Archiving allows companies to secure access to stale documents to comply with company or department data retention policies. Archiving documents changes their ownership to a selected service account, removes all internal and external collaborator access – including the old owner/s, and closes any Company and Public links. There is also the ability for employees to set archiving exceptions using the Archive Exceptions Audit functionality.
We added exclusions after hearing feedback from customers who wanted to be able to exclude certain criteria from filter results and automations. For example, enabling an automation to close all Public links, except for those owned by the marketing organizational unit.
A new reports area has been released with three reports available: an Overview Report, External Access Report and Stale Access Report. Everything in the reports area is clickable and will take you to the appropriate part of the UI. This area is where you’ll be able to see specific information and counts about the items, accounts and domains that have access.
We’ve just shipped a much-requested feature to help with bi-annual and quarterly access reviews that get requested by auditors.
The new Access Audits feature allows employees to look over a set of items and their permissions and mark them as reviewed. They’ll also be able to make changes to permissions if they’d like, too. Admins can simply select the criteria using filters, click on Request Review, and select Access Audit in the confirmation modal. Audits can be sent to employees either by link or right in Slack. Admins will then be able to see who completed the audit right from the audit log.
New link types added
Nira provides visibility into externally owned items that were accessed by employees via an open link. We have a new link classification for these items called External.
If you’re using the Target audience feature in Google, you’ll now be able to see items that have these types of links.
When Google’s APIs don’t provide enough information about a link type, then it’s classified as an Unknown link. This is a rare case.
Organizational units added
With the addition of the organizational units feature, customers can identify and remediate risk based on organizational units with access.
There are now two ways to filter by organizational units: org unit owner which allows admins to see documents owned by a specific department, and org unit which allows admins to see documents owned by or shared with a specific department.
Improvements to the settings area
The settings area, which houses settings for automations, apps, policies, and more, now has an improved look and feel.
Updates to the Slack workflows
Admins can now send a Slack reminder to Slack users who have not completed a request review action. This can be done through any request review log audit log entry.
Slack request review workflows
Admins can now set up recurring (weekly, monthly, quarterly) audits through the Slack request review workflow to instantly notify users through Slack about items matching selected criteria that have been flagged for them to review and fix. Also, one-time audits can now be sent directly through Slack by selecting the criteria from the Protect access section and selecting the request review button.
Improvements to error messaging
Error message copy has been improved and a new hover state added to the audit log section. These improvements will allow you to better understand why an action failed and the reason.
Improvements to document details pane
Bulk actions can now be taken in the document details page. On both the admin and employee portal of Nira, you can now take a bulk action to remove all selected accounts. Previously actions on this page were only able to be taken by clicking an individual … associated with an account.
Improvements to remove collaborator actions
Remove collaborator of a certain type is now available for Admins and the Employee Portal. This will now allow users to select one or more items and remove all personal, outside, external or internal accounts from them.
Settings page additions
Additional controls for Nira administrators added.
Admin and employee portal UI enhancements
Additional filtering was added.
A Slack integration has been added that allows Nira administrators to monitor Watch Feed and Security Feed updates directly in a channel within Slack. Administrators can take action to fix and automate Watch Feed and Security Feed items directly from the channel. They can also quickly get to the Nira UI to see more details.
Employee portal UI enhancements
Owner and email columns have been added to the Employee portal.
Improvements to audit log
A criteria section has been added to audit log entries for all new bulk actions taken. Additional audit log details were added for Custom actions and for other action-related audit log entries.
Employees can now login to Nira to manage and view the documents, folders and shared drives they own. They can take actions to clean up their documents, such as change link type, transfer ownership, add collaborator, remove collaborator, copy link or delete item.
Nira admins can now give employees specific guidance about what documents/folders/shared drives to clean up – in just a few clicks! Simply select the criteria using filters and click on request review. You’ll be able to send a link or an email to employees to review and fix the issues.
