Author Archives: Jane Smith

Improving the publication experience in the new Google Sites

When you click “Publish” in the new Google Sites, you allow other people to view your site. If your organization allows you to publish sites on the web, you see options to (1) allow anyone at your domain or anyone on the web to visit your site, and (2) allow your site to appear in search results.


You’ve told us that the “Allow my site to appear in search results” setting is confusing, and that it’s not entirely clear how it impacts the availability of your site. With that feedback in mind, we’re making some changes to the setting. Following this launch,
  • if you’ve chosen to allow anyone on the web to visit your site, you’ll see an option to “Request public search engines not to index my site.” This option will not be selected by default, meaning that public search engines (like Google) will be able to index your site. This option will be labeled as a “Search setting” to distinguish it from the enforced permissions above it—by checking it, you indicate only your preference that search engines not index your site.
  • if you’ve chosen to restrict viewing of your site to your domain only, you will not see the “Request public search engines not to index my site” option, because no one outside of your domain will be able to visit your site anyway. Depending on your configuration, your site may appear in your organization’s internal search engine and on Google Cloud Search.

Please note that today’s launch will not impact the settings of any already-published sites, unless they’re unpublished and republished.


Launch Details
Release track:
Launching to Rapid release, with Schedule release coming on June 6th, 2017

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: Preview and publish your site on the web

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Let’s jam—Jamboard is now available

Today we announced that Jamboard, our cloud-based, collaborative whiteboard, is available for purchase in the United States.

You can purchase Jamboard for $4,999 USD, which includes 2 styluses, an eraser and a wall mount. We’re also running a promotion—if you order on or before September 30, 2017, you’ll receive $300 off of the annual management and support fee, as well as a discount on the optional rolling stand.

Keep in mind that a G Suite plan is required to use Jamboard so that you can access files from Drive, use them in your brainstorms and come back to your work later. Also, we’re teaming up with BenQ to handle fulfillment, delivery and support. Check out pricing details below.

Jamboard is available in the U.S. to start, and will be available for purchase in the UK and Canada this summer, with more countries becoming available over time. Contact your Google Cloud sales rep or visit google.com/jamboard to learn more about how you can start jamming with colleagues today.

Additional info for G Suite admins
In addition to the Jamboard device, a Jamboard app will be available on Android and iOS for all G Suite customers globally starting this week. When used on a tablet, the app allows users to experience similar features as they would on the Jamboard device. On a smartphone, the app functions as a companion for the Jamboard device.

Usage of the Jamboard app will be controlled by a service on/off switch in the Admin console, and will be off by default.

Check out the Help Center for more information, including an FAQ section.

Launch Details
Release track: 
Jamboard service on/off switch and app launching gradually to both Rapid release and Scheduled release, starting this week. Jamboard devices now available for purchase in the US only.

Editions:
Jamboard devices and app available for 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 for Jamboard service on/off switch and app: 
Gradual rollout (up to 15 days for feature visibility)

Impact: 
Admins only (Jamboard service is defaulted off in the Admin console)

Action: 
Admin action suggested/FYI

More Information 
Help Center
FAQ


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Quick Access in Google Drive now available on the web

In September 2016, we launched Quick Access for Google Drive, which uses machine learning to intelligently predict the files you need, before you’ve even searched for them. Originally available on the Drive Android app, and later iOS, we’re now launching Quick Access on the web.


Quick Access intelligently predicts and surfaces files based on, among other things:

  • who specific files are frequently shared with
  • when relevant meetings occur
  • what files are used at specific times of the day

Check out Quick Access on the Drive home page today.

Launch Details
Release track: 
Launching to Rapid release, with Scheduled release coming on June 13th, 2017

Editions:
Available to all G Suite editions

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

Impact:
All end users

Action:
Change management suggested/FYI

More Information
Help Center: Find files in Google Drive


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Save time with Smart Reply in Gmail


(Cross-posted from The Keyword Gmail blog)
Posted by Greg Bullock, Software Engineer, Gmail

It’s pretty easy to read your emails while you’re on the go, but responding to those emails takes effort. Smart Reply, available in Inbox by Gmail and Allo, saves you time by suggesting quick responses to your messages. The feature already drives 12 percent of replies in Inbox on mobile. And starting today, Smart Reply is coming to Gmail for Android and iOS too.

