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Scheduled Audits

Set up automatic weekly audits to keep your Drive permissions monitored.

Setting Up Weekly Audits​

Automate your Drive audits to run every week:

  1. Open your Google Sheet with DriveAuditr
  2. Go to Add-ons → DriveAuditr → Setup Weekly Schedule
  3. Click "Yes" to confirm
  4. The audit will now run automatically every Monday at 6:00 AM

What Happens​

When the scheduled audit runs:

  • Automatically starts at the scheduled time
  • Runs in the background (no notification)
  • Updates your audit sheets with new data
  • Overwrites previous audit results
  • Continues until complete (even for large Drives)

You'll see fresh audit data when you open your sheet after Monday morning.

Checking Status​

To see if your scheduled audit is set up:

  1. Go to Extensions → Apps Script
  2. Click on the clock icon (Triggers) in the left sidebar
  3. Look for a trigger named runDriveAudit

Removing the Schedule​

To stop automatic audits:

  1. Go to Add-ons → DriveAuditr → Remove Schedule
  2. The weekly audit will be cancelled
  3. You can still run audits manually anytime

Manual Audits​

You can always run audits manually:

  1. Add-ons → DriveAuditr → Run Audit Now
  2. Useful for:
    • Testing the add-on
    • Getting immediate results
    • Running audits more frequently than weekly

Custom Schedule​

Want a different schedule? You can customize:

Change the Day​

Edit the script to run on different days:

  • Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday

Change the Time​

Edit the script to run at different hours:

  • Any hour from 0 (midnight) to 23 (11 PM)

Daily Audits​

Set up daily audits instead of weekly.

To customize: Contact us at driveauditr@terrydjony.com for instructions, or check the code in the Apps Script editor.

Best Practices​

  • Small teams (under 10 people): Weekly or bi-weekly
  • Medium teams (10-50 people): Weekly
  • Large organizations (50+ people): Weekly or daily

Save Historical Data​

Keep track of changes over time:

  1. After each audit, download the results
  2. Save with date in filename (e.g., "Drive_Audit_2025-10-29")
  3. Compare audits to see changes
  4. Track permission trends

Review Results Regularly​

Don't just collect data - use it:

  • Schedule time to review each week
  • Look for new public shares
  • Check for external access
  • Remove outdated permissions

Troubleshooting​

Schedule Not Running​

If your scheduled audit doesn't run:

  1. Check if the trigger still exists (Extensions → Apps Script → Triggers)
  2. Re-create the schedule from the Add-ons menu
  3. Ensure you've authorized the add-on
  4. Check Apps Script execution logs for errors

Audit Failed​

If a scheduled audit fails:

  • Check the Audit Status sheet for error message
  • Try running manually to see specific error
  • Contact support if the issue persists

Multiple Schedules​

If you accidentally created multiple schedules:

  1. Go to Extensions → Apps Script → Triggers
  2. Delete extra triggers manually
  3. Keep only one runDriveAudit trigger

Limitations​

Google Apps Script Limits​

Be aware of these Google limits:

  • Published add-ons: Must use 1-hour continuation intervals
  • Execution time: Maximum 6 minutes per run
  • Daily triggers: Limited number per day

For large Drives, the audit will run in batches automatically until complete.

Trigger Reliability​

Scheduled triggers are generally reliable but:

  • May occasionally fail due to Google service issues
  • May be delayed by a few minutes
  • Require you to stay authorized

Alternative: Manual Audits​

If scheduled audits don't fit your needs:

  • Run audits manually when needed
  • Set calendar reminders
  • Delegate to team member
  • Run on-demand when you need fresh data

Need Help?​

Questions about scheduled audits? Contact us: