When you share a Google Drive file with a domain with the link, you have the option to control whether the file can be found in search results:
“Can find in search results” means that every user within the domain can find the file by searching for its title, keywords, or other relevant terms.
This can be helpful for collaboration, making it easier for users to locate shared files. However, this can also pose a risk if the file contains sensitive information that should not be accessible to everyone within the domain.
“Must have link to access” means that every user within the domain is able to access the file, but only if they have a direct link to it. The file will not show up in search results.
Why does it matter?
Make sure to use searchability settings carefully. For example, if an HR file containing personal employee information is shared with the entire company with searchability setting on, unauthorized users may accidentally find it, violating regulations like GDPR.
Admin Controls
As a Google Workspace Admin, you can set the default to disable link sharing for all new files within your organization. However, since link sharing is a valuable tool for collaboration, many organizations choose to enable it, while keeping an eye on it to maintain security.
Users can control file-sharing settings for the files they create, which makes it hard to manage centrally.
Changing the default setting applies only to new files and does not automatically update the permissions of existing files.
How can Florbs help?
With Florbs, you can change the searchability settings for individual files and in bulk, to prevent files from being accidentally discovered, ensuring access is strictly on a need-to-know basis, as required by most data protection regulations.