Target
- File DLP administrators
Purpose
- This article explains how to view and manage files stored in multiple connected storage services from the File DLP Administration.
Notes
- File DLP administrator role is required to view the actual screens or make configuration changes.
- The content of this article is based on the product specifications as of April 2026 and may be changed without notice.
- For instructions on how to access the File DLP Administration, please refer to the following article.
How to Access the File DLP Administration
Procedure
1. From the left menu of the File DLP Administration, go to [Files] - [File List].
2. On the list screen, select the file name you want to view.
3. The File Details screen will be displayed. Review the relevant file information.
For details on each field, please refer to Fields (File Details).
Additionally, you can check the sharing status of the file and leave comments as needed.
For details on each field, please refer to Fields (Sharing Status List).
4. If you need to view the file contents, click [View File].
Fields (File Details)
The following fields can be viewed in File Details.
| Name | Description | Notes |
| Service | Name of the target service |
One of the following will be displayed:
|
| Path | Storage location of the target file | - |
| File Type | Type of file | - |
| Created At | Date and time the file was created | - |
| ID | File ID information | - |
| Owner | Owner of the file |
* The concept of "Owner" does not exist in Microsoft SharePoint or Google Workspace Shared Drives. (It does exist in Microsoft OneDrive and Google Workspace My Drive.) * For OneDrive and Box, the owner of the folder is the owner of files under that folder. * For My Drive, the file creator is the owner. |
| Sharing Scope | Sharing scope of the file | For details on sharing scope, see Sharing Scope. |
| Size | File Size | - |
| Last Updated | Date and time the file was last updated | - |
| Auto Delete Date | Date and time the file will be automatically deleted | - |
Fields (Sharing Status List)
The following fields can be viewed in the Sharing Status List.
| Name | Description | Notes |
| User | Name of the user with whom the file is shared | * For icon meanings, see Icon List |
| Role Type | User Permissions | Owner / Editor / Viewer |
| Share Detected Date | Date when File DLP detected the file as shared | * This may differ from the date the sharing setting was configured. |
| Share Stop Date | Stop date calculated based on the number of days set in the auto-stop policy | * If "Enable Policy" is OFF, sharing will not actually be stopped. * If the file is excluded from the auto-stop process, "Excluded from Auto-Stop" will be displayed. [File DLP] File List Operations |
| Expiration Date | If an expiration date is set for the shared link, the expiration date will be displayed | - |
| Password Protection | If a password is set for the shared link, "Enabled" will be displayed | * Microsoft and Box only |
| Download Disabled | If download is disabled in the shared link settings, "Disabled" will be displayed | * Microsoft and Box only |
| Inherited Role Source | If the role is inherited from a parent folder, the folder name will be displayed | Click to navigate to the details screen of the source folder. |
Sharing Scope
The sharing scope of files is as follows.
| Sharing Scope Name | Description |
| Private | Only the owner can access * Other users cannot view or edit. |
| Internal - Specific Users Only | Only specific users within the internal domain can access |
| Internal - Anyone in Domain with Link | Users in the internal domain can access using the shared link |
| Internal - All Users in Domain | Shared with all users in the internal domain; anyone in the internal domain can access |
| External - External User is Owner | * Google Workspace only An external domain user is the owner, but the file is either private or shared only with users in the domain |
| External - Specific Users Only | Only individually authorized users can access, and at least one of the shared users is from an external domain |
| External - All Users in Specific Domain with Link | Users in a specific external domain can access using the shared link |
| Public - Anyone with Link | Anyone who knows the URL can access |
| Public - Anyone via Search Engine | * Google Workspace only Anyone can access, and the file is also indexed by search engines * This will be deprecated in File DLP in the near future as Google will no longer support it |
| Unknown - Unable to Retrieve Permissions | File sharing information could not be retrieved accurately * For details, see the following article. [File DLP] How to Handle Issues Retrieving File Sharing Information Accurately |
| Unknown - Target Group | * Google Workspace only Shared using Target Group |
Icon List
The following icons are displayed for users.
| Icon | Name |
| Owner | |
| External Owner (Google Workspace only) | |
| Internal User | |
| External User | |
| Group (Internal Users Only) | |
| Group (Including External Users) | |
| Domain | |
| Target Group (Google Workspace only) | |
| Shared Drive (Google Workspace only) | |
| Shared Drive (Including External Users / Google Workspace only) | |
| Link | |
| Link with Password | |
| Link with Expiration Date | |
| User with Link | |
| External User with Link | |
| Group with Link (Internal Users Only) |