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Delete Shared Drive

Definition

The "Delete Shared Drive" action enables the removal of a specified Shared Drive in Google Drive. This action is essential for managing shared drives within an organization by permanently deleting those that are no longer needed. When executed, the specified Shared Drive and its contents are permanently removed, which may affect all files and folders shared within that drive. The action requires access to the correct Drive ID, and depending on the user's permissions, it may need to be executed as a domain administrator for broader access.

Key Capabilities:

  • Permanently deletes a specified Shared Drive.
  • Removes all files and folders associated with the Shared Drive.
  • Requires Drive ID to locate the Shared Drive.
  • Option to execute the request as a domain administrator if needed for additional access.

Example Use Cases

1. Clean Up Unused Shared Drives

  • Description: When certain shared drives are no longer needed or have been deprecated within the organization, the "Delete Shared Drive" action can be used to remove them, freeing up storage and reducing clutter.

2. Revoke Access After Project Completion

  • Description: Once a project is finished, the shared drive related to that project can be deleted, ensuring that no further collaboration or access is granted to the drive, maintaining project confidentiality.

3. Automate Cleanup Process

  • Description: For organizations with multiple teams, an automated process can be set up to delete outdated or inactive shared drives after a set period, ensuring that shared drives are only maintained for active projects or teams.

4. Data Privacy Compliance

  • Description: To meet data privacy regulations or internal policies, a company can use this action to permanently delete shared drives that contain sensitive information no longer needed for business operations.

Inputs

1. Connection

  • Description: This field specifies the connection details to authenticate and link the Google Drive account. The connection ensures that the request to delete a shared drive is made with the proper permissions and access rights.

2. Execute as Domain Admin

  • Description: This boolean field determines whether the action will be executed with domain administrator privileges. If set to true, the action will apply to all shared drives where the requester has domain administrator access, allowing for broader control over the deletion process.

3. Drive Id

  • Description: The unique identifier for the specific shared drive to be deleted. To retrieve the Drive ID, navigate to the shared drive in Google Drive and extract the ID from the URL. The Drive ID is essential to accurately target the shared drive for deletion.

    Example: In the URL https://drive.google.com/drive/u/0/shared-drives/0987654321abcde, "0987654321abcde" is the Drive ID.


**Example Situation **

Scenario:
Imagine a company has created several shared drives for different teams, but one of the drives is no longer in use. As the administrator of the Google Workspace domain, you want to delete a specific shared drive to clean up the system and free up space. You need to ensure that only the intended drive is deleted, without affecting others.

Steps to Set Up the Action:

  1. Establish Connection:

    • First, create a connection to your Google Drive account using the proper authentication details. Ensure the connection has the required permissions to perform administrative tasks, such as deleting shared drives.

  2. Set 'Execute as Domain Admin':

    • Since you're an administrator and want to delete a shared drive across the entire organization, toggle the "Execute as Domain Admin" option to true. This grants the action the necessary permissions to act on all drives within the domain, even those not owned by you.

  3. Identify the Shared Drive:

    • Navigate to the shared drive you wish to delete in Google Drive. For example, you want to delete the drive named "Old Marketing Documents."
    • Go to the URL of the shared drive: https://drive.google.com/drive/u/0/shared-drives/0987654321abcde.
    • Copy the Drive ID, which in this case is 0987654321abcde.

  4. Input the Drive ID:

    • In the action setup, input the Drive ID (0987654321abcde) in the respective field to target the correct shared drive.

  5. Execute the Action:

    • Finally, execute the action. The shared drive "Old Marketing Documents" will be deleted, and the associated files and permissions will be removed.

This action simplifies the process of cleaning up unused shared drives, ensuring that administrators can maintain their Google Drive environment effectively.

Updated 5 days ago