Author Archives: Jane Smith

An improved third-party sharing experience in Google Drive

We know that many of your organizations work with contractors, vendors, and other third parties who don’t have Google accounts, and we recognize that it’s crucial you’re empowered to share information with them in a quick, easy, and secure way. That’s why, in response to your feedback, we’ll soon make changes to the experience users have when sharing Google files with non-Google accounts.

Current sharing experience
Today, if you allow users to share files outside of your domain and send sharing invitations to non-Google accounts, an employee can share a file stored in Google Drive with any non-Google user. If you allow external users to preview files, that non-Google user can view the file for 14 days. If you require Google sign-in for external users, that non-Google user is prompted to create a Google account within 14 days in order to view the file. Some third parties, however, don’t have permission to create such accounts or don’t do so in time, meaning your employee’s information doesn’t get to their intended recipient.

Of course, if you also allow users to publish files on the web, your employee has another option—he or she can simply share the public link. Unfortunately, many users don’t take advantage of this option, because it’s not clearly surfaced as part of the sharing flow.

Future sharing experience 
To make this process easier and more effective for both G Suite and non-Google users alike, we’ll soon add an option to the sharing dialogue for users to let anyone with the link view the file.

This option will only appear if ALL of the following are true of your sharing settings (Apps > G Suite > Drive and Docs > Sharing settings):

  1. You allow users to share files outside of your domain.
  2. You allow users to send sharing invitations to non-Google accounts.
  3. You allow users to publish files on the web.
  4. You do NOT have “Recipients only” selected in your Access Checker settings.
An example of the new dialogue that will appear when an employee shares a file with a non-Google account, provided the conditions above are met.


If an employee selects this option to “Send the link,” link sharing will be turned on for that file and anyone with the link will be able to view the file. This will allow third parties to access important content with no deadline and no need to create a Google account.

Note that the option to “Send an invitation” will remain the default selection for other files.

These changes will go into effect on July 26th for domains on the Rapid Release track and two weeks later for domains on the Scheduled Release track.

Launch Details
Release track:
Launching to Rapid Release on July 26th, 2017, with Scheduled Release coming two weeks later 

Editions:
Available to all G Suite editions

Rollout pace:
Full rollout (1–3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: Set file sharing permissions


Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Object duplication, faster sharing, and more with the latest Jamboard release

Following its official launch back in May, Jamboard is helping businesses collaborate more efficiently by bringing the power of the cloud into their team brainstorms. Starting today, we’re adding several helpful features to both the Jamboard device and app to make this experience even more productive.

Object duplication
Users can now duplicate objects - on both their Jamboard device and app - by selecting an object and clicking on the duplicate icon in the upper right-hand corner.


Smoother typing
A new keyboard on the Jamboard device allows users to input text using Glide Typing, in addition to regular typing.

Easier object selection
The functionality of the Lasso selection tool has been expanded, allowing users to select both drawings and objects like post-its, stickers, and images and easily move or resize them.

Faster sharing
The “Add people” dialog in the Jamboard app now auto-suggests contacts based on history, matching address book contacts, and the user’s email domain.

For a full list of new features and improvements from this month’s release, check out the What’s New in Jamboard page in the Help Center. These features will roll out gradually over the coming week. 

Launch Details
Release track:
Launching to both Rapid Release and Scheduled Release

Editions:
Available to all G Suite Basic, Business, Enterprise, and Education* customers

*G Suite for Education customers will need to satisfy certain requirements in order to purchase Jamboard devices. See the Help Center FAQ for more information.

Rollout pace:
Gradual rollout (up to 15 days for feature visibility)

Impact:
All end users Action: Change management suggested/FYI

More Information
Help Center


Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Google introduces Hire, a new recruiting app that integrates with G Suite

(Cross-posted from The Keyword)

Posted by Berit Johnson, Senior Product Manager, Google Cloud

It’s no secret that attracting top talent is a key driver of business success. But whether you’re looking to recruit a business analyst, bring on an assistant or hire an experienced auto mechanic, building the right teams with the right talent takes time and money.

