Requires the Enterprise tier.
A Bulk Query applies a single change across a large set of shared drives. You choose what to target, CloudM works out which drives match and shows you the list, and nothing happens until you run it.
Open Bulk Query
On Drive Management > Shared Drives, select Bulk query. The Bulk query view opens on the right. On Essential and Pro you can open it to see how it works, but you cannot run a job.
Predefined Templates
Predefined Templates are ready-made queries. Each one pairs conditions with an action, so you can run a common job without building it yourself. Start from a Predefined Template, a query a colleague has saved, or build your own with Build a custom query. Saved queries can be reused by the whole team.
Each template acts on every drive matching its conditions, so review the prepared list before running one.
| Predefined Template | Finds | Then |
|---|---|---|
| Add an internal manager | Shared drives with no usable internal manager | Adds a person you choose as Manager |
| Restrict external sharing | Drives that allow external sharing | Switches the shared drive to company-only sharing |
| Move Shared Drives between organisational units | Drives in an organisational unit you choose | Moves them to another organisational unit you choose |
| Remove inactive members | Shared drives with inactive members | Removes those members, whatever their role |
| Remove external members | Shared drives with external members | Removes external members, except Managers |
| Downgrade external managers | Shared drives with external managers | Changes those Managers to Contributor |
| Delete old empty Shared Drives | Drives with no files, nothing in the bin, and created more than 30 days ago | Deletes the shared drive, only if it is still completely empty |
| Empty Shared Drive trash | Shared drives with anything in the bin | Empties the bin |
| Remove public links | Shared drives with one or more public links | Removes the public access |
Conditions
A query uses up to five of these 16 conditions. A drive must match all of them. Yes or no conditions can be flipped, so a condition such as Drive has external members can instead find the drives that do not. Number conditions take equals, more than or less than.
| Group | Conditions |
|---|---|
| Sharing & Access | Drive allows external sharing; Public link count |
| Members & Managers | Drive has external managers; Drive has external members; Drive has inactive managers; Drive has inactive members; Drive has a usable internal manager; Drive is unmanaged; Member count; Manager count |
| Content | File count (not counting the bin); Binned file count; Storage used |
| Drive details | Drive name (is exactly, starts with); Organisational Unit (in, not in, include sub-units); Creation date (before or after a date, more than N days ago, in the last N days) |
Inactive means a Google account that has been suspended, archived or deleted but still appears on a shared drive. Drive is unmanaged means no managers at all, or every manager is inactive. Drive has a usable internal manager means at least one active manager from inside your organisation that CloudM can act on behalf of.
Actions
A query has one of these eight actions. Actions that touch members can be narrowed to inactive people, external people, or one named person.
| Action | What you choose | Worth knowing |
|---|---|---|
| Update settings | Which sharing and download settings to switch on or off | Only the settings you touch are changed |
| Add member | A person or group, and the role to give them | Never demotes. Someone who already has a higher role keeps it |
| Move to organisational unit | Where to move the shared drives to | |
| Delete Shared Drives | Whether to delete only empty shared drives, or shared drives with files too | Checked one shared drive at a time when the action runs |
| Remove members | Which members, and which of their roles count | |
| Change member roles | Which members, and the new role to give them | |
| Empty bin | Nothing else | Permanently deletes everything in the bin |
| Remove public links | Nothing else | Also removes public access that files inherit from a parent folder |
Run a query
- Choose a Predefined Template, or start a new query.
- Choose the conditions that select the drives you want. A query uses up to five conditions, and a drive must match all of them.
- Choose the action to apply. A query has one action.
- CloudM prepares the job in the background and saves the drives that match.
- Review the prepared list. This is exactly the set the action will run against.
- Run the job, or discard it.
Preparing a job changes nothing. Nothing happens until you run it. A prepared job you do not run expires after five days.
Limits
| Limit | Value |
|---|---|
| Conditions in one query | 5 |
| Actions in one query | 1 |
| Drives saved in a prepared job | 1,000 |
| How long a prepared job lasts if not run | 5 days |
If your conditions match more than 1,000 drives, narrow them and run more than one job.
Results
Each drive reports its own result of completed, skipped or failed, so a partial result is normal on a large job. Anything that failed can be retried without rebuilding the job.
A drive is usually skipped because the action does not apply to it, and usually fails because it has no active manager inside your domain. Adding an internal user as a manager resolves that.
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