> For the complete documentation index, see [llms.txt](https://docs.docontrol.io/docontrol-user-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docontrol.io/docontrol-user-guide/risk-management/threat-model-coverage/private-account-sharing/google-drive-playbooks-for-private-account-sharing.md).
# Google Drive playbooks for private account sharing
To mitigate the risk associated with private account sharing in Google Drive, you can define automated workflows for these use cases:
* [Auto-expire sharing with private accounts](#auto-expire-sharing-with-private-accounts)
* [Remove sharing with private accounts when offboarding](#remove-sharing-with-private-accounts-when-offboarding)
* [Remove sharing with private accounts](#remove-sharing-with-private-accounts)
{% hint style="success" %}
See the DoControl [demo video](https://youtu.be/pRgMPmwK4eA) to configure auto-expiry of Google Drive assets shared with private email accounts.
{% endhint %}
## Auto-expire sharing with private accounts
When someone shares an asset from Google Drive with a private account, the actor is notified by email, and any external collaborators who have private email domains are removed after 30 days.
{% hint style="info" %}
When an asset exists in a parent folder, collaborator access is removed from all assets in the folder.
{% endhint %}
1. In Workflows, select **Playbooks**.
2. Filter the playbooks according to the Google Drive app, and select the **Auto-expire sharing with private accounts** playbook.
3. Give an action name.
4. Under the **Change user access** event, define the relevant conditions:
* The `Added collaborators` condition contains at least one private email domain from your [keyword list](/docontrol-user-guide/system-management/settings/lexical-lists.md).
* The `Has added collaborators` condition is true.
* The `Added collaborators` condition has at least one collaborator that's not from a trusted domain.
5. Add any relevant conditions.
6. Customize the **Notify by email** action to notify the actor who shared the file with a private account, and explain that sharing permissions will be removed:\
"The file sharing will be removed in 30 days from now, as this sharing violates organizational policy."
7. Customize the **Wait** action to wait 30 days.
8. Customize the **Array filter** to filter out collaborators from the private email domain keyword list.
9. Customize the **Remove collaborator** action:
* Make sure the `Get document ID` and filtered collaborator macros are selected.
* Specify error handling in case an error occurs.
## Remove sharing with private accounts when offboarding
When an about-to-leave employee shares an asset from Google Drive with a private account, the SecOps team is notified by Slack, and any external collaborators who have private email domains are automatically removed.
{% hint style="info" %}
When an asset exists in a parent folder, collaborator access is removed from all assets in the folder.
{% endhint %}
1. In Workflows, select **Playbooks**.
2. Filter the playbooks according to the Google Drive app, and select the **Remove sharing with private accounts when offboarding** playbook.
3. Give an action name.
4. Under the **Change user access** event, define the relevant conditions:
* The `Added collaborators` condition contains at least one private email domain from your [keyword list](/docontrol-user-guide/system-management/settings/lexical-lists.md).
* The `Has added collaborators` condition is true.
* The `Get actor email` condition is from the `About to be terminated` HRIS group.
5. Add any relevant conditions.
6. Customize the **Notify in Slack** action to notify the SecOps team that an about-to-leave actor shared a Google Drive asset with an external user having a private account, and that sharing permissions will be removed:\
"The file sharing will be removed immediately, as this sharing violates organizational policy."
7. Customize the **Array filter** to filter out collaborators from the private email domain keyword list.
8. Customize the **Remove collaborator** action:
* Make sure the `Get document ID` and filtered collaborator macros are selected.
* Specify error handling in case an error occurs.
## Remove sharing with private accounts
When someone shares an asset from Google Drive with a private email account, or with a specific email domain, the actor is notified by Slack, and any external collaborators from these domains are automatically removed.
{% hint style="info" %}
When an asset exists in a parent folder, collaborator access is removed from all assets in the folder.
{% endhint %}
1. In Workflows, select **Playbooks**.
2. Filter the playbooks according to the Google Drive app, and select the **Remove sharing with private accounts** playbook.
3. Give the workflow a description.
4. Under the **Change user access** event, the relevant conditions are already pre-populated:
* **Collaborators in private email domain** - At least one collaborator is from a private email domain
* **New collaborators were added** -`Has added collaborators` condition is true.
5. Add any relevant conditions.
6. Customize the **Array filter** action to filter any collaborators from private email domains OR collaborators having a specific private domain.
7. The **Conditional** action is pre-populated to determine if the file is shared with a private email domain:
* If **false** - The workflow ends.
* If **true** - Customize the Notify in Slack action to notify the actor that sharing files with private email accounts violates organizational policy, so sharing links will be removed immediately.\
The **Remove collaborator** action is populated to automatically remove all external collaborators with private email domains, or a specific email domain.
---
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