According to a study by Bersin by Deloitte, it takes an average of 52 days to fill an open position and costs about $4,000 to interview, schedule and assess each candidate. At the end of the day, that adds up. Now, Hire–an app designed to help small and medium businesses recruit more effectively–can help.

Recruit better using Hire and G Suite
Hire makes it easy for you to identify talent, build strong candidate relationships and efficiently manage the interview process end-to-end. It integrates seamlessly with G Suite apps like Gmail and Google Calendar, which more than 3 million businesses use, many of them to drive recruiting efforts. With the introduction of Hire, customers now have a hiring app alongside G Suite’s familiar, easy-to-use tools that can help them run an efficient recruiting process.

Hire and G Suite are made to work well together so recruiting team members can focus on their top priorities instead of wasting time copy-pasting across tools. For example, you can:
  • Communicate with candidates in Gmail or Hire and your emails will sync automatically in both. 
  • Schedule interviews in Hire with visibility into an interviewer's schedule from Calendar. Hire also automatically includes important details in Calendar invites, like contact information, the full interview schedule and what questions each interviewer should focus on. 
  • Track candidate pipeline in Hire, and then analyze and visualize the data in Sheets
Making intuitive recruiting software for your business
A lot of tools that employees rely on at work are clunky, unintuitive and hard to learn—endless configuration options, tables and lists and mind-numbing data entry. The Hire product team set out to change that. With a mindset of “less is more,” the team conducted hundreds of user-testing sessions and worked with early adopter customers for more than a year to simplify and optimize every aspect of the user experience.

How Hire makes it easy for Brad’s Deals to recruit 
Brad’s Deals is a free service that compares online prices to help consumers find the best deals. As a growing organization, recruiting is a top priority for the company. With more than 260 active candidates in their pipeline, Brad’s Deals uses Hire to share candidate information, capture feedback from the interviewing team in one place and track interview progress.

“Hire’s intuitive and simple UI makes it easy for recruiters, hiring managers or even interviewers to take an active part in the recruiting process,” says Jessica Adams, vice president of Human Resources at Brad’s Deals. “The app’s integration with G Suite enables us to quickly access all candidate communications in one place, efficiently schedule interviews and collaborate to reach a hiring decision quickly."

Try Hire today
Hire is the latest product offering from Google to address the talent marketplace. In May, we unveiled Google for Jobs, our initiative that's focused on helping both job seekers and employers, across our products and through deep collaboration with the job matching industry. Google Search connects jobseekers to job opportunities from the open and broad ecosystem of providers, including employer listings as well as LinkedIn, Monster, WayUp, DirectEmployers, CareerBuilder, Glassdoor and Facebook. Hire addresses the needs of our G Suite customers—making it easier to hire the right people.

Now, all U.S.-based businesses under 1,000 G Suite seats that use G Suite can purchase Hire to land the best talent. To learn more, visit http://hire.google.com or request a demo at http://hire.google.com/request-demo/.


Launch Details
Editions:
Available for purchase by G Suite Basic, Business, and Enterprise edition domains in the US with fewer than 1,000 G Suite seats. Hire is not a core G Suite service.

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
G Suite admins and HR decision-makers

Action:
Action suggested/FYI

More Information
Hire website
Request a demo


Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Send and receive chat messages in Hangouts Meet

Sharing written communication is a critical part of successful meetings. Meeting participants may want to share links, chime in when they can’t speak, or hold side conversations without interrupting. This chat functionality has been a top feature request in Meet since we launched earlier this year and that’s why, today, we’re bringing it to all G Suite users.



Going forward, meeting attendees will be able to send text and links, all in real time. The chat history will be available for the duration of the meeting.