Smart Reply suggests three responses based on the email you received:
Once you’ve selected one, you can send it immediately or edit your response starting with the Smart Reply text. Either way, you’re saving time. 


Smart Reply utilizes machine learning to give you better responses the more you use it. So if you're more of a “thanks!” than a “thanks.” person, we'll suggest the response that's, well, more you! If you want to learn about the smarts behind Smart Reply, check out the Google Research Blog.

Smart Reply will roll out globally on Android and iOS in English first, and Spanish will follow in the coming weeks. Stay tuned for more languages coming soon!

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: 
All end users

Action: 
Change management suggested/FYI

More Information
The Keyword: Gmail


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Updating developer identity guidelines and registration processes to protect users

(Cross-posted from G Suite Developers

Posted by Naveen Agarwal, Identity Team 

Recently, we took immediate action to protect users from a phishing attack that attempted to abuse the OAuth authorization infrastructure.

We’re now supplementing those efforts to help prevent these types of issues in the future. These changes may add some friction and require more time before you are able to publish your web application, so we recommend that you plan your work accordingly.

Updating app identity guidelines 
As our Google API user data policy states, apps must not mislead users. For example, app names should be unique to your application and should not copy others'.

To further enforce this policy, we are updating our app publishing process, our risk assessment systems, and our user-facing consent page in order to better detect spoofed or misleading application identities. You may see an error message as you’re registering new applications or modifying existing application attributes in the Google API Console, Firebase Console, or Apps Script editor as a result of this change.

New review processes and restrictions on web apps requesting user data
We have also enhanced our risk assessment for new web applications that request user data.

Based on this risk assessment, some web applications will require a manual review. Until the review is complete, users will not be able to approve the data permissions, and we will display an error message instead of the permissions consent page. You can request a review during the testing phase in order to open the app to the public. We will try to process those reviews in 3-7 business days. In the future, we will enable review requests during the registration phase as well.

You can continue to use your app for testing purposes before it is approved by logging in with an account registered as an owner/editor of that project in the Google API Console. This will enable you to add additional testers, as well as initiate the review process.

We also recommend developers review our earlier post outlining their responsibilities when requesting access to user data from their applications. Our teams will continue our constant efforts to support a powerful, useful developer ecosystem that keeps users and their data safe.


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Upcoming changes to chat in Google Docs, Sheets, and Slides

Chatting in Google Docs, Sheets, and Slides makes collaboration easier, as users can discuss a document while they work on it—without leaving the document itself. As many of you know, the current Docs Editors chat functionality is built on Google Talk, which we previously announced will be shutting down at the end of June.

We want to be sure you can continue to use chat in Docs, Sheets, and Slides, so—over the course of the next few weeks—we’ll make a few small changes and decouple the feature from Talk. As of June 7th, 2017, shortly before the Talk shutdown, organizations on the Rapid release track that have the Google Hangouts service enabled will have chat available in the Docs Editors; organizations on the Scheduled release track with Hangouts enabled will have chat in the Docs Editors starting on June 21st.*

If you currently have the Hangouts service enabled but Talk disabled, chat in Docs, Sheets, and Slides is not available to your users at this time. After June 7th or 21st (depending on your release track), however, your organization will begin to be able to use chat in the Docs Editors.* We encourage you to communicate the new feature to your users ahead of time. There will be no in-app promotion; users will simply see the chat button below appear in Docs, Sheets, and Slides when collaborators are in the document.


If a user clicks on that button, a chat window like the one below will appear on the right side of the screen, allowing him or her to chat with others in the document.


We’ll be making further improvements to chat in Docs, Sheets, and Slides in the future, so stay tuned for additional updates.

*IMPORTANT: Please see the Help Center for a list of exceptions.

Launch Details
Release track:
Launching to Rapid release on June 7th, with Scheduled release coming on June 21st

Editions:
Available to all G Suite editions

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

Impact:
Admins and end users

Action:
Change management suggested/FYI

More Information
Help Center: Chat with others in a file


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Adding nine third-party applications to the G Suite pre-integrated SSO apps catalog

Single-Sign-On (SSO) is one of those rare features that enhances security while also increasing convenience for end users. Google supports the two most popular SSO standards - OpenID Connect and SAML, both of which are popular with enterprises. There are over 800 applications with pre-integrated SSO support in our third party apps catalog already, and we are constantly adding more. With today’s launch, we are adding SAML integration for these nine applications: Asana, Dialpad, Evernote Business, Expensify, Keeper, Lucidchart, Pagerduty, RingCentral, and Trello.

