BCEL1006: Locating and Managing Files

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In the same way that BetterCloud allows you to perform actions on your users across your SaaS apps, the Files gridview allows you to see all of your Box, Drive, Dropbox, Office 365, and Slack files in one pane of glass. While not all columns will apply to all files (due to the availability of field data), you’ll be able to sort and filter on all columns that apply to each integration. Sorting and filtering will give you clarity on how files are being created and shared across your organization.

Permissions Overview

One of the biggest questions we get is around "what do these permissions mean?" For example, what is the difference between External and Public? They're both sharing a file outside of your organization, so in both cases, you're losing full control of the file (especially when an external user has Edit access). To clarify the sharing terms, please review the definitions below:

  • Unshared - A private file/folder only owned and visible to the file/folder owner. The lone exception is 365, which considers a file “unshared” if a sharing link has not been created.
  • Internal - Direct Share with User - Content explicitly shared with another, internal employee. Hidden from anyone who has not explicitly been given permission to the file/folder.
  • Internal - Anyone in Domain with Link - Any internal employee with a link to the file/folder can access this content. It is hidden from all who do not have the link to access  the content.
  • Internal - Anyone in Domain - Any internal employee can find the file/folder, regardless if they have been shared explicitly or have a link. A search of all internal content will return this file/folder for the employee.
  • External - Link Share with User - Specifically for OneDrive and SharePoint. A file has been explicitly shared with specific, external users at a named domain (ex. john.doe@microsoft.com or jane.smith@gmail.com). Access provided via a single, unique link, accessible to the external user when they’re logged into their account. Depending on how sharing was done by the owner/sharer, internal employees may also have access via this link.
  • External - Direct Share - A file has been shared explicitly with an external user or shared with a user outside of your Managed users list (ex. john.doe@microsoft.com or jane.smith@gmail.com). 
  • External - Direct Share with External Domain - Specifically for Google. Shared explicitly with an external domain (note: this permission can only be added via API for Google Drive).
  • Public - Accessible via Link - Anyone with the link or (when applicable) people with the link and password have access to this content. This does not need to be a name domain but instead can be sent to anyone via services such as Gmail, Outlook or Yahoo. No way to track who has access to the file.
  • Public - Accessible via Search Engine - No restrictions. File/folder is crawled by search engines and can be found within public search results. Users can view the file anonymously. No way to track who is able to find this file.

Video Overview

By the end of this video, you will be able to...

  • Filter files (specifically, by Integration, Visibility and who it has been shared with)
  • Take action on files listed

For our Pro, Enterprise, and Secure clients, you will also be able to...

  • Perform content scanning on a select group of files
  • View the results of a scan and investigate matches further

Files and their Metadata

BetterCloud doesn’t actually store any files in the cloud but, instead, collects metadata about the files stored in each integrated application. When a file is changed in BetterCloud, it pushes the change out to the integrated application. Similarly, if a file were to change, BetterCloud would recognize the change after a successful sync, then reflect the change within the files gridview.

Additional Documentation

What's Next?

With an understanding of how users can impact files, and what needs to be done to discover issues in a manual way (by sorting/filtering in the gridviews), let's explore Alerts. Alerts are available for fully-integrated applications, and will inform you (within BetterCloud) when their criteria has been met. Alerts is covered in the next module, Understanding Alerts, found here.

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