This feature is available across Meet platforms: chat messages can be sent and received on web and mobile (versions 4.5 and above), and received on Chromebox for Meetings. All users can send and receive messages while in Meet, including those not signed in with Google accounts.





Launch Details
Release track:
Launching to Rapid release, with Scheduled release coming in 2 weeks

Editions:
Available to all G Suite editions

Rollout pace:
Full rollout (1-3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: Chat with Meeting Participants

Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Better experience for SMS 2-Step Verification users with Google prompt

In February 2017, we revamped Google prompt for 2-Step Verification (2-SV), giving users a better option to keep their accounts safe. In addition to offering 2-SV over an encrypted connection, Google prompt also allows users to block unauthorized access to their account with real-time security information about the login attempt.

Starting next week, 2-SV SMS users will see an invitation to try Google prompts when they sign in. The invitation will give users a way to preview the new Google prompts sign in flow instead of SMS, and, afterward, choose whether to keep it enabled or opt-out.
Overall, this is being done because SMS text message verifications and one-time codes are more susceptible to phishing attempts by attackers. By relying on account authentication instead of SMS, administrators can be sure that their mobile policies will be enforced on the device and authentication is happening through an encrypted connection.
Notes:
  • The notifications to test Google prompts will be shown only to 2-SV SMS users. Security key users are unaffected by this change.
  • A data connection is required to use Google prompt.
  • iOS users will need the Google Search app installed on their phone to use Google prompt.
  • Enterprise edition domains also have the ability to enforce security keys for more advanced security requirements.
  • While users may opt out of using phone prompts when shown the promotion, users will receive follow-up notifications to switch after 6 months.
Launch Details
Release track:
Launching to both Rapid release and Scheduled release

Editions:
Available to all G Suite editions

Rollout pace:
Gradual rollout (potentially longer than 3 days for feature visibility)

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: Sign in faster with 2-Step Verification phone prompts

Set automated rules for mobile devices to protect your data

Protecting your organization’s data should be easy, regardless of what device your employees use. This is especially true if many of them use mobile devices at work. Today, we’re introducing new device rules for Mobile Management that provide better proactive management of mobile devices within your domain.

G Suite admins can now define custom rules that trigger on device events, and have associated actions. When an event specified in a rule occurs on a device within your organization with a G Suite Enterprise license, the corresponding action you have set will automatically be executed by Mobile Management.





Some examples of event/action-based rules you can set include:

  • Approve select mobile devices at the time of device enrollment.
  • Block access to corporate data if user installs a specific app.
  • Block access to/Account wipe the device if user has more than five failed screen unlock attempts.
  • Block access to/Account wipe the device if there is suspicious activity found on the device.
If you’re looking for a device rule that isn’t covered in an existing template, you can customize your own rule. Previously, you would have needed to create a custom script and leverage our APIs to automate any mobile device actions.



Our goal with this launch is to automate the manual, repetitive tasks you often execute as mobile administrators while also keeping your organization’s data protected. Get started today with the instructions in this Help Center article.

Launch Details

Release track:
Launching to both Rapid Release and Scheduled Release

Editions:
Available to G Suite Enterprise editions only

Rollout pace:
Gradual rollout (up to 15 days for feature visibility)

Impact:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center: Automate Mobile Management tasks with rules

Launch release calendar
Launch detail categories
Get these product update alerts by email
Subscribe to the RSS feed of these updates

Adding new Google+ metrics to the Admin console and Reports API to better track usage and adoption at the user level

From sharing updates with teams to offering advice between offices, more and more organizations are adopting Google+ to transform the way they work. In April of this year, we added aggregated Google+ user activity to the Admin console and Reports API, allowing you to track user signups, posts and comments created, and more. Today, we’re bringing you even more usage reporting so that you can better understand Google+ adoption and engagement in your organization.

Audit Google+ user activity for your organization

To help you get a better sense of the total usage of the product within your organization, we’ve added Google+ user activity data to the auditing section of the Admin console, as well as to the Reports API.