You can find our full list of pre-integrated applications, as well as instructions for installing them, in the Help Center.

Note that apart from the pre-integrated SAML applications, G Suite also supports installing “Custom SAML Applications” which means that admins can install any third-party application that supports SAML. The advantage of a pre-integrated app is the installation is much easier. You can learn more about installing Custom SAML Applications in this Help Center article.

Differences between G Suite Marketplace and the SAML Apps Catalog

You may notice that some of the applications we are launching today to the SAML catalog - namely Asana, Dialpad, Expensify, Lucidchart, RingCentral, and Trello - are already available in the G Suite Marketplace. When installed via the Marketplace, these applications provide rich integration with G Suite products. In addition to these deep integrations, the applications typically provide a separate ‘Google SSO’ option, which is authentication via OpenID Connect protocol, for users to access their accounts on the application’s website.

The SAML catalog version, on the other hand, only provides SAML-based authentication so that your users can access their accounts in the third party app’s website using Google as a SAML IdP (Identity Provider). Some enterprises prefer the SAML approach, and in fact, we see many admins installing these as Custom SAML Apps even today. This launch is all about giving our customers more choice to integrate their applications using a method that suits them.

If you do not have a corporate requirement to use SAML, Google recommends using the G Suite Marketplace application.

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:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center: Using SAML to set up federated SSO

Adding nine third-party applications to the G Suite pre-integrated SSO apps catalog

Single-Sign-On (SSO) is one of those rare features that enhances security while also increasing convenience for end users. Google supports the two most popular SSO standards - OpenID Connect and SAML, both of which are popular with enterprises. There are over 800 applications with pre-integrated SSO support in our third party apps catalog already, and we are constantly adding more. With today’s launch, we are adding SAML integration for these nine applications: Asana, Dialpad, Evernote Business, Expensify, Keeper, Lucidchart, Pagerduty, RingCentral, and Trello.

You can find our full list of pre-integrated applications, as well as instructions for installing them, in the Help Center.

Note that apart from the pre-integrated SAML applications, G Suite also supports installing “Custom SAML Applications” which means that admins can install any third-party application that supports SAML. The advantage of a pre-integrated app is the installation is much easier. You can learn more about installing Custom SAML Applications in this Help Center article.

Differences between G Suite Marketplace and the SAML Apps Catalog

You may notice that some of the applications we are launching today to the SAML catalog - namely Asana, Dialpad, Expensify, Lucidchart, RingCentral, and Trello - are already available in the G Suite Marketplace. When installed via the Marketplace, these applications provide rich integration with G Suite products. In addition to these deep integrations, the applications typically provide a separate ‘Google SSO’ option, which is authentication via OpenID Connect protocol, for users to access their accounts on the application’s website.

The SAML catalog version, on the other hand, only provides SAML-based authentication so that your users can access their accounts in the third party app’s website using Google as a SAML IdP (Identity Provider). Some enterprises prefer the SAML approach, and in fact, we see many admins installing these as Custom SAML Apps even today. This launch is all about giving our customers more choice to integrate their applications using a method that suits them.

If you do not have a corporate requirement to use SAML, Google recommends using the G Suite Marketplace application.

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:
Admins only

Action:
Admin action suggested/FYI

More Information
Help Center: Using SAML to set up federated SSO

Upcoming change: Encouraging more users to use work profiles on personal Android devices

As the use of mobile in the enterprise proliferates, and more and more enterprises are embracing mobile first strategies and policies, it is important that our G Suite customers who use Google Mobile Management as their enterprise mobility management tool (EMM) determine the policies that best protect their mobile users. This includes ensuring that corporate data stored on mobile devices is kept separate from end user data via the use of Android work profiles.



Making work profiles the default enrollment option for Android devices

To ensure a BYOD policy that is end-user friendly without sacrificing corporate security, we would like to encourage Google Mobile Management customers to employ a mobile policy that keeps personal and corporate data safe.

To that end, starting with Google Apps Device Policy v7.55 and above, the default enrollment process will utilize a work profile for those customers that have enabled Android at work and are whitelisting apps in managed Play, and for those devices that do support work profiles.




