I'm getting ready for a migration from one Google Workspace to another and I need some advice. I have a large folder that's inside My Drive, not a Shared Drive, and it has been widely shared over the years. There are tons of subfolders and files with complicated permissions, including many external users with varying access levels.
I've already made a backup of this folder using rClone, which is now on the new tenant. What I need to do is 'freeze' this legacy folder before the cutover. My goals are:
- Prevent both internal and external users from making any changes
- Maintain the existing folder structure
- Keep the data accessible for archival purposes
- Avoid any deletion of files
The tricky part is that permissions need to be adjusted one folder or file at a time, which becomes really chaotic with so many items. Google Support confirmed that there are no built-in tools for admins to easily bulk-remove or reset permissions.
What I'm after is a way to:
- Bulk remove all editors
- Downgrade everyone to Viewer status
- Completely eliminate access for all external users
I don't want to spend hours manually changing permissions for hundreds of files.
We even considered putting the folder in Trash, but users can still access it for up to 30 days. Plus, even if we transfer ownership of files for internal users, they might still get through if they have direct links.
Has anyone tackled a similar situation? Any strategies for freezing access to a My Drive folder without going through every single file?
4 Answers
You can definitely automate this using the Google Drive API. If you have some experience with PowerShell or Python, you can write scripts to manage permissions more efficiently. The API allows you to handle sharing settings programmatically, which could save you a ton of time! Check out the API documentation for more on this.
If you're looking for a commercial solution, I recommend checking out DoControl. Their platform is designed to handle situations like yours effectively and has a solid team behind it. It could be a great way to simplify the process of removing access without much hassle.
Have you tried using GAM? It's a command-line tool that allows you to manage Google Workspace settings, including Drive permissions. You'll need to do some scripting, but it can effectively help you bulk modify permissions. The GAM wiki has all the details you'll need to get started.
You can automate this with a tool like Zenphi. It allows you to go through the folder structure, check and modify permissions at the file level, and you can even log all changes for auditing purposes. It sounds like a perfect fit for your needs!
Related Questions
Can't Load PhpMyadmin On After Server Update
Redirect www to non-www in Apache Conf
How To Check If Your SSL Cert Is SHA 1
Windows TrackPad Gestures