Illustrative idea · ACCESS GOVERNANCE
Review external collaborator access
Help file owners confirm whether outside collaborators still need access to shared material.
Find files that may be shared more widely than intended.
Illustrative idea, not a published runnable template. Grunt is prelaunch; live service is paused and live provider connections and outcomes remain unverified. The steps, providers, and outcomes below describe a concept.
Review recently active shared files for broad access, including public links and access outside the organization. Organize potential concerns into a recurring report so owners can decide whether the current sharing is still needed and what to do next.
Actual availability depends on published steps, supported connections, permissions, and provider approval.
A scheduled access review is dueRecently active files selected for an authorized sharing review
“Identify potentially broad file access and prepare an audit report, keeping all access changes pending explicit owner approval.”
Work through the request.
Clear tasks, with review where it matters.
- Choose files for a periodic review
- Identify potentially broad sharing
- Apply relevant review exceptions
A dated report of files with potentially broad sharing, ready for the responsible owners to review.
What this workflow could do
Helps teams revisit file-sharing arrangements that may have remained broader than necessary after an earlier collaboration need.
Review points proposed in this idea
Broad sharing may be intentional, and a report can expose sensitive file names or locations. Limit reports to authorized reviewers, use appropriate exceptions for trusted collaborators, and never change or remove access until the responsible owner explicitly approves the exact file and access change.
How the idea could work
Select an illustrative task to explore its proposed role. No workflow runs here.
-
Review the selected files and retain the date and context used to identify the files in scope.
-
Flag public links and access beyond the intended organization for an owner to assess.
-
Account for approved collaborators and known business needs so expected sharing is not automatically treated as a problem.
-
Organize the file reference, current sharing context, and reason for review for authorized owners.
-
Require the responsible owner to approve the exact file and proposed access change before permissions are altered.
Step 1 of 5
Choose files for a periodic review
Review the selected files and retain the date and context used to identify the files in scope.
Proposed setup considerations
These are planning notes for the concept, not instructions for a currently available template.
- 01
Choose the files and review schedule
Define which files are eligible for review and how often owners should revisit their sharing.
- 02
Set broad-access criteria and exceptions
Document what counts as unexpected sharing and which known collaborators or uses are permitted.
- 03
Protect audit reports
Limit report access to people who need to review file sharing and avoid exposing unnecessary document details.
- 04
Assign file owners and approvers
Name who assesses each finding and who may approve a specific access change or removal.
Read the prelaunch status
Published templates and verified customer availability remain pending.
A little help with the whole task
A little less busywork.
A little less busywork.
A little more room for you.
Explore the sample experience while launch details are being finalized.
View pricing status Explore the simulation