Managing Users

Adya helps you manage users – both internal and external users – across a diverse set of use cases.

Use Cases

  • IT is concerned that there are several external users (partners, consultants, etc) who briefly worked with the company and who still have access to company documents. Adya helps you quickly see external users who have access and revoke access with one click.
  • External users have been provided too much access. IT would like users to have granular access only for documents that they absolutely need to have access to.
  • An employee has served notice. IT wants to watch their actions to make sure that they are not accessing critical documents before they leave the company.Additional remove them from accessing any files owned by others.
  • IT wants to make sure that the CEO’s documents are private. With one click, they can do so.
  • IT wants to make sure that a finance user’s documents cannot be shared outside the company. With one click, they can do so.
  • An employee has left the company. Some of their documents need to be transferred to their manager and the rest to a different user.

Managing 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

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. This addresses use case #1 above
  • Individual files
    • Change permission on the file. This addresses use case #2 above.

Managing Internal Users

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

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. (Use case #6)
    • Remove external access for all files owned by the user -> so only users within the company have access (Use case #5)
    • Remove all access -> the user cannot access any documents previously shared with them (Use case #6)
    • Make all owned files private -> All files owned by the user are no longer shared internally or externally (Use case #4)
    • 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 (Use Case #6)
  • Individual Files

    • Change permission on files owned by the user (Use case #6)
  • Review and remove any installed third-party applications
  • Review their activity

Next : Managing Documents