> 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/saas-data-monitoring/inventory/inventory-assets/google-drive-assets.md).

# Google Drive assets

DoControl displays an interactive inventory of all your Google Drive assets according to Google Drive view, which is the content structure for Google Drive:

* [All assets](#all-assets)
* [My Drives](#my-drive-and-shared-drives)
* [Shared drives](#my-drive-and-shared-drives)

You can filter Google Drive assets according to [asset](#filters-for-all-assets) or [drive](#filters-for-my-drive-and-shared-drive-assets) view. See these popular [use cases](/docontrol-user-guide/saas-data-monitoring/inventory/inventory-assets/google-drive-assets/use-cases-for-filtering.md) for filtering your organization's Google assets.

Only Google Drive assets in **My Drive** have an owner. Google Drive assets in **shared drives** have members, not owners. You can change ownership for assets in My Drive, but not for assets in shared drives.

If you discover specific issues, you can activate on-demand [remediation actions](#inventory-actions-for-google-assets) to mitigate any risk and reduce your data exposure.

{% hint style="success" %}
For a bird's eye view and insights into all your Google asset exposures, see our [asset mini-dashboard](/docontrol-user-guide/saas-data-monitoring/inventory/inventory-assets/google-drive-assets/asset-mini-dashboard.md).
{% endhint %}

{% hint style="info" %}
If you are monitoring [one organizational unit only](/docontrol-user-guide/integrations/integrations-google-drive/define-scopes.md#select-one-organizational-unit-optional):

* Only files owned by users in the organizational unit are shown in the inventory.
* Only files in shared drives that are connected to the organizational unit are shown in the inventory.
* If a file moves from the selected organizational unit user to another user or shared drive that is not connected to DoControl, then that file won’t be deleted from the DoControl asset inventory.
  {% endhint %}

## All assets

Data for each Google Drive asset from My Drives and shared drives is displayed in the All assets page.

{% hint style="success" %}
**Historic views**: If you're a new customer, see who last viewed your Google assets over the last 6 months prior to integrating Google Workspace with DoControl. Historic views give you immediate context for users' prior interactions, and a better understanding of your exposure backlog.
{% endhint %}

Highlights include:

* **Asset name quick filter** - Start typing the name of the file to display all assets with that string (search-as-you-type).
* **Sharing status** - The number of collaborators per Google sharing status is displayed for each asset. You can hover over the external or internal sharing status to display the emails of all external and internal users with access to a specific asset.\
  \
  ![](https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FgyXkqi22GGjDMmjV1obH%2Finternal%20and%20external%20users.png?alt=media\&token=7095b6cb-ca51-43a5-b71c-331a1d1e80b6)
* **User details** - Hover over a My Drive owner to display user details. Click the My Drive name to open the Internal users page.\
  \
  ![](https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FqsD3RBoYhov0KVlEBAbW%2Fuser%20popup.png?alt=media\&token=b8994308-24ac-41af-9a4f-5df624ad6c37)
* **Just remediate** - You can directly remediate an individual asset by clicking the magic wand <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FxxTrAqT5s1Zz9cYEJNrn%2Fmagic%20wand%20icon.png?alt=media&amp;token=94994886-2fe3-4e21-8667-0d4ab6f2fae1" alt="" data-size="line"> and selecting the relevant [inventory action](/docontrol-user-guide/workflows/inventory-actions-quick-actions.md) for that asset, such as Change owner or Remove external collaborators. Or, select multiple assets and click the **Remediate** button.