Improvements to Watch Feed and Security Feed
Enhancements have been made to the Watch Feed and Security Feed, including the ability to uncheck items that were previously checked. Unchecked items will show on the main page of your Watch Feed or Security Feed.
New domain removal action added
Customers can now remove every account associated with an external domain from one or more documents based on the filters they’ve selected in the protect documents section.
Settings Page and Audit Log Improvements
Additional 3 dot menu added to Settings->Automations. This enables customers to turn off or pause automations they’ve set up. Customers can click the … from the automations area, from there you can then disable or remove the automation.
Minor improvements to the audit log were shipped to make it more clear when jobs have been completed.
Filters and actions
A new filter has been added to the Domains area. Customers can now filter and see Internal Domains, or External Domains.
Document retention management features were added to enable customers to view and control documents that match their retention rules. Customers can now see and control items that were last modified or created a specific number of years ago (i.e. 3 years ago, 5 years ago, etc.). This lets customers take actions on these items, like deleting them or closing public links on them.
Users can also now filter documents by custom age and last modified date ranges. This allows customers to find and take action on documents that match specific age and last modified date range parameters.
Customers can now easily view all of their company’s shared drives and folders in Nira using the “Type” filter. This enables customers to see and control permissions on these critical items in just a few seconds. Shared drive and folder access is higher risk, since they often contain multiple documents, and permission from the drive and folder carry over to those documents.
Nira now displays when documents and items have multiple owners. For Google Workspace items, documents within shared drives will have multiple owners if the shared drive they are in has multiple managers. Multiple owners are visible right from the main Protect Documents view, without users needing to dig into an individual document’s details.
Filters and actions
Nira now provides customers with the ability to filter items by type. For example, customers can now filter to see items like pdfs, Excel files, images, and Word documents.
Customers can now filter documents and items that are accessible to specific personal email domains, like Gmail, Yahoo, etc. Customers are using this feature to see only documents and items associated with Yahoo accounts, for example.
Collaborators can be bulk-removed from as many documents and items as customers would like.
Additional measures to account for user inactivity have been added.
UI improvements were added in October, including the ability for users to search for particular documents using document identifiers, find documents owned by specific domains, and exclude domains from the domain area (e.g. trusted domains). Additional detail listed below:
Improvements made to the watch feed to allow any item to be watched.
A domain owner filter was added when viewing documents from the protect documents section. This allows you to easily sort the documents by a specific domain owner.
A document identifier filter was added when viewing documents from the protect documents section. This allows you to easily input a document identifier from an external tool to view within Nira.
Exclude domains and document ownership filters were added in the domains access section. This allows you to exclude a domain(s) from view as well as filter by internal or external document ownership.
Automations were added to Nira in September. With automations, users can have actions taken on their behalf to automatically remediate access issues. Automations are simple to set up from within the dashboard.
A watch feed was added in September. The watch feed enables users to select specific types of documents, accounts and domains to watch based on selected criteria.
Actions feature updates were completed and shipped in August. These updates enable bulk actions on many items at once. Actions is a key feature that enables users to remediate access issues they find using Nira. There are currently seven different types of actions customers can take from the interface, like transfer ownership, remove access, and delete.
The audit log, where information about what actions were taken by Nira users, was improved. It now includes even more details about what actions were taken by Nira users and when those actions were taken. The audit log can be found by clicking on the clipboard icon, and any audit log entry can be clicked to see more details.
Column resizing was added to the application. Users can now resize the column widths in the tables in any part of the application. A keyword filter was also added to the filters area to allow for searches by document title.
A dashboard and security feed were added. The security feed shows the most critical document access issues and allows users to see more information about the issues and take action on them.
Actions were updated so that users can make a bulk action by selecting all.
In June we announced our new domain and brand, Nira. We pivoted from an enterprise search tool to become a real-time access control solution. Prior to this announcement, we were working closely with design partner customers to build Nira.
We added more robust views and filters within the application to see which accounts have access to individual documents and control their access.