{"id":"sec-off-shared-links-cleanup","audience":"office","category":"security","track":"security","technique":"constraints","title":"Find the shared files that break the sharing rule","free":false,"task":"Your team's file sharing report came in. The rule: 'Anyone with the link' is never allowed, and outside sharing is only allowed with named partners on the approved list. List only the files that need a change, numbered, as 'file - change to: ...', and nothing else. Plain text, under 70 words.","materialLabel":"Sharing report and approved partner list (attached to your prompt automatically)","material":"Shared drive report - Client Services team (Nov 6, 2026)\n\nfile | shared with | access\n1. Q4_client_list.xlsx | Anyone with the link | can view\n2. Brand_guidelines.pdf | Anyone with the link | can view\n3. Brightwater_contract_draft.docx | legal@brightwater.example.com | can edit\n4. Onboarding_checklist.docx | Client Services team | can edit\n5. Event_photos_2025 (folder) | ops@summitprint.example.com | can view\n6. Payroll_summary_Oct.xlsx | j.ortiz@freemail.example.net | can view\n7. Holiday_party_RSVP.xlsx | All staff | can edit\n\nApproved partner list (from the vendor office):\n- Brightwater Legal (brightwater.example.com) - contracts\n- Summit Print Co. (summitprint.example.com) - printing\n\nNotes:\n- J. Ortiz is our payroll coordinator; she shared the file to her personal email \"to work from home\".\n- Brand guidelines are on our public website anyway, so marketing said the link is \"probably fine\".","rules":[{"type":"numberedItems","count":3},{"type":"plainText"},{"type":"maxWords","max":70}],"mistakes":[{"title":"Not giving the rule","why":"The AI judges by how sensitive each file feels, so it skips the brand guidelines.","fix":"Say: \"Anyone with the link is never allowed. Outside sharing only with approved partners.\"","checks":["r0","r1"]},{"title":"Listing every file","why":"The AI comments on all 7 files, including the fine ones.","fix":"Add: \"List only files that need a change.\"","checks":["numberedItems"]},{"title":"No fix","why":"The AI flags the file without saying what the sharing should be.","fix":"Ask: \"Format: file - change to: ...\"","checks":["r2"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for \"under 70 words\" and it often lands well over.","fix":"Ask for less than the limit and cap each line: \"each line under 15 words, under 50 words total.\"","checks":["maxWords"]},{"title":"Letting markdown in","why":"AI adds bold and headings by default, and in the team chat they show up as stray symbols.","fix":"Add: \"Plain text only, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Gives the sharing rule","patterns":["anyone with the link","never allowed","approved (partner|list)","rule"]},{"label":"Lists only changes","patterns":["only (the )?files","need(s)? (a )?change","skip"]},{"label":"Asks for the fix","patterns":["change to","fix","what to change"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"hint":"The rule decides, not how risky a file feels. Give the AI the exact rule and partner list, and ask only for the files that break it.","rubricLabels":["Lists exactly Q4_client_list.xlsx, Brand_guidelines.pdf and Payroll_summary_Oct.xlsx, and none of the other files","Brand_guidelines.pdf is listed despite marketing's 'probably fine' comment, because 'Anyone with the link' is never allowed","Each line says what to change to (for example remove the link and share with the team only, or remove the personal Gmail address)"]}