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FEqOr68mG500tmGEjKO7S%2Fassets%20Google%20Drive.png?alt=media&amp;token=bf723122-773e-4be5-964e-846af76b2e4b" alt=""><figcaption><p>Example of Google Drive All assets page</p></figcaption></figure>

Data for Google Drive **All assets** is displayed according to these columns:

<table><thead><tr><th width="204.33333333333331">Google Drive column</th><th>Description</th></tr></thead><tbody><tr><td>Asset name</td><td>Name of file in Google Drive. Click to open the individual asset page</td></tr><tr><td>Sensitivity</td><td>DoControl proprietary sensitivity ranking, based on the asset name</td></tr><tr><td>Drive type</td><td>Location of asset: My Drive or shared drive</td></tr><tr><td>Drive name</td><td><ul><li>Owner of My Drive, or name of shared drive</li><li>Hover over a My Drive owner to display user details</li><li>Click on a My Drive owner to open the <a href="/docontrol-user-guide/saas-data-monitoring/inventory/inventory-users/google-workspace-users/internal-users.md">Internal user </a>page</li></ul></td></tr><tr><td>Sharing status</td><td><p>Google statuses indicate how the asset is shared, with the number of collaborators per sharing status:</p><ul><li><strong>Public</strong> - Anyone with the link can access the asset, without authentication.</li><li><strong>External</strong> - Specific external users can access the asset. </li><li><strong>Internal with link</strong> - Anyone with the link can access the asset after authentication.</li><li><strong>Searchable</strong> - Internal users can search for the asset within the organization.</li><li><strong>Internal</strong> - Only specific internal users can access the asset. </li></ul><p><strong>Tip</strong>: Hover over the external sharing status to display the emails of all external users with access to that asset.</p></td></tr><tr><td>Google label</td><td><p>Google asset categories:</p><ul><li><p><strong>Badged label</strong> - Indicates your organization’s most critical metadata, and is displayed in color next to the asset name. </p><p>Organizations can have one badge with several values. For example, a File Sensitivity badge can have these values: Top Secret, Internal, Public, and Private, each with a different color.</p></li><li><strong>Standard labels</strong> - Tags that indicate file metadata in the file details. Labels can be structured elements including fields and values.</li></ul></td></tr><tr><td>Created on</td><td>Date when the owner created the asset.</td></tr><tr><td>Modified on</td><td>Date when the asset was last updated. Hover to see the actor who last updated the asset.</td></tr><tr><td>Last viewed</td><td><ul><li>Date when the asset was last viewed. </li><li>See historic views from the last 6 months prior to integrating Google Workspace with DoControl.</li><li>Hover to see the actor who last viewed the asset.</li></ul></td></tr><tr><td>Remediate</td><td>Click the magic wand <img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FxxTrAqT5s1Zz9cYEJNrn%2Fmagic%20wand%20icon.png?alt=media&amp;token=94994886-2fe3-4e21-8667-0d4ab6f2fae1" alt="" data-size="line"> to remediate a specific asset with the relevant inventory action, such as Change owner or Remove external collaborators.</td></tr></tbody></table>

{% hint style="success" %}
To leverage Google Workspace DLP labels in DoControl, see DoControl's [best practices](https://docs.docontrol.io/best-practices/google-labels).
{% endhint %}

### Filter all assets

Filter options for Google Drive **All assets** include the following:

