This guide will walk you through the caveats and process of managing shares from external domains in the platform.
CAVEATS:
Certain actions CAN'T be taken on sources shared from external domains. Actions listed below will fail due to the content not being owned by your internal user.
(Blocked Actions = Delete, Revoke Share, Quarantine)
MANAGING:
There are a few routes to take in order to better manage these types of external shares.
Often times content shared from external users can require action. The most common examples consist of copyrighted content such as video or audio.
STEP ONE:
Select the (x) Enabled under the policies column of the Filtered View Table.
STEP TWO:
From the Policy section click "+ Add Policy"
Input your desired Policy conditions. A standard set up example is shown below.
(This Policy will look for any Drive or Shared Drive File shared from Outside your Domain containing Audio/Video with a size of 500mb and above.)
Once conditions are set click "Apply".
STEP THREE:
Scroll down to your newly created Policy. Update the selected Sources "Remediation" options to "Warn User".
(Note: Actions such as "Delete", "Revoke Share" and "Quarantine" will not work in this scenario.)
STEP FOUR: (OPTIONAL)
To also send the policy violation details to the platform admin select the "Notify Admin" checkbox.
Click the underlined note and pencil icon to apply a custom policy warning message.
After clicking the "Custom Message" icon input your desired warning to the end user. This can be highly beneficial if you want to tell your end user how to take action.
Once the custom warning message is set click "Apply".
(Check HERE to get more details on custom warning messages.)
STEP FIVE:
Scroll to bottom of the page and click "Save"
OUTCOME:
Since API actions can't delete or revoke shares for these events it's on the end user to delete the content in question directly from their accounts.
Having a policy to warn the user when these events occur is a great way to tackle unwanted shares coming from external users.