Inventory external access to project files

Why use this

1. A project owner may know a folder is shared with a partner but not which external addresses still have access to its files. Individual shares, inherited permissions and link access can make a flat list incomplete or misleading.

2. This job could prepare an access inventory that preserves how each entry was observed and what remains unresolved. The owner can review whether access still makes sense without the inventory itself revoking permissions or declaring a security incident.

Why an agent / simpler alternative

Useful judgment

Distinguish direct, inherited and link-based access, reconcile repeated identities and identify inspection gaps.

Simpler alternative

Use the folder's built-in sharing view when access is simple and fully visible there.

Unsuitable when

The task requires broader permissions than authorized or would remove access automatically.

Proposed inputs

1. Name

   Folder scope

   Owner

   Project owner

   Minimum scope

   Approved folder identifier and definition of external access

   Quality check

   Confirm included subfolders and excluded material

2. Name

   Permission snapshot

   Owner

   Authorized administrator/owner

   Minimum scope

   Necessary identities, permission levels and inheritance paths

   Quality check

   Record observation date and inaccessible entries

Access and setup — proposed or unknown

Proposed minimum

1. Use a synthetic permission tree or supplied redacted snapshot; no live folder access or permission changes.

Compatibility unknowns

1. Current permission visibility, inherited/link access representation and exact runtime compatibility are unknown.

External actions requiring approval

1. Access expansion, sharing the inventory, contacting external users or changing permissions requires explicit authorization.

Expected deliverable and review checks

Proposed artifact

Access-review spreadsheet with file/folder, external identity, permission, inheritance source and unresolved visibility.

Critical checks

1. Retain group/link uncertainty; distinguish duplicate paths from duplicate people; do not label uninspected items clean.

Missing output evidence

This overlay adds no new output inspection, execution or validation; consult the referenced canonical source outcome limits.

Failure signals and proposed responses

1. Signal

   An inherited grant is omitted

   Why it matters

   The inventory understates effective access

   Proposed response

   Trace the parent grant and record its scope.

2. Signal

   A group address is treated as one known person

   Why it matters

   The actual audience remains unknown

   Proposed response

   Label group membership unresolved rather than guessing recipients.

Effort and cost — unknown

Setup work

1. Define external identity rules and inspection scope.

Ongoing review

1. Owner reviews continuing need and separately approves any remediation.

Unknowns

1. Permission completeness, group visibility, review effort and service costs are unknown.

First check — proposed, unexecuted

Status

proposed_unexecuted

Synthetic fixture

Invent a folder tree with direct external access, inherited access, a group and an uninspected subfolder; prepare inventory rows.

Acceptance checks

1. Preserve access paths; label group/subfolder unknowns; revoke nothing and share no addresses.

Stop conditions

1. Stop if inspection needs new permissions or the intended inventory audience is unauthorized.

Limits

1. An access inventory cannot establish that all effective access is visible or that an external grant is inappropriate.