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Use cases → Admin and governance

Run a quarterly access review across all shared drives

Enumerate every shared drive, list all members and their roles, and export the results for review or audit.

Who it is forWorkspace admins and IT security teams responsible for access audits.
APIsDrive API, Admin SDK
Typical scopesdrive, admin.directory.user.readonly

The problem

Shared drive membership drifts over time, especially in large organisations or after staff changes, leaving old or inappropriate access lingering. Manual reviews are error-prone and almost never complete, especially when drives number in the hundreds.

How it works

  1. Enumerate all shared drives using the Drive API as an admin via domain-wide delegation.
  2. For each shared drive, list all permissions and resolve member identities using the Admin SDK.
  3. Export the drive, member, and role matrix to a spreadsheet or database.
  4. Flag external users and high-risk roles for explicit review.
  5. Schedule the process to run quarterly and store outputs for audit trail.

What changes

Access reviews become systematic and repeatable, catching stale permissions before an incident or external audit does.

The trap in this one. Drive API's permissions.list call does not reliably return inherited group memberships—only direct members are shown. If access is granted via a Google Group, the audit will miss all users who belong via that group unless you recursively expand each group using the Admin SDK, which requires additional scopes and careful paging. Skipping this step results in incomplete reviews and a false sense of security.

Questions people ask

Can I see when a user was added to a shared drive?

No. The Drive API does not expose timestamps for when a permission was granted—only the current state.

How do I handle drives with hundreds of members?

Paginate results carefully. The API can silently truncate lists if you do not handle nextPageToken, leading to missed entries.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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