Other users outside organisation asking for access to GSuite folders

[Sonic007]

Hi all,

 

I've made sure that files in our GSuite workspace are restricted to only be sharable by people within the organisation however I am getting several Emails from other accounts requesting access to certain drive folders.

 

Obviously they cant access anything as their email address cant be shared with as outside the organisation...However this request is going out to several different teachers too and I don't want them getting this.

 

I'm wondering if there is a way to prevent outside users even attempting to ask for sharing access?

 

 

From a bit of investigating it looks like they are children's parents gmail accounts that are trying to access the files. So probably the child using the parents computer and getting gmail accounts mixed up.

 

 

I'd like to stop them even trying though. Are there any ways?

 

Thankyou

Edited December 7, 2022 by Sonic007

[DGardiner]

Hi all,

 

I've made sure that files in our GSuite workspace are restricted to only be sharable by people within the organisation however I am getting several Emails from other accounts requesting access to certain drive folders.

 

Obviously they cant access anything as their email address cant be shared with as outside the organisation...However this request is going out to several different teachers too and I don't want them getting this.

 

I'm wondering if there is a way to prevent outside users even attempting to ask for sharing access?

 

 

From a bit of investigating it looks like they are children's parents gmail accounts that are trying to access the files. So probably the child using the parents computer and getting gmail accounts mixed up.

 

 

I'd like to stop them even trying though. Are there any ways?

 

Thankyou

 

the only way i found was to make no staff managers on those drives - if its in personal drives, no idea

[jthompson]

You could have a look at whether a Gmail content compliance rule could be used to match and drop those request notificiations. It may not be possible to distinguish between those resulting from genuine internal access requests and those from external users, however, since they'll likely all appear the same.

 

As long as your user accounts aren't able to share externally, I guess it's contained to just being a bit of a nuisance and a distraction for people.

 

I expect you're right about it being children using computers with consumer accounts signed in, though. Distributing guidance around Chrome profiles, etc. may be worthwhile.

[DGardiner]

You could have a look at whether a Gmail content compliance rule could be used to match and drop those request notificiations. It may not be possible to distinguish between those resulting from genuine internal access requests and those from external users, however, since they'll likely all appear the same.

 

As long as your user accounts aren't able to share externally, I guess it's contained to just being a bit of a nuisance and a distraction for people.

 

I expect you're right about it being children using computers with consumer accounts signed in, though. Distributing guidance around Chrome profiles, etc. may be worthwhile.

In my head this would work? but would block genuine share requests?

 

 

[jthompson]

That looks like it could have a good chance of working and not interfering with genuine share requests from internal users. I don't have a share request email to hand to look at the particulars, though.