How to use filters on the Dash Protect and Control dashboard

You can use preset or detailed filters in the Protect and Control (PaC) dashboard to help you narrow your view so you can find the exact set of items you want to fix.

How to use preset filters

Preset filters are ready-made views that help you quickly identify common file sharing patterns.. These filters  don’t require any setup and you can apply them instantly. They’re ideal when you want fast insight into broad access patterns.

For example, if you’re concerned about link security, you can quickly see all open or company links using the “Open company links” or the “Open public links” preset filter.

Preset filters include:

• All items: Shows all items from your connected applications.
• Open company links: Shows all links that can be accessed by anyone in the company.
• Open public links: Shows all links that can be accessed by anyone on the internet with the link.
• Outside access: Shows items are shared with collaborators outside of your organization. (This doesn’t include Personal accounts.)
• Personal accounts: Shows all links that can be accessed by personal email accounts from Gmail, Yahoo, etc. (This doesn’t include Open accounts.)
• External ownership: Shows items created by external parties and shared with your organization.

How to use detailed filters

Detailed filters give you more control. You can combine multiple criteria to create very specific results. Each detailed filter also supports include or exclude logic, which allows you to refine your view even further.

For example, to reduce risks and make them easier to identify, you  can use filters to find files owned by a specific account, shared publicly, and recently modified by setting the filters to:

• Shared with: Outside
• Modified: Select the applicable timeframe
• Owner: Enter the specific email address

Detailed filters include:

• Shared with: Shows items with one or more collaborators.
  • Internal: Collaborators within your organization.
  • Outside: Collaborators outside your organization.
  • Personal: Collaborators using personal email accounts from Gmail, Yahoo, etc.
• Link type: Shows the link type of the item.
  • Restricted: Links accessible by collaborators that are explicitly added to the item.
  • Company: Links accessible by anyone in your organization.
  • Public: Links accessible by anyone with the link.
  • Outside: Links accessible by external accounts from specific companies.
  • Guest: Links accessible by collaborators in your organization and specific external accounts that have been granted access (Microsoft files shared by adding the "Everyone" group only).
  • Targeted: Links accessible by a specific set of accounts. 
  • External: Links that are owned externally and were accessed by an internal account with a public link.
  • Unknown: Links where APIs don’t provide enough information to be categorized.
• Ownership: Shows if the item owner is internal or external.
• App: Shows items by application (Dropbox, Google Drive, and Microsoft 365).
• Type: Shows items by typeFor example, documents, folders, shared drives, and file formats.
• Owner: Shows items owned by a specific email address. 
• Accounts: Shows items are shared with specific email addresses. 
• Shared drive: Shows only shared drives, sites or team folders, and their child files.
• Modified: Shows items modified within the selected timeframe. 
• Age: Shows items uploaded or created within the selected timeframe.
• Keyword: Shows items with titles that contain the keyword you entered.

These filters help you investigate sensitive items, troubleshoot permission issues, and prepare to fix the issue.

How to filter the dashboard to include or exclude apps

You can use the is (include) and is not (exclude) filters to control which apps appear on the Protect and Control page. By default, filters are set to is, but you can change them to is not to exclude certain criteria. These filters make it easier to show or hide information about specific apps or file types, helping you focus on what matters most.

Examples:

• To view only Dropbox items: Use the App filter, check Dropbox, and then select is.
• To hide Google Drive items: Use the App filter, check Google Drive, and then select is not. 
• To exclude Public links: Use the Link type filter, check Public, and then select is not.
  

Tips for using filters

• Use preset filters for quick checks like public links or personal account access.
• Combine detailed filters to find high risk items, such as externally owned files with public links.
• Apply filters before applying fixes in bulk to ensure you are targeting the right items.
• Review your filter selections before performing actions that affect many files.