External-sharing register review reminder (from a maintained Sheet)

Each scheduled run emails only owners of due, unresolved sharing-review records and leaves all Drive content and permissions unchanged.

Starter: On a schedule (e.g. every Monday morning)

1. Read the external-sharing registerSheetsUse Sheets 'Get sheet contents' to read the manually maintained list of shared items, business purpose, owner, review date, and decision status.
2. Filter to reviews that are dueUse 'Filter a list' to keep rows whose next review date is inside the reminder window and whose decision status is not complete.
3. Remind each named ownerGmailUse 'Repeat for each' with Gmail 'Send an email' to ask the internal owner to confirm that the external sharing is still needed and record the decision in the Sheet.

• Item name/link — The record being reviewed, from the maintained Sheet. (e.g. Supplier onboarding folder)
• Internal owner — The person accountable for the sharing decision. (e.g. procurement@example.com)
• External party — The organization or person recorded in the register. (e.g. Supplier A)
• Next review date — The manually maintained review deadline. (e.g. 2026-09-30)

Paste this draft into Google Workspace Studio's Describe it with AI box, then review and adjust the flow it builds. This is Google's Gemini feature — CertPilot does not run any AI.

• An eligible Google Workspace edition with Workspace Studio and Gemini enabled by your admin.
• Access to Sheets and Gmail (subject to your admin's Studio step controls).
• A maintained external-sharing register with item, owner, external party, review date, and decision-status columns.

Security notes

• Restrict the register because file links, external parties, and business purposes can be sensitive.
• Send the reminder to the internal owner only; avoid placing confidential file contents in the email.
• Subject to your admin's Studio controls, DLP, and external-user approval policy.

What it does not do

• This flow does NOT scan Drive, detect external shares, read folder permissions, or change/revoke any permission.
• The Sheet must be maintained from a separate approved review process; the flow only filters and reminds from that record.
• Shared Drive compatibility is not assumed or required because the recipe does not act on Drive items directly.

• Workspace Studio test runs take real actions — this test really sends reminder emails.
• Use a test Sheet with one completed row and one due row, both pointing to your own email.
• Confirm that only the due, incomplete row sends a reminder and that no Drive permission changes.

Primary source

Last verified 26 August 2026

Related recipes

• Quarterly access-review reminder to system owners
• Vendor security-review reminder from a maintained review register
• Important form response logged and escalated to an existing Chat space

← All Workspace Studio recipesBuild your own flow blueprint