<table><thead><tr><th width="144">Filter</th><th width="130">Comparator</th><th>Description</th></tr></thead><tbody><tr><td>Asset name</td><td>String</td><td>Start typing the name of the file to display all assets with that string</td></tr><tr><td>Asset ID</td><td>String</td><td><p>Unique asset identifier:</p><p>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes</p></td></tr><tr><td>Created on</td><td>Date</td><td><p>The date when the file was created:</p><p>Equals, after, before, is between</p></td></tr><tr><td>Doc type</td><td>Includes, excludes</td><td>Type of document. For example, spreadsheet, presentation, PDF, image.</td></tr><tr><td>Drive type</td><td>Includes, excludes</td><td>My Drive or shared drive</td></tr><tr><td>File extension</td><td>String</td><td><p>Suffix of file:</p><p>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes</p></td></tr><tr><td>File type</td><td>Includes, excludes</td><td>File, folder or shortcut</td></tr><tr><td>Google label</td><td>Includes</td><td>Custom labels applied to your organization's Google drive assets, such as Confidential</td></tr><tr><td>Has last viewed</td><td>Available, empty</td><td>If last viewed data can be retrieved or not</td></tr><tr><td>Inheritance</td><td>Equals</td><td>If asset has direct or inherited permissions</td></tr><tr><td>Last viewed</td><td>Date</td><td><p>The date when the file was lasted accessed:</p><p>Equals, after, before, is between</p></td></tr><tr><td>Last viewed by</td><td>String</td><td><p>Name of user who most recently accessed the file:</p><p>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes</p></td></tr><tr><td>Members</td><td>String</td><td>Includes or excludes specific members of a shared drive</td></tr><tr><td>Modified on</td><td>Date</td><td><p>The date when the last user changed the file:</p><p>Equals, after, before, is between</p></td></tr><tr><td>Sensitivity</td><td>Includes, excludes</td><td>DoControl proprietary sensitivity ranking based on file name:<br>Low, medium, high, N/A</td></tr><tr><td>Shared drive name</td><td>String</td><td>Name of Google shared drive:<br>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes</td></tr><tr><td>Sharing status</td><td>Includes, excludes</td><td><p>How the asset is shared:</p><ul><li>Internal</li><li>Internal link</li><li>External</li><li>Public</li><li>Searchable (in organization)</li></ul><p>For more information, see <a href="/docontrol-user-guide/saas-data-monitoring/inventory/inventory-assets.md#google-drive">Google Drive sharing statuses</a>.</p></td></tr><tr><td><strong>External collaborator</strong></td><td></td><td></td></tr><tr><td>External collaborator</td><td>String</td><td><p>Users outside your company domain with access to My Drive and shared drive assets.</p><p>Equals, doesn't equal, contains, doesn't contain, includes, excludes, is in lexical list, is not in lexical list<br><strong>Examples</strong>: Search for all external collaborators in a default or customized lexical list<br><code>External collaborator equals johndoe@gmail.com</code><br><code>External collaborator includes johndoe@gmail.com, marcy@company.com</code><br><code>External collaborator contains john, jenny, gmail</code></p></td></tr><tr><td>Collaborator in group</td><td>Includes, excludes</td><td>Assets shared directly with external users belonging to a specific group, such as Finance or Legal. <br>Start typing to display group names. </td></tr><tr><td>Collaborator domain</td><td>String</td><td><p>Assets shared with the email domain of an external collaborator, such as gmail.com or yahoo.com:</p><p>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes, is in lexical list, is not in lexical list<br><strong>Examples</strong>: Search for all collaborator domains in a default or customized lexical list, such as Default private email domains<br><code>Collaborator domain equals gmail.com</code><br><code>Collaborator domain includes gmail.com, company.com</code><br><code>Collaborator domain contains gmail, trustedvendor</code></p></td></tr><tr><td>Trusted domain</td><td>Equals</td><td>If the domain is in your list of <a href="/docontrol-user-guide/saas-data-monitoring/inventory/inventory-domains.md#trusted-domains">trusted domains</a>: True or False</td></tr><tr><td><strong>Internal user</strong></td><td></td><td></td></tr><tr><td>My Drive owner </td><td>String </td><td>Owner of assets in Google My Drive:<br>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes</td></tr><tr><td>Internal collaborator</td><td>String</td><td>Assets shared directly with users from your company domain, with access to My Drive (not the owner) and shared drive assets</td></tr><tr><td>Internal user in group</td><td>Includes, excludes</td><td>Assets shared directly with internal users belonging to a specific group, such as Finance or HR. Start typing to display group names. </td></tr><tr><td>Internal user in department</td><td>Includes, excludes</td><td>Assets shared directly with internal users belonging to a specific department, such as Finance or HR. Start typing to display department names. </td></tr></tbody></table>

### Filter operators

When filtering your Google Drive assets, you need to specify the relevant operator:

