Files shared to the public can often be the most significant issue an organization faces. However, whenever a file or folder leaves an organization's cloud sharing platform, the organization begins to give up full control of those assets. Sharing files to trusted partners and allowing for simple collaborative work is a major benefit of cloud storage, but shadow IT has a way or creeping into many of these shares. When files are being improperly shared to entire domains - or worse, with competitors - organizations can have major issues on their hands.
By the end of this video, you'll be able to:
- Build Alerts related to External Sharing settings
- Add AND conditions to Alerts to target specific accounts
- Add Content Scanning abilities to Alerts to target particular files
Creating External Sharing Alerts
External Sharing Types
There are three types of external shares to keep in mind when building your BetterCloud Alerts. From least concerning to most egregious, they are:
- External - Link Share with User - Explicitly shared with specific, external users at a named domain (Ex. firstname.lastname@example.org). Access provided via a single, unique link, accessible to external users 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 - Shared explicitly with an external user, or shared with a user outside of your Managed users list.
- External - Direct Share with External Domain - Shared explicitly with an external domain (Note: this permission can only be added via API for Google Drive).
When creating your external sharing Alerts, it is good to keep these sharing abilities in mind. How you craft your Alerts can directly relate to these sharing capabilities, ensuring you've created Alerts for each situation where files are leaving your organization.
Once Alerts have been built out - just as with our public sharing modules - it is best to build Workflows to remediate issues. In the next module, titled Building External Sharing Workflows, we'll explore what those Workflows may look like. To advance to the next module, click here.