Introduction
This blog explains why and how to block file sharing in Google Drive to protect sensitive information and maintain a focused learning environment. While Google Drive’s sharing capabilities allow for easy collaboration, unrestricted sharing can lead to distractions, unauthorized file distribution, and potential security risks. In educational settings, students may misuse file-sharing to distribute inappropriate materials, collaborate on assignments in ways that circumvent academic honesty, or share content outside the approved channels.
By restricting file sharing in Google Drive, administrators can ensure that files remain secure and that students focus on their own work rather than sharing unauthorized materials. Enforcing these settings helps promote responsible file use and maintains a secure digital environment in line with school policies and academic integrity.
Why Block Google Drive Sharing Files?
In K-12 and higher education environments, maintaining a secure and controlled digital space is essential. When students can share files without restriction, they may inadvertently expose personal or school-related information to unauthorized parties. Additionally, free file-sharing enables students to distribute non-educational content, which can disrupt classroom focus and lead to academic dishonesty if assignments or test materials are shared.By restricting file-sharing capabilities, schools can safeguard student privacy, encourage on-task behavior, and maintain control over the digital learning environment.
Problem: Mr. John, a high school history teacher, observed that some of his students were using Google Drive’s sharing features to distribute study guides and answer sheets before exams. This behavior not only compromised the integrity of his assessments but also distracted students, as many were engaged in discussions unrelated to the classroom material. Additionally, students were using shared folders to pass around memes and other non-academic files, which detracted from their studies.
Solution: To address this, Mr. John worked with the school’s IT administrator to restrict file-sharing in Google Drive for students. This adjustment allowed students to create and access their own files without the ability to share them with others outside of their school’s Google Workspace domain. Mr. John also took the opportunity to educate students on responsible digital use, emphasizing the importance of academic integrity and focused learning.
Result: After implementing file-sharing restrictions, Mr. John noticed an improvement in student behavior. The temptation to share answer sheets or off-topic content was significantly reduced, and students were more engaged with the material. The restricted sharing setup created a focused and secure digital environment, allowing Mr. John to manage assignments more effectively and prevent academic dishonesty.
By blocking file-sharing in Google Drive, administrators can enhance data security, reduce off-task behavior, and reinforce academic integrity. This policy encourages students to stay focused on educational content and protects sensitive information, creating a more productive and secure digital learning space.
What is a xFanatical Safe Doc?
xFanatical Safe Doc is a comprehensive solution for maintaining a focused and secure online environment for Google Workspace admins and users. It provides robust tools to manage and restrict access to various online content, ensuring a safe and productive digital environment. xFanatical Safe Doc integrates seamlessly with Google Workspace, offering administrators the ability to customize content filtering policies according to their needs.
Approaches for Limiting File Sharing in Schools with xFanatical Safe Doc
Schools often aim to restrict students from sharing files with peers, limiting sharing permissions to teachers only. However, achieving this goal is technically challenging. Safe Doc offers three alternative approaches to manage file sharing restrictions in Google Drive effectively:
Approach 1: Remove the Share Feature
This method removes all Share buttons and menu items from Google Drive and all related applications, including Docs, Sheets, and Slides. This way, students are entirely blocked from sharing any files within Google Drive—not only with other students but also with teachers.
xFanatical Safe Doc allows educators to disable sharing features by enabling the BlockDriveShare policy. With this approach, Safe Doc eliminates all buttons and menu options that trigger the Share feature in Google Drive and related editors. Here’s a breakdown of how Safe Doc removes access to the Share feature across different interfaces:
- Google Drive Interface
- Context Menu: When students right-click any file, they normally see options for “Share” and “Get shareable link” in the context menu. These options allow students to edit sharing permissions, so Safe Doc removes these options entirely.
- Toolbar: Safe Doc also removes the two share-related buttons in the Drive toolbar to prevent access to sharing options.
- Docs Editors (Docs, Sheets, Slides, Drawings, Jamboard, Sites)
- Share Button: In these editors, the prominent “Share” button in the top-right corner is removed, blocking students from accessing sharing settings for documents.
- File Menu: In the menu under File > Share, Safe Doc removes the Share options to further restrict sharing capabilities.
- Forms Editor
- Add Collaborators Option: In Google Forms, the sharing function is labeled as “Add collaborators.” Safe Doc removes this option to prevent students from adding collaborators to forms.
- Drive Sidebar
- Manage Access Option: When a file is selected in Google Drive, a “Manage access” link appears in the sidebar, allowing users to share the file with contacts. Safe Doc removes this “Manage access” link, eliminating another potential way for students to share files.
xFanatical Safe Doc removes Share > Share with others menu in Google Docs
xFanatical Safe Doc removes Share dialog from Google Docs
xFanatical Safe Doc removes Add collaborators menu from Google Forms
xFanatical Safe Doc removes Share > Share with others menu from Google Sheets
xFanatical Safe Doc removes Share dialog from Google Sites
xFanatical Safe Doc removes Share > Share with others menu in Google Slides
Approach 2: Block Shared File Links
This method allows Safe Doc to monitor and block access to shared file links that students receive from others, according to the school's configuration. If students share links to documents with each other, Safe Doc will prevent access when these links are clicked. However, when a teacher shares a document link with a student, Safe Doc permits access.
Configuring the BlockDriveSharedLinks Policy
To set up this feature, you will configure the BlockDriveSharedLinks policy. This policy includes several properties for customization:
Key Properties
- Blacklist: Specifies the email addresses or OUs whose shared links should be blocked. If the file owner matches any entry in this list, the shared link will be blocked.
- BlacklistExceptions: Allows you to whitelist specific email addresses or OUs. If the file owner matches an entry in this list, their shared link will not be blocked.
- DelegateAdminEmail: The admin email used for blocking by OUs.
- ServiceAccountEmail: The service account used by Safe Doc.
- ServiceAccountPrivateKey: The private key associated with the service account used by Safe Doc.
xFanatical Safe Doc removes Share menu in Google Drive
xFanatical Safe Doc removes Manage access dialog in Google Drive
Approach 3: Revoke Unauthorized Sharing Permissions
This approach ensures that Safe Doc automatically manages file-sharing permissions to prevent unauthorized sharing among students. If a student tries to share a file with both classmates and a teacher, Safe Doc will block access for the classmates while allowing the teacher to retain access.
Safe Doc works by monitoring students' file-sharing actions, checking the permissions, and revoking those that don't follow the rules you've set. To use this feature, you need to configure the AutoRevokeDriveSharing policy, which has five key settings:
- Blacklist: Lists the users or groups (e.g., other students) whose sharing permissions will be removed.
- BlacklistExceptions: Specifies users or groups (e.g., teachers or specific student groups) who are exempt from the blacklist.
- DelegateAdminEmail: The admin account that Safe Doc uses to identify the groups involved in file sharing.
- ServiceAccountEmail: A special email that Safe Doc uses for managing sharing permissions.
- ServiceAccountPrivateKey: A secure key linked to the service account for authentication.
With this setup, if a student attempts to share a file with unauthorized classmates, Safe Doc will detect this and revoke their access automatically, ensuring that only permitted individuals have access to shared files.
How to Block Google Drive Sharing Files using xFanatical Safe Doc
Step 1: Install Safe Doc:
The first step is to install Safe Doc in your Google Workspace environment. Safe Doc is a browser extension that seamlessly integrates with Google workspace, providing enhanced control and security features.
Step 2: Configure Safe Doc settings:
Once Safe Doc is installed, you can configure its settings to block Google Drive sharing files.
Step 3: Access Google Admin Console:
Now, navigate to the Google Admin Console. In the Google Admin Console, click on Devices followed by Chrome. Then, select Apps & Extensions and click on Users & Browsers.
Step 4: Copy the Policy:
Locate the policy that you wish to apply and copy it. The policy will display in a specific format similar to the example provided below:
"BlockDriveShare": {
"Value": true
}
"BlockDriveSharedLinks": {
"Value": {
"Blacklist": [
"*@*"
],
"BlacklistExceptions": [
"*@your.school.domain.edu",
"*@trusted.school.domain.edu"
],
"ServiceAccountEmail": "7a04e3d4373e5759f78e493ab2",
"ServiceAccountPrivateKey": "3251af946a10775edbb8090b3"
}
}
"AutoRevokeDriveSharing": {
"Value": {
"Blacklist": [
"/Students"
],
"BlacklistExceptions": [
"/Students/Grade 10",
"/Students/Grade 11",
"/Staff"
],
"DelegateAdminEmail": "[email protected]",
"ServiceAccountEmail": "7a04e3d4373e5759f78e4b26ee93b",
"ServiceAccountPrivateKey": "3251af946a1jijijij"
}
}
Step 5: Save the Policy:
After copying the policy, click the Save button to apply it.
How to configure Safe Doc?
First of all, ensure the deployment of Safe Doc on your students' Chrome browsers, and review the xFanatical Safe Doc Configuration document.
Conclusion
In conclusion, blocking Google Drive file sharing is a critical step in maintaining control over the distribution of digital content within an educational environment. By restricting file sharing, educators can prevent unauthorized access to sensitive documents, reduce the risk of plagiarism, and ensure that collaboration happens under appropriate supervision. This measure also helps protect students' privacy and the integrity of school resources. With xFanatical Safe Doc, schools can effectively enforce these restrictions, fostering a secure and well-organized digital workspace that aligns with academic objectives.
To learn more about how xFanatical Safe Doc can help enhance online safety in your educational institution, visit our website Safe Doc
If you have yet to install Safe Doc, please get a 30 days trial.
You may also like
Safe Doc
