How to view and understand item details in Protect and Control dashboard

The item list in Protect and Control lets admins review files across Dropbox, Google Drive, and Microsoft 365 in a single view and monitor how a file is shared and identify access risks quickly.

You can view the details of an item in the detail drawer or by expanding the detail drawer into the detail page. Viewing the details by item provides a full view of an item’s sharing settings, collaborators, access levels, and metadata.

How to view the item list on dash.ai

1. Log in to dash.ai using your admin credentials.
2. Click Account in the side panel.
   • If the panel is collapsed, you’ll only see your avatar (profile picture or initials).
3. Select Admin console from the menu. The admin console opens a new tab to Dash > Settings under Products.
4. Click Protect and Control under the Dash section in the sidebar.
5. The item list appears automatically.

Columns in the item list

Each row shows a single item. Each item could be a file, folder, or shared drive. Columns include:

• Title: Shows the item’s name.
• App: Shows the application where the item exists (Dropbox, Google Drive, or Microsoft).
• Owner: Shows the name of the item owner.
• Email: Shows the email of the item owner.
• Shared with: Shows a summary of people or groups who have access to the item.
  • Internal: Collaborators within your organization.  
  • Outside: Collaborators outside your organization.
  • Personal: Collaborators using personal email accounts from Gmail, Yahoo, educational domains, etc.
• Link type: Shows the sharing link type for the item.
  • Learn about link types in Dash Protect and Control.
• Permissions: Shows if collaborators or users with links can edit, comment, or view the item.
• Modified: Shows when the item was last modified.
• Age: Shows when the item was created or uploaded.
• Shared drive: Shows if the item belongs to a shared drive.
• Identifier: Shows the unique ID for the item. For Microsoft and Google items, the format depends on the system architecture.

How to understand external items 

Google Drive items owned outside your organization can appear in the item list if they are shared with internal accounts. 

Depending on the owner’s permissions and application rules, you have limited options for changing sharing settings and fixing security gaps.

How to view item details on dash.ai

1. Log in to dash.ai using your admin credentials.
2. Click your avatar (profile picture or initials) in the bottom-left corner.
3. Select Admin console.
4. Click Account in the side panel. The admin console opens a new tab to Dash > Settings under Products. 
   • If the panel is collapsed, you’ll only see your avatar (profile picture or initials).
5. Click Protect and Control under the Dash section in the sidebar.
6. Click on any item in the list to open its detail drawer. If you need a larger window, click the Expand details button to open the detail page.

How to understand the detail drawer

The details drawer lets you view item details without leaving the item list view. If you need more space, drag the drawer’s border to resize it.

The details drawer includes the following sections:

• Details: An overview of the item.
• Links: The types of links used to share the item.
• All accounts: All accounts the item is shared with.
• Owners: The owners of the item.
• Internal: Internal accounts that can view the item.
• Outside: External accounts that can view the item.
• Personal: Personal accounts that can view the item.

How to understand the detail page

The details page provides an expanded view of item details, with filters to help you review access and sharing.

Item title and metadata: At the top of the drawer, you will see the item’s title and key metadata, including:

• Link access level
• The app the item belongs to (Dropbox, Google Drive, or Microsoft 365)
• Item age
• Last modified date
• Unique identifier

Account list: The main table shows all accounts with access to the item. This list helps you understand who currently has access and what level of control they have.

For each account, you’ll see:

• User details: an avatar (profile picture or initials and the user’s name
• User’s email address
• Access level: Editor, Viewer, or Owner
• User type (internal, outside domain, or personal account)

Filters: You can use preset or adjustable filters to view specific categories of collaborators. These filters make it easier to evaluate access on large or highly shared items.

Preset filters:

• Internal accounts
• Outside accounts
• Personal accounts

Adjustable:

• User type
• Access
• Accounts