The Road To Mastery

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Find Who Is Accessing My Google Drive Files

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I Recently had to share some documents from my Google Drive with a team of developers outside the office. Most of these documents were API docs. After a couple of months and when those developers didn’t need the API docs anymore, it was almost impossible for me to find what i shared with them, it was like looking for a needle in a haystack. I bet i am not the only one that had this problem before!!!

So how would i do that manually. I would go to each file and click on share button. see the list of the permission and remove the users i don’t want to. It means that i would need to go through 200 files!!! I am too lazy for that!!

https://github.com/gimite/google-drive-ruby

Since i like Ruby programming i thought about using the Google Drive API to accomplish this task. I looked at this gem and i was immediately discouraged by it’s complexity. It has to be a better solution!!!

After looking at Google Script overview page i realized that this is going to be fairly easy to solve an amazing complex problem. Google Script use a language based on Javascript and this API doc.

This code is largely inspired from Amit Agarwal code.

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function Start() {


  var files = DriveApp.getFiles();
  var timezone = Session.getScriptTimeZone();
  var email = Session.getActiveUser().getEmail();

  var MAXFILES = 300; count=1;
  var file, date, access, url, permission;
  var privacy, view, viewers, edit, editors;

  var rows = [["File Name", "Who has access?", "Date Created"]];

  for (var i=0; i<MAXFILES && files.hasNext(); i++ ) {

    file = files.next();

    try {

      access     = file.getSharingAccess();
      permission = file.getSharingPermission();
      viewers    = file.getViewers();
      editors    = file.getEditors();

      view = [];
      edit = [];

      date =  Utilities.formatDate(file.getDateCreated(), timezone, "yyyy-MM-dd HH:mm")
      url = count++ + '. <a href="' + file.getUrl() + '">' + file.getName() + '</a>';

      for (var v=0; v<viewers.length; v++) {
        view.push(viewers[v].getName() + " " + viewers[v].getEmail());
      }

      for (var ed=0; ed<editors.length; ed++) {
        edit.push(editors[ed].getName() + " " + editors[ed].getEmail());
      }

      switch(access) {
        case DriveApp.Access.PRIVATE:
          privacy = "Private";
          break;
        case DriveApp.Access.ANYONE:
          privacy = "Anyone";
          break;
        case DriveApp.Access.ANYONE_WITH_LINK:
          privacy = "Anyone with a link";
          break;
        case DriveApp.Access.DOMAIN:
          privacy = "Anyone inside domain";
          break;
        case DriveApp.Access.DOMAIN_WITH_LINK:
          privacy = "Anyone inside domain who has the link";
          break;
        default:
          privacy = "Unknown";
      }

      switch(permission) {
        case DriveApp.Permission.COMMENT:
          permission = "can comment";
          break;
        case DriveApp.Permission.VIEW:
          permission = "can view";
          break;
        case DriveApp.Permission.EDIT:
          permission = "can edit";
          break;
        default:
          permission = "";
      }

      view = view.join(", ");

      edit = edit.join(", ");

      privacy += (permission === "" ? "" : " " + permission)
               + (edit === "" ? "" : "<br><small>" + edit + " can edit</small>")
               + (view === "" ? "" : "<br><small>" + view + " can view</small>")

      rows.push([url, privacy, date]);

    } catch (e) {Logger.log(e.toString()); Logger.log(file.getName());};

  }

  var html = "<p style='text-align:center'><strong><a style='font-size:160%;text-decoration:none;color:#49B3F5;' File Permissions Report for Google Drive</a></strong></p>";


  html += "<table border='1' cellpadding='5' cellspacing='0'><tr><td><b>" + rows[0].join("</b></td><td><b>") + "</b></td></tr>";

  for (var i=1; i<rows.length; i++) {
    html += "<tr><td>" + rows[i].join("</td><td>") + "</td></tr>";
  }

  html += "</table>";


  GmailApp.sendEmail(email, "Google Drive - File Permissions Report", "", {htmlBody: html});

}

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