<table><thead><tr><th width="183">Operator</th><th width="229">Description</th><th>Examples of filter criteria</th></tr></thead><tbody><tr><td>Equals</td><td><p>An exact match for a:<br></p><ul><li>Collaborator domain</li><li>External collaborator</li></ul></td><td><code>Collaborator domain equals gmail.com</code><br><code>External collaborator equals johndoe@gmail.com</code></td></tr><tr><td>Doesn't equal</td><td>Doesn't have the exact match</td><td><code>Collaborator domain doesn't equal trustedvendor.com</code><br><code>External collaborator doesn't equal johndoe@gmail.com</code></td></tr><tr><td>Contains</td><td>Has at least one of several partial strings</td><td><p><code>Collaborator domain contains gmail</code></p><p><code>External collaborator contains john, jane, jim</code></p></td></tr><tr><td>Doesn't contain</td><td>Doesn't have any of the partial strings</td><td><p><code>Collaborator domain doesn't contain gmail</code></p><p><code>External collaborator doesn't contain john, jane, jim</code></p></td></tr><tr><td>Starts with</td><td>Begins with the entered string</td><td><code>Collaborator domain starts with "free"</code></td></tr><tr><td>Ends with</td><td>Ends with the entered string</td><td><code>Collaborator domain ends with "one"</code></td></tr><tr><td>Includes</td><td>Has at least one of several complete strings</td><td><code>Collaborator domain includes gmail.com, company.com</code><br><code>External collaborator includes johndoe@gmail.com, marcy@company.com</code></td></tr><tr><td>Excludes</td><td>Doesn't have any of the complete strings</td><td><code>Collaborator domain excludes gmail.com, company.com</code><br><code>External collaborator excludes johndoe@gmail.com, marcy@company.com</code></td></tr><tr><td>Is in lexical list</td><td>Select a default or specific customized lexical list to include its items</td><td><code>Collaborator domain is in lexical list: Default private email domains</code></td></tr><tr><td>Is not in lexical list</td><td>Select a default or specific customized lexical list to exclude its items</td><td><code>External collaborator is not in lexical list: Default private email domains</code></td></tr></tbody></table>

## My Drive and shared drives

Data for Google Drive **My Drives** and **shared drives** is displayed according to the number of Google assets in a specific drive per sharing status:

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FebnDL9P08GO66gZuFzmJ%2Fshared%20and%20my%20drive%20assets.png?alt=media&amp;token=852da810-2d28-412a-a10e-58b7d1cda8e2" alt=""><figcaption><p>Number of assets in Google My Drives displayed according to sharing status</p></figcaption></figure>

<table><thead><tr><th width="208.33333333333331">Google Drive column</th><th>Description</th></tr></thead><tbody><tr><td>Drive name</td><td><ul><li>Owner of My Drive, or name of shared drive</li><li>Hover over a My Drive owner to display user details </li><li>Click on a My Drive owner to open the <a href="/docontrol-user-guide/saas-data-monitoring/inventory/inventory-users/google-workspace-users/internal-users.md">Internal user </a>page</li></ul></td></tr><tr><td>Public </td><td>Number of Google Drive assets with a publicly shared link. Anyone with the link can access the asset, without authentication.</td></tr><tr><td>External </td><td>Number of Google Drive assets that have external collaborators.</td></tr><tr><td>Internal link</td><td>Number of Google Drive assets that are shared with the organization's users via a link</td></tr><tr><td>Internal</td><td>Number of Google Drive assets that are shared with internal collaborators from the organization</td></tr><tr><td>Total assets</td><td>Total number of Google Drive assets for a specific drive</td></tr></tbody></table>

### Filter My Drive and shared drive assets

Filter options for Google My Drive and shared assets include the following:

<table><thead><tr><th width="144">Filter</th><th width="130">Comparator</th><th>Description</th></tr></thead><tbody><tr><td>Drive name</td><td>String</td><td>Name of drive:<br>Equals, doesn't equal, starts with, ends with, contains, doesn't contain, includes, excludes</td></tr><tr><td>Public</td><td>Numeric </td><td><p>Number of Google Drive assets with a publicly shared link:</p><p>Equals, doesn't equal, greater than, lower than</p></td></tr><tr><td>External</td><td>Numeric </td><td><p>Number of Google Drive assets that have an external collaborator:</p><p>Equals, doesn't equal, greater than, lower than</p></td></tr><tr><td>Internal link </td><td>Numeric </td><td><p>Number of Google Drive assets that are shared with the organization's users via a link:</p><p>Equals, doesn't equal, greater than, lower than</p></td></tr><tr><td>Internal</td><td>Numeric </td><td><p>Number of Google Drive assets that are shared with internal collaborators from the organization:</p><p>Equals, doesn't equal, greater than, lower than</p></td></tr><tr><td>Total assets</td><td>Numeric </td><td><p>Number of total Google assets in My Drives or shared drives:</p><p>Equals, doesn't equal, greater than, lower than</p></td></tr></tbody></table>

