Installing and using Adya

Adya is now on Google’s GSuite Marketplace!

We are excited that Adya is now verified and available to GSuite administrators across the world to manage and secure their GSuite data and applications.

This article provides step by step instructions to install Adya from GSuite marketplace and to try out the features

Step 1 : Install Adya (for GSuite admins only)

Adya is an application for GSuite administrators. Search for “Adya”. Click ‘Install’ from the GSuite marketplace and enter your Google credentials

Figure 1 : Installing Adya from GSuite marketplace

Step 2 : Scan sample dataset and try out the features

Launch the application and try it out. To get comfortable with the application, we have provided a sample dataset you can connect to to try out some of the features. In the sample dataset, no changes (aka “actions”) are allowed

Figure 2 : Launch application and review sample dataset

Step 3 : Connect to your GSuite account

Once you are ready to proceed, delete the sample dataset and connect to your GSuite account. This will scan your GSuite account (time taken will depend on the number of files in the account). Once done, go to the dashboard.

Figure 3 : Delete sample dataset and connect your GSuite

Step 4 : Review the Dashboard

The dashboard is the home page to guide you through the rest of the application. It provides the following widgets with summary data. All widgets are clickable to take you to the complete reports

  • The total number of files, folders, users and groups
  • Pie-chart showing number of shared documents including:
    • Number of documents shared with everyone in the company
    • Number of documents shared with at least one person outside the company
    • Number of documents shared with anyone in the world that has access to the document lnk
  • Pie-chart showing number of third party apps installed in the company classified by degree of risk
  • Types of externally shared documents
  • List of external users who have access to one or more documents

Each of these widgets can be clicked to get the full report

Figure 4 : The Adya dashboard

Step 5 : Review External Users

External users are users outside of your domain who have access to one or more documents on your Google Drive. The Users page lists all the users and groups. You can filter to see just the external users

Figure 5: Working with External Users

For external users, you can review all the files they have access to and take the following actions:

  • Quick Actions
    • Remove All Access : Quick way to remove all access by the user
  • Individual files
    • Change permission on the file

Step 6 : Review Internal Users

Internal users are users who have an account on your GSuite directory - typically your employees.

Figure 6: Working with Internal Users

For internal users, you can review all the files they own, have shared externally or internally and take the following actions:

  • Quick Actions
    • Transfer ownership of all files to another user - for example, when the user leaves an organization
    • Remove external access for all files owned by the user -> so only users within the company have access
    • Remove all access -> the user cannot access any documents previously shared with them
    • Make all owned files private -> All files owned by the user are no longer shared internally or externally
    • Watch all actions -> this sets up a report that will be mailed to the admin every Monday (at 9 am) of all activities by the user
  • Individual Files
    • Change permission on files owned by the user
  • Review and remove any installed third-party applications
  • Review their activity

Step 7 : Review Documents

The Documents tab shows all the documents on GDrive. There is a drop-down filter to only view External, Internal, Public, Private or All Files. Each column has it’s own search to filter within the set.

Figure 7 : Working with Documents

For each document the following actions can be taken:

  • Quick Actions
    • Transfer ownership -> to a new owner
    • Remove external access -> so user outside the company do not have access
    • Make this private -> so the document is only accessible by the owner
  • For each individual file, the admin can
    • Remove access by a specific user
    • Change permission to read, write or make a specific user the owner

Step 8 : Review Installed Third Party Applications

The Apps tab shows all the applications installed in the domain highlighted by the risk score of the app (marked in red - High Risk, yellow - Medium Risk or blue - Low Risk) . The risk score of an application is dependent on the depth of scopes granted to the application

Figure 8 : Working with installed third-party applications

For each app, you can review the scopes granted to an app and the users who have installed it.

Other Features

Some other features in Adya

Reports

The admin can create reports to get

  • Access permission report on a file or folder
  • Activity report on a file or user

These reports can be scheduled to run immediately or emailed to the admin at a specific schedule.

Figure 9 : Working with Reports

Self service usage

While the primary user of Adya is the GSuite admin of the domain who connects to GSuite and scans the domain, individual non-admin users can also log into Adya after the admin has scanned it to view and act on just their own documents and applications.

See image below for what that looks like.

Figure 10 : Non-admin view of Adya

The use case here is that the responsibility of managing access to documents and applications does not just have to be with the admins. The admins can ask individual users to log in and clean up access to their own documents and remove any apps they may have authorized.

Summary

Adya helps enterprises manage and secure their SaaS applications. This document details the install and initial use of Adya. This document will be kept up to date as new features are introduced. In case of any questions, please send us a mail at support@adya.io