We help keep your company’s data secure by scanning Google Workspace for unsecured files that could be shared publicly or with unintended users. If we find any such files in your Google Workspace, we display them under the Workspace Security section of your admin dashboard.
Note that if you navigate to the Workspace Security page in your dashboard and have not configured your workspace, you will receive a notification in the web app to Enable Lockwell's Workspace Security.
In this article, we’ll walk you through how to identify and resolve unsecured files discovered in your Google Workspace.
Step 1: Access the Workspace Security Dashboard
Log in to your Lockwell Admin Account.
Navigate to the Workspace Security section on the dashboard.
Here, you will see a list of files that have been flagged as unsecured. These files have been shared publicly or inappropriately and could be exposing sensitive company information.
Note the Workspace Security page in web app shows all of the Workspace files that Lockwell has scanned across your team.
Step 2: Understand the Unsecured File Issue
What does "unsecure" mean? A file is marked as unsecure when it has been shared publicly with no restrictions. These files are visible to anyone on the web with the link, which poses a risk to your company’s data.
Issues are generated for the unsecure files in Workspace Security page.
Where are the files? All flagged files are sourced from your team’s Google Drive under the “My Drive” section. These are the files that are being scanned for insecurities
Can I open these files? Yes, you can open the files in your Google Drive directly from Lockwell! You can do this from the Workspace security page of the web app, or from any issues that have been generated for insecurely shared files.
Step 3: Remediate Unsecured Files
To fix the issue and secure your files, follow these steps:
Open the File in Google Drive
From the Workspace Security page in your Lockwell dashboard, you can click to open the flagged file in your Google Drive. You can also open the file directly from the "File shared insecurely" issue, if one was assigned to you.Review and Modify Sharing Settings
Once the file is opened in your Google Drive:Right-click on the file and select Share.
Review the current sharing settings.
If the file is marked as "Anyone with the link" or "Public on the web," this is what makes it insecure.
Update Sharing Permissions
To protect the file, update the file's sharing settings:
Select Restricted to update the file sharing so that only people the file has been shared with directly can access it. If certain people need access, enter their email to share with them directly!
Select your company's domain to update the file sharing so that only other people in your company can access it.
Once the permissions are updated, click Done to save the changes.
Confirm the File’s Security
Once the permissions are updated, the file will no longer be flagged as "unsecure" in your Lockwell dashboard. If an issue is open for the file, it will be closed.
Step 4: Review Other Files for Public Sharing
While reviewing the unsecured files, it's a good idea to periodically check other files in your Google Drive for unnecessary public sharing. Lockwell will continue to scan your Google Workspace to flag any files that may be exposed unintentionally.
Step 5: Stay Secure
Make sure all team members are aware of best practices for file sharing:
Share files only with those who need them.
Use Google Drive’s built-in sharing settings to control access to sensitive information.
Regularly review your team's shared files in your Google Drive.
Need Assistance? If you have any issues or need further support, feel free to contact the Lockwell support team. We're here to help you maintain a secure environment for your company’s data.