{% hint style="info" %}
If you select all Google Drive assets on a page, this message appears: \
"All items on this page are selected. Select all items that match these filters". \
Click the message to apply filtering on all assets in the database. You can then apply remediation actions to all assets in the database that match the filter.&#x20;
{% endhint %}

## Google asset sensitivity

You can gauge how sensitive your Google assets are by the potential sensitivity of the asset name. This DoControl proprietary ranking indicates potential asset sensitivity from the least sensitive to most sensitive:

<table><thead><tr><th width="216">Sensitivity ranking</th><th>Description</th></tr></thead><tbody><tr><td><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FPtaClI4yn37fUHho20hH%2Fnot%20sensitive.png?alt=media&amp;token=ebe0c8eb-11f6-4d8e-8c7c-fdc8267f8eb3" alt=""></td><td>Minimally sensitive asset name</td></tr><tr><td><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FiYNAV9dJoZe4P3GYiQ59%2Fmoderately%20sensitive.png?alt=media&amp;token=65bc6c85-7c85-42af-897a-ee5e26b30cd9" alt=""></td><td>Moderately sensitive asset name</td></tr><tr><td><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2Fn6OcN9Kbl2cX0gSqHBZR%2Fhighly%20sensitive.png?alt=media&amp;token=e4c92add-5dd7-4e6a-9936-1b581d73f5af" alt=""></td><td>Highly sensitive asset name</td></tr></tbody></table>

<figure><img src="https://3236294211-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MesrnyDMZGYg1V-tOBo%2Fuploads%2FlMp2ycHTaHl99wODa7lp%2FGoogle%20sensitivity.png?alt=media&amp;token=6e202e52-896d-43dd-8dd0-5683d738cc3d" alt=""><figcaption><p>Google asset names have a potential sensitivity ranking</p></figcaption></figure>

{% hint style="info" %}

* If a Google asset has not yet been scanned, its sensitivity ranking is indicated as **Not scanned yet**.
* You can also [filter](#filters-for-all-assets) Google assets based on the potential sensitivity of the asset name.
  {% endhint %}

## Inventory actions for Google assets

Inventory actions are supported for Google Drive assets that are shared externally or publicly, or assets located in personal drives (My Drive):

* [Change owner](/docontrol-user-guide/workflows/inventory-actions-quick-actions/google-drive-inventory-actions.md#change-owner)
* [Remove external collaborators](/docontrol-user-guide/workflows/inventory-actions-quick-actions/google-drive-inventory-actions.md#remove-external-collaborators)
* [Remove org-wide sharing](/docontrol-user-guide/workflows/inventory-actions-quick-actions/google-drive-inventory-actions.md#remove-org-wide-sharing)
* [Remove permissions](/docontrol-user-guide/workflows/inventory-actions-quick-actions/google-drive-inventory-actions.md#remove-permissions)
* [Remove public sharing](/docontrol-user-guide/workflows/inventory-actions-quick-actions/google-drive-inventory-actions.md#remove-public-sharing)
* [Remove specific external collaborators](/docontrol-user-guide/workflows/inventory-actions-quick-actions/google-drive-inventory-actions.md#remove-specific-external-collaborators)

{% hint style="info" %}
For more information, see [Inventory actions for Google Drive.](/docontrol-user-guide/workflows/inventory-actions-quick-actions/google-drive-inventory-actions.md)
{% endhint %}


---

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```
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