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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
You can track Google Drive file permissions in NetSuite by creating custom records that store file URLs, permission levels, and sharing details, then analyzing this data for compliance and security monitoring.
This approach gives you centralized permission tracking with powerful reporting capabilities that go far beyond what either NetSuite or Google Drive provides natively.
Build comprehensive permission audit dashboards using Coefficient
Once your permission tracking custom records are established in NetSuite, Coefficient transforms that data into actionable compliance reports and security monitoring dashboards.
How to make it work
Step 1. Create the custom record structure in NetSuite for permission tracking.
Create a custom record called “Drive File Permissions” with fields for File URL (hyperlink), File Name (text), Owner (employee list), Shared With (multi-select), Permission Level (list with View/Edit/Admin options), Related NetSuite Record (customer/transaction reference), and Last Updated (date). This gives you a complete audit trail for every file.
Step 2. Import permission data using Records & Lists.
Select your custom “Drive File Permissions” record type and include all relevant fields for comprehensive analysis. Apply filters to focus on specific departments, time periods, or permission levels depending on your audit needs.
Step 3. Create permission audit dashboards with automated refreshes.
Build reports that track files shared externally versus internally, monitor permission changes over time, and identify over-shared sensitive documents. Show permission distribution by department and create alerts for unusual sharing patterns.
Step 4. Set up compliance monitoring with SuiteQL queries.
Build advanced analysis queries: `SELECT custrecord_file_name, custrecord_permission_level, COUNT(DISTINCT custrecord_shared_with) as share_count FROM customrecord_drive_permissions WHERE custrecord_last_updated >= ADD_MONTHS(CURRENT_DATE, -1) GROUP BY custrecord_file_name, custrecord_permission_level HAVING COUNT(DISTINCT custrecord_shared_with) > 5`. This identifies files with excessive sharing that may need review.
Step 5. Schedule proactive monitoring reports.
Set up daily reports of new external shares, weekly audit of permission changes, and monthly compliance review dashboards. Create alerts for files that haven’t been reviewed recently and track permission sprawl over time to maintain data governance policies.
Take control of your file security and compliance
This system provides the centralized permission tracking and proactive monitoring that’s essential for data governance in growing organizations. Start building your file permission audit system with NetSuite and Coefficient today.
