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Dashboard FAQs

What is the link for the Google Drive reporting dashboard?

https://datastudio.google.com/reporting/191-sZ1_xue4G7DHtUflwu0ett3_WvNzp/page/ZBki

What is the purpose of the Google Drive reporting dashboard?

The Google Drive reporting dashboard provides key personnel within agencies that have opted-in to Google Drive to see the number files that are processed by the DRS solution which enforces sharing to specific people only, and removes domain wide sharing.

Who has access?

AITRs and ISOs have been granted access at each agency.

How can others get access to the dashboard?

A general service request must be submitted to request access for others. Please provide user’s email and what OU’s they should have access to view in the Google Drive Reporting Dashboard.

What is the value of showing the doc_id on the Dashboard?

The doc_id identifies the document that is being reported on. The document name given by the owner is not displayed. The document ID can be used to locate the document by copying and pasting it into the following URL: https://docs.google.com/doc-id/edit. If the user has access to the document they will be able to view its content, if not, the user will get a notification that they need permission to access the content.

Can agencies have access to monitor staff usage even if they aren’t opted-in?

If an agency doesn’t have DRS turned on, nothing will display in the dashboard. This is because the dashboard only shows when the DRS solution runs and breaks sharing.

Can you export dashboard data?

No, dashboard data cannot be exported.

How quickly does the DRS process run when a file is shared?

The DRS process runs almost immediately.

Can we revoke a sharing option?

The DRS solution automatically revokes the following sharing options:

On - Commonwealth of Virginia
On - anyone at Commonwealth of Virginia with the link

DRS does not revoke sharing beyond these two options.

Is there an ability to create or schedule reports?

No, reports cannot be scheduled or created.

Is it possible to create alerts for an OU?

No, alerts cannot be created for an OU.

Can we share external folders with trusted vendor domains?

No, Google Drive folders cannot be shared with trusted vendor domains.

Who can revoke the sharing?

Sharing is revoked automatically, individual agencies cannot revoke sharing capabilities.

Does this dashboard allow you to see all agency user documents and how they’ve been shared?

No, the dashboard only shows files that are processed by the DRS solution which enforces sharing to specific people only, and removes domain wide sharing.

What happens to calendar attachments if the restricted sharing settings are selected?

The DRS solution will run on calendar attachments that have been shared with one of the options below:

On - Commonwealth of Virginia
On - anyone at Commonwealth of Virginia with the link

In this case, when a user tries to access a document, they will be presented with a button to request access. The owner of the document will be sent an email of the request, in which they can then share directly.