interface in the app and the notification emails for the logged in user.

Section

   Features

All shared files (My Drive)

• See a list of all shared files/folders on logged in user's My Drive that are eligible for cleanup
• See content and sharing details of folders in the list.
• See the users the individual files/folders are shared with.
• Extend or stop external shares for all users on a file/folder.
• Stop external sharing for just one external user on a file/folder.
• Open a file/folder in Google Drive.

All shared files (shared drive)

• See a list of all shared files/folders on shared drive that are eligible for cleanup.
• See content and sharing details of folders in the list.
• See the users the individual files/folders are shared with.
• Extend or stop external shares for all users on a file/folder.
• Stop external sharing for just one external user on a file/folder.
• Open a file/folder in Google Drive.

• Filter list on type (Folder, File, Doc, Sheets, Slides).
• Filter list on extension status (Extended shares, Shares without extension).

• Search in the content of the column File name.

Section

   Features

• See a graph of sharing activity across the organization over the past two months split into internally shared files and externally shared files.
• See comparison between the current month and past month: Files shared, files unshared, and files extended.
• See a list of unusual sharing behaviors across the organization since the beginning of the previous month.

• Query sharing data across the organization by combining the two dropdowns Show me (Files, Target domains, Target user, Owners, Shared drives) and Owned by (My organization, Specific users, Users in selected OUs, Users in selected groups, Shared drives).
• Go straight to bulk unshare on certain results (Owners, Target domains, Target users).
• See the data freshness of the data in the query results.
• Search in the content of the name column of the query results.
• Download CSV file with the search results.

• See a list of all shared drives in the organization, including name, owners, exception status, shared files, externally shared files, and internally shared files.
• See whether or not the individual drive has external members, and click to see a list of the members (avatar, first name, last name, email address, type, and permission level).
• Access the individual shared drive.

• See a list of all shared files/folders on the shared drive
• See content and sharing details of folders in the list.
• See the users the individual files/folders are shared with.
• Extend or stop external shares for all users on a file/folder.
• Stop external sharing for just one external user on a file/folder.
• Open a file/folder in Google Drive.
• Filter list on type (Folder, File, Doc, Sheets, Slides).
• Filter list on extension status (Extended shares, Shares without extension).
• Search in the content of the column File name.
• Download CSV file with list content.

Section

   Features

• Search for and select individual users in the organization and unshare everything they have shared externally.
• Limit unshared to a specific period and choose whether or not to include extended shares in the cleanup.

• Search for and select individual external accounts or domains and unshare everything the organization has shared with them.
• Get a list of any shared drives or groups that the chosen accounts may have access to that cannot be cleaned up.

Section

   Features

• See the list of events in File Govenance where a file/folder is shared, unshared, extended, or no longer extended.
• Search for content in the column File name.
• Filter the list according to event type.
• Filter the list according to time period.
• Column sort on file name, date, type, action, and shares.
• Roll back certain types of events (unshared, extended).
• Access file through link (if you have permission).

• See the list of events that have happened in File Govenance on My Drives and shared drives.
• Filter list on time period.
• Filter list on event type: Unshared files on a shared drive, Re-shared files on a shared drive, Files with extended sharing on a shared drive, Files sharing no longer extended on a shared drive, Rollback extended sharing of files on shared drive, Unshared files, Rollback unsharing of files, Bulk unshared files on user, Scheduled unshared files on user, Rollback scheduled unsharing of files on user, Extended sharing of files, Files sharing no longer extended, Rollback extended sharing of files, Bulk unshared files on domain, and Rollback bulk unsharing of files on domain.
• Toggle to include empty events in list.
• Search in the content of the list.
• Download CVS file with content of list.
• Click individual event to see details about executing account, time of completion, status and files/accounts that were the target of the event.
• Search in the details of the individual event.
• Roll back certain events.

Section

   Features

• Toggle global cleanup on My Drives on and off.
• Set frequency of cleanup on My Drives.
• Set files in each cleanup on My Drives.
• Set sharing extension period on My Drives.
• Set new files grace period on My Drives.
• See graphical overview of current and future global cleanup. cycles/timelines on My Drives.

• Set properties for files selected for cleanup (oldest files, newest files, most shared files, or least shared files).
• Set whether to trust group shares from verified domains.
• Exclude weekdays from cleanup.
• Set whether to prioritize enabled or disabled cleanup when user is part of multiple exceptions that conflict.
• Set whether to prioritize most or least files per year when user is part of multiple exceptions that conflict.

• See list of all exceptions to the global settings for My Drives.
• Search in list of exceptions.
• Delete exceptions.
• Edit exceptions.
• Add exception at OU or group level.
• Set language for accounts included in the exception.
• Set frequency of cleanup for exception.
• Set files in each cleanup for exception.
• Set sharing extension period for exception.
• Set new files grace period for exception.

• Toggle global cleanup on shared drives on and off.
• Set frequency of cleanup on shared drives.
• Set files in each cleanup on shared drives.
• Set sharing extension period on shared drives.
• Set new files grace period on shared drives.
• See graphical overview of current and future global cleanup. cycles/timelines on shared drives.

• Toggle on or off that Tricent can automatically assign shared drive membership to the Tricent service account.
• Choose cleanup responsible for shared drives (Drive manager and/or Content manager).
• Toggle on to use the same advanced settings as on My Drives.
• Set whether to prioritize enabled or disabled cleanup when user is part of multiple exceptions that conflict.
• Set whether to trust group shares from verified domains
• Exclude weekdays from cleanup.
• Search for and add users to exclude from cleanup responsibility on shared drives.

• See list of all exceptions to the global settings for shared drives.
• Search in list of exceptions.
• Delete exceptions.
• Edit exceptions.
• Add exception.
• Toggle cleanup on or off for exception.
• Set frequency of cleanup for exception.
• Set files in each cleanup for exception.
• Set sharing extension period for exception.
• Set new files grace period for exception.
• Set alternative cleanup responsible for exception (Drive manager and/or Content manager and/or specific user).

• See list of all users on own Google Workspace who are enrolled in Tricent - name, email, administrator status, cleanup enabled, portal access, external files shared count, internal files shared count, and extended shares count.
• Search in list of all users.
• Download CSV file of all users.
• Click individual name to see user's profile page including sharing activity graph and list of unusual sharing events.
• Click pencil icon to see user details (name, email, cleanup enabled, portal access, external files shared count, internal files shared count, delegated admin status, and administrator status).
• Assign user administrator role.
• Toggle delegated administration on or off.
• See list of groups in own Google Workspace.
• Search in list of groups.
• Assign delegated administrator status over selected OUs to members of a group.

• Set global email notification preferences
• Set app and email notification language for all users (English, Spanish, French, Italian, German, and Dutch).
• Grant

  BetterCloud Support access to account (for 24 hours, 48 hours, 1 week, 1 month) and delete current access.

• Add trusted domain.
• Delete trusted domain (but not tenant domains).
• Toggle on to include a specific trusted domain in cleanup.
• Toggle on to include all trusted domains in cleanup.

Section

   Features

• See feature descriptions by clicking blue question mark icons.

• Get introduced to File Govenance by completing the step-by-step guide that pops up on your initial visit.

• See end user-focused introduction video.
• Access support pages.
• Restart step-by-step guide (available when on Dashboard)
• Send

  BetterCloud feedback.

• Chat with or write an email to

  BetterCloud Support.