Now, G Suite admins will be able to see when the following events are performed in Google+ in their organization right in the audit logs:

  • Post created
  • Post edited
  • Post deleted
  • Comment created
  • Comment edited
  • Comment deleted
  • +1 added to a post
  • +1 added to a comment
  • +1 removed from a post
  • +1 removed from a comment
  • Poll vote added
  • Poll vote removed


    Better understand how your users are engaging with Google+ and see which users are most active


    Going forward, you can also track the following metrics in the apps usage activity report and aggregate reports in the Admin console or via the Reports API:

    • Number of activities performed per day by each individual user
    • Number of communities where at least one of the community owners is within your domain
    • Number of collections within your organization

    These metrics, as well as user-level metrics for all G Suite apps, can now also be viewed for a chosen date in the past.

    In the future, we’ll continue to bring even more tools to help you manage Google+ usage within your organization. We’re always working to provide admins with the visibility they need, so please let us know what you think and stay tuned for more updates.

    Launch Details
    Release track:
    Launching to both Rapid release and Scheduled release

    Editions:
    Available to all G Suite editions

    Rollout pace:
    Full rollout (1-3 days for feature visibility)

    Impact:
    Admins only

    Action:
    Admin action suggested/FYI

    More Information
    Help Center: Google+ audit log
    Help Center: Apps usage activity reports
    Help Center: Aggregate reports
    Help Center: Account activity reports
    Help Center: Security reports

    Launch release calendar
    Launch detail categories
    Get these product update alerts by email
    Subscribe to the RSS feed of these updates

    An easier way to view changes to the visibility of Google Drive files

    As a G Suite admin, you can use the Google Drive audit log in the Admin console to better understand what users in your domain are doing in Drive—from creating and sharing files to downloading and deleting them. We’re now making it easier to organize that information, in particular data around file visibility. Going forward, you’ll see filters for the following categories:

    1. Prior Visibility
    Was a file or folder shared externally at a previous point in time? Was it publicly accessible on the web? You can now filter for items that match the visibility criteria you select. You can also add this criteria as a column in your report.

    2. Visibility
    At the moment, what files and folders are available to anyone in your domain? What documents can be accessed by anyone with the link? Like “Prior Visibility,” you can now filter for “Visibility” and add that info as a column in your report.

    3. Item Visibility Change
    Was a file changed from internally available to externally available? Or vice-versa? You can now filter for items in those categories.

    4. Item Type
    We recently added several new “Item types” to the Drive audit logs, including JPEG image, PDF, PNG image, MP4 video, Microsoft Word, and more. These are some of the most commonly recorded item types, and should give you more granular insight into the actions being taken in your organization. With this launch, you can now filter on these new and existing item types.



    These new features will give you greater insight into the Drive activities taking place in your organization and should help you quickly identify permission changes that have led to different files being shared in different ways.


    Launch Details
    Release track:
    Launching to both Rapid Release and Scheduled Release

    Editions:
    Available to G Suite Business, Education, and Enterprise editions only

    Rollout pace:
    Full rollout (1–3 days for feature visibility)

    Impact:
    Admins only

    Action:
    Admin action suggested/FYI

    More Information
    Help Center: Drive audit log


    Launch release calendar
    Launch detail categories
    Get these product update alerts by email
    Subscribe to the RSS feed of these updates

    Smarter Google Forms to save you time

    Google Forms makes it easy to collect information, plan events, solicit feedback, and more. Today, we’re adding new features and using machine learning to make Forms work better for your business. Read on for more details.

    Intelligent response validation
    When you know the specific type of answer you’re looking for, it’s often helpful to validate responses in Forms. For example, if you’re asking for a website, Forms can double-check that the answer provided is a URL. Following this launch, when we can, we’ll suggest response validation based on the question you ask. If you ask respondents for their age, for instance, we may recommend validating that the answer they provide is a whole number. (Note that this feature is rolling out gradually and may take several weeks to appear in your domain.)


