LET'S EXPLORE FILES AND FOLDERS
This overview will walk you through the functionality found within the Files and Folders Tab of Cloud Access Monitor.
FILES TAB
The Files tab is where you will find information on all files found within your cloud environment. You will find this tab at the top of the "Files and Folders" main tab.
SEARCH BAR:
At the top of the page is the search bar, here you are able to search for specific files by various parameters. Click the down arrow the change the parameters of the search.
Name: The name of the file.
Content: Content found within the file.
Created By: The account that created the file.
Owned By: All owners of the file.
Shared With: Search for all files that have been shared with a specific account.
Access To Files By: All files that have been shared by a specific account.
Domain: All files shared within a specific domain.
File Type: All files that are of a certain type, .zip, .txt etc
Organizational Unit: All files within a specific OU.
FILTER:
To apply a filter to your search simply click the filter button on the right side of the screen.
Creation Date: The date range the file or folder was created.
Modification Date: the date range a file was last modified.
Quarantine Status: If files are currently under quarantine.
Shared Status: If files are shared or not.
Files Shared: The direction the files are being shared, from an outside domain, to an outside domain, or internally.
Shared Via Link: If the file is set to be shared via link, and the permissions / share type of the file. Internal / External, Edit / View permissions.
Admin Files: If the files belong to admins / non-admins.
Risky Files: If the files contain any risk.
Files With Malware: If the files contain malware.
File Size: A limiter for minimum or maximum file size.
RESULTS BOX:
The results box will show all files that meet your search or filter criteria. Across the top of the box you will find eight columns.
Name:
The name column will display the name of the file.
Selecting The File: Select the file name to bring up the File Details Window.
Sorting: Selecting the Up-down arrows will sort the files by name.
File Size:
The file size column will display the size of the file when available. At the top of the column you will see the total size of all files.
Sorting: Selecting the Up-down arrows will sort the files by size.
Created By:
The created by column will display the name of the account that originally created the file.
Sorting: Selecting the Up-down arrows will sort the files by creator (alphabetically).
Created On:
The created on column will display the date and time that the file was created. The timezone is set to that of your instance.
Sorting: Selecting the Up-down arrows will sort the files by time and date.
The last modified on column will show the last time that a change was made to the file.
What Counts as Modifying? Editing, sharing, renaming, or ownership change to a file will cause it to become "modified".
Sorting: Selecting the Up-down arrows will sort the files by time and date modified.
Within Domain User Access:
The number of accounts that have access to the file within your domain.
Selecting the Text: Selecting the number within the column will display the accounts that have access to the file.
Shared With:
The shared with column will display share information about the file, you will see a number indicating the number of shares, and then an icon that lets you know how the file was shared.
Blue Shared Icon: Represents files shared outside your domain.
Gold Shared Icon: Represents files shared within your domain:
Link Icon: Indicates that the file is shared via link within your domain
World Icon: Indicates that the file is shared via link to anyone with the link.
Actions:
The actions column will allow you to take action against the files found within your environment. Depending on the type of file you will have five separate options.
Quarantine: Send the file to the a folder named "Quarantine" in the admins root directory, until it can be deemed safe or risky.
Download: Download the file to examine it further
Delete: Delete the file permanently.
Unshare: Creates a popup and allows you the revoke sharing to chosen users.
Share: Creates a popup that allows you to share the file with a specific user (you can choose permissions as well)
Audit File Activity: Downloads a CSV file that allows you to see how the file has been changed and shared.
Share Via Email: This will send basic information about the file to the user of your choice via email. This data includes file name, file type, creation / modification date, any risks in the document, and who has visibility into the doc.
REPORT:
The report button will create onetime or scheduled reports based off of the filters you have applied. See the Files And Folders Reports guide for information on creating reports.
BULK ACTIONS:
If you looking to delete or unshare files in bulk, simply select the checkbox next to the files you would like to remove or unshare and select the corresponding button next to the search box.
LIVE FILES SEARCH TAB (Google Only)
INVESTIGATING FILES:
While the files tab does a great job of providing visibility into recently created / modified files, sometimes it is important to look for dormant data. The Live Files Search tab will provide a real time query against all files in your environment. Some use cases may be to find old documents owned by a previous employee, or to look deeper into a students files.
NOTE: This is a real time API call, so similar to live email search the more parameters you fill out the faster the search will be especially if you limit by user. Please expect the first search you preform to take the longest.
WHAT CAN I SEARCH BY?
You are able to search by up to ten parameters at once, depending on what you're looking for. Most searches will only require a few to get desired results.
User: Search by a single users files, or multiple by comma separating the account email id's. This will return the fastest results.
File Type: Search by only specific file type(s). Click in side the box to select the desired file type(s). You can search for APK Files by inputting the following "application/vnd.andriod.package-archive".
Modified Date: Search by a date range that files were modified.
Owner: Search for all files owned by a specific user. This will not include files that have been shared with them, only those explicitly owned by that user.
File Name: Search for all files with a specific name. Partial names are allowed, for instance "Attendance" would return all files with the word in their name.
Has the Word(s): Search for content within the documents themselves. For instance search for all files containing the word "gun".
Shared With: Search for all files that are shared with a specific user.
Visibility: Search for files that are shared via link, for instance a file that is being shared domain wide and is searchable.
Writer: Search for documents a user has write permissions on.
Reader: Search for all documents a user has read permissions on.
File ID: Search for a document based on File ID.
In Trash (Checkbox): Search in the users trash folder for the documents.
Starred (Checkbox): Search for a users Starred documents.
RESULTS:
Search results will appear in a summary list. Select "View Files" to open further details on the desired user(s).
Actions:
The actions column will allow you to take action against the files found within your environment. Depending on the type of file you will have five separate options.
Quarantine: Send the file to the a folder named "Quarantine" in the admins root directory, until it can be deemed safe or risky.
Download: Download the file to examine it further
Delete: Delete the file permanently.
Unshare: Creates a popup and allows you the revoke sharing to chosen users.
Share: Creates a popup that allows you to share the file with a specific user (you can choose permissions as well)
Audit File Activity: Downloads a CSV file that allows you to see how the file has been changed and shared.
Share Via Email: This will send basic information about the file to the user of your choice via email. This data includes file name, file type, creation / modification date, any risks in the document, and who has visibility into the doc.
Clicking a file "Name" will display a pop up with more details.
Images are hidden by default as a safety precaution. Select "View Image" to unblur the preview.
MANAGE DRIVES (Google Only)
MANAGING FOLDERS:
Folder management can be extremely painful in the google console. This functionality allows you to view a users folder structure, investigate their permissions, and most importantly, change permissions. This is a common practice when a user leaves your organization, and their work needs to be moved to a new owner.
NOTE: This is a real time API call, loading times can be affected during periods of high activity.
Searching a User: To search a users drive, simply enter in their email address in the search field and press enter. The users folders will load on the left of the screen.
Navigating Folders: Clicking on a folder will provide the files inside of that folder, selecting the carrot will show other folders.
File Details: Details about the file are displayed on the main part of the page, these include File Name, File Type, File Owner, Modification Date, and File Size where applicable.
Folder Actions:
Selecting the three dots on the left of a folder, and selecting Permissions will allow you to change ownership on a folder.
Add People: Entering in a user email, and a role will allow you to add a new user to that folder.
Changing Ownership: In order to change the owner of a folder, enter in a user, and set their role as Owner. The previous owner will be removed, and the new owner will be applied.
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