Google Drive's 'Shared' Icon Mystery: Why Your Apps Script Looks Shared (Even When It's Not)

Unraveling the Google Drive 'Shared' Icon Enigma for Apps Script Deployments

Many Google Workspace users rely on Google Drive for storing and managing their files, including powerful Apps Script projects. However, a common point of confusion arises when an Apps Script file, confirmed to be private and restricted, mysteriously displays the 'Shared' icon in Google Drive. This can understandably raise concerns about data privacy and security, especially when trying to maintain accurate google workspace reports on file access and sharing permissions.

The Puzzling Scenario: A 'Shared' Icon on a Private File

A user recently highlighted this exact issue on a Google support forum. They observed that an Apps Script file in their Google Drive, located within an unshared folder and with all sharing settings correctly set to 'Restricted,' still showed the 'Shared' icon. The intriguing part? This icon appeared immediately after the Apps Script was Deployed as a Web App. Other files in the same folder did not exhibit this behavior, making the situation even more perplexing.

The user, seeking clarity, questioned whether this was normal behavior or a potential bug, expressing a desire to understand before escalating the issue directly to Google support.

The Official Explanation: Deployment Equals 'Connected'

The resolution came directly from Google, clarifying that this behavior is, in fact, expected. Here's the core insight:

• Web App URL Creation: The moment you 'Deploy as a Web App,' Google generates a unique Web App URL for your script.
• 'Connected to the Outside World': Because this deployment creates a URL that can potentially be accessed (even if restricted), Google internally treats the file as 'connected' to the outside world.
• Icon's Meaning: Consequently, the 'Shared' icon appears automatically. It doesn't necessarily mean the file's source code is publicly accessible; rather, it signifies that the Web App part of the script is 'active' and has an external endpoint.

Google further reassured that as long as the 'General access' setting for the file remains 'Restricted,' the source code of your Apps Script is still private and secure. No one can view or edit the code without explicit permissions. The icon merely serves as an indicator of the Web App's active status.

// Example of an Apps Script deployment setting
// In the 'Deploy as web app' dialog, ensure 'Who has access to the app' is set to:
// 'Only myself' or 'Anyone with Google account' (if restricted to specific users)
// and 'General access' for the script file itself is 'Restricted'.

Key Takeaways for Google Workspace Users

This insight is crucial for anyone managing Apps Script projects within Google Drive, especially administrators who monitor file sharing and generate google workspace reports related to data security. Understanding this nuance ensures that:

• False Alarms are Avoided: You won't mistakenly assume a security breach when seeing the 'Shared' icon on a deployed Apps Script.
• Security is Maintained: You can confidently deploy Web Apps knowing that the source code remains secure as long as the file's general access is 'Restricted.'
• Accurate Reporting: Your understanding of file status contributes to more accurate interpretations of sharing statuses in your google workspace reports.

In summary, the 'Shared' icon on a deployed Apps Script is a functional indicator, not a security alert, provided your file's access settings are correctly configured to 'Restricted.' This clarity helps maintain peace of mind and efficient management of your Google Workspace environment.