    Cross-domain file uploads
    Oftentimes, when you use Forms, you’re not collecting data from your colleagues—you’re gathering information from third parties, customers, and more. To guarantee you get the information you need, we’ll now allow users outside of your domain to upload files as responses to your questions—provided both of your organizations allow cross-domain sharing in Google Drive. Based on usage patterns, total uploads to new forms will be capped at 1GB, with an option to increase that limit to 1TB. Uploads to existing forms will be capped at 1TB.

    Preferences
    If you use similar settings across all of your forms, you can now save time by assigning default settings to apply to any new forms you create. For instance, you can choose to always collect email addresses, make questions required every time, and assign default quiz point values.



    “Checkbox grid” questions
    Sometimes a question is more complex than multiple choice or checkbox answers alone can satisfy—you need to be able to select multiple options from multiple categories. Going forward, you can use the “Checkbox grid” question type to get the answers you need, like dates and times that work for an upcoming meeting.



    Section reordering
    We heard you loud and clear—you need an easy way to organize (and reorganize) your questions in Forms. In response to your feedback, we’re now making it possible to reorder whole sections quickly and easily.



    Create better forms, more quickly, with these new and intelligent features in Forms.

    Launch Details
    Release track:
    Launching to Rapid Release, with Scheduled Release coming in two weeks

    Editions:
    Available to all G Suite editions

    Rollout pace:
    Full rollout (1–3 days for feature visibility)

    Impact:
    All end users

    Action:
    Change management suggested/FYI

    More Information
    Help Center: Edit your form
    Help Center: Choose a question for your form

    Launch release calendar
    Launch detail categories
    Get these product update alerts by email
    Subscribe to the RSS feed of these updates

    Manage access to third-party apps with new G Suite security controls

    (Cross-posted from The Keyword)

    By Reena Nadkarni, Group Product Manager, G Suite

    Protecting your organization’s most sensitive data and assets is a constant challenge. G Suite helps protect your data in a number of ways: thwarting attackers with advanced phishing detection through machine learning, mandating strong authentication with security key enforcement and preventing data leakage through tools such as DLP.

    Today, we're adding another security feature that improves data access control and enhances phishing prevention—OAuth apps whitelisting, giving your organization added visibility and control into how third-party applications are using your data.



    New third-party application access controls

    OAuth apps whitelisting helps keep your data safe by letting admins specifically select which third-party apps are allowed to access users’ G Suite data. Once an app is part of a whitelist, users can choose to grant authorized access to their G Suite apps data. This prevents malicious apps from tricking users into accidentally granting access to their corporate data.


    With these new security controls, an admin can:


    1. Get fine-grained visibility into the third-party apps that are accessing G Suite data.
    Caption: G Suite Admin console


    2. Allow access to only trusted and vetted third-party OAuth apps.


    3. Guard OAuth access to core G Suite apps data by preventing unauthorized app installs, thus limiting the problems caused by shadow IT.
    Once the OAuth whitelisting settings are in place, access to third-party apps is enforced based on the policy set by admins, and employees are automatically protected against unauthorized apps.

    Enable OAuth Apps Whitelisting for your domain

    This feature is being rolled out in phases and will be made available within the Admin console in next few days. Check out instructions on how to get started here. And if you’re interested in learning more about how your business can collaborate, store and communicate securely in G Suite, visit the G Suite Security page.

    Launch Details
    Release track:
    Launching to both Rapid Release and Scheduled Release

    Editions:
    Available to all G Suite editions

    Rollout pace:
    Gradual rollout (up to 15 days for feature visibility)

    Impact:
    Admins only Action: Admin action suggested/FYI

    More Information
    Help Center: Whitelisting connected apps
    The Keyword

    Launch release calendar
    Launch detail categories
    Get these product update alerts by email
    Subscribe to the RSS feed of these updates