Enrolling a corporate account allows your end users to access the managed Play store for curated and whitelisted apps, and provides a clear separation between corporate data and personal data to ensure that IT does not accidentally remove personal data from the device.

Your users will still be able to opt-out of using a work profile and continue with the previous method of enrollment, if your corporate policy allows this.

For more details on whether this change will apply to your organization, or if you would like details on how to prevent work profiles from being used in your mobile deployments, please see the FAQs below and refer to the Help Center.

This change will start rolling out on June 5, 2017 along with the release of Google Apps Device Policy app v7.55+.


-- FREQUENTLY ASKED QUESTIONS --

Will this enrollment change be the default for all Google Mobile Management customers?

No. This change will only apply to your organization under the following conditions:
  • Your organization is using Google Mobile Management for Android (more details)
  • Android advanced management has been enabled for the entire organization, or organizational unit (more details)
  • Your organization has whitelisted Android apps in the managed Play store (more details)


This change will also only be shown to your users under the following conditions:
  • The Android device to which your user is adding their account supports work profiles
  • The Google Apps Device Policy app that is being used for enrollment is version 7.55+
How do we know if the Android device supports work profiles?

Android work profiles are supported on Lollipop (5.1), Marshmallow (6.0), and Nougat (7.0) devices, and any yummy future versions of Android. If you are looking to purchase new devices, please see the recommended list of Android Enterprise devices, or contact the OEM manufacturer of the device you are interested in.

Our organization currently does not use work profiles, what are the advantages of using a work profile?

We recommend work profiles for several reasons:

  • End users can use one Android device and keep corporate data and personal data separate
  • Administrators can curate and whitelist applications that are needed for corporate use
  • IT administrators cannot erase personal emails, photos, or other personal data; they can only wipe the content within the work profile itself

For more details on work profiles and Android within the enterprise, please refer to the Android at work home page.

We provide our employees with Company Owned Android devices. Does this change impact us?

No. If you are already using Company Owned devices within Google Mobile Management, then this change will not be relevant to those devices. This change only applies to personal Android devices.

We are upgrading our mobile deployment at the moment. Can we opt out of this change?

Yes you can disable this feature immediately (without waiting for the new version of the Google Apps Device Policy app to be available).

To do this, follow these steps:

  • Log in to Admin Console
  • Click on Device Management
  • Go to Android Settings > Work Profile and set the Work Profile Setup field to be “Disable”

Note that this will prevent any user from enrolling in a work profile, and we encourage you to view the benefits of using work profiles in your organization as a way to keep corporate and personal data separate.

Can my users access their corporate apps without a work profile?

Yes. However, if your user has a device that supports a work profile, but does not use a work profile, they will not be able to access the managed Play store from their Android device. Thus these users will not be able to see the recommended apps that have been whitelisted for their organization.

For more details on how users with legacy Android devices can access work apps, please see the following announcement: Users with legacy Android devices can now access work apps in Google Play


Launch Details

Release track:
Launching to both Rapid release and Scheduled release on June 5

Editions:
Available to all G Suite editions

Rollout pace:
Extended rollout (potentially longer than 15 days for feature visibility)

Impact:
End users who are setting up eligible Android devices and whose organization policies allow it.

Action:
Change management suggested/FYI

More Information
Help Center: What is a work profile?

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Invite all the right people to your Communities all at once

(Cross-posted from the Google+ Product and Feature Updates Collection)

Communities are a great way for groups of people to share around a topic. But when you’re creating a Community for a group you’re a part of, like a book club, parent-teacher association, or work team, the last thing you want to have to do is invite each member one-by-one.

Since so many groups already have a way to get ahold of one another, whether that’s through email, chat, a newsletter or something else, we’ve created a new Community invite link so you can invite all the right people at once.

 With the Community invite link, Community owners and moderators can share an invite link with their group however they choose. People with the link will be able to directly join both private and ask-to-join public Communities, and anyone who doesn’t have a Google account or Google+ profile will be able to create one along the way. Communities that are restricted to a given G Suite organization will continue to only be accessible to members of that organization.

If something changes, you can easily disable a shared link or generate a new one at any time. To share an invite link to your Community, just open the invite menu on Google+ web, turn on the “Allow invites by link” option, and grab the link that appears.

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


Launch release calendar
Launch detail categories
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