Tag Archives: Google Drive

Google named a Leader in Gartner Magic Quadrant for Content Collaboration Platforms

For multiple years now, Google Drive has been focused on the needs of large enterprises, because they have the most exciting and impactful problems we can solve. Enterprises are drowning in files, and there’s an immense opportunity to harness that information. Those files represent a company’s collective knowledge—every strategic plan, brainstorming note and financial plan—and with Drive, we’re giving businesses a way to find, organize, understand and act on that knowledge.

Today, we are excited to announce that we are being recognized for our progress on this journey. Google has been named a leader in the Gartner Magic Quadrant for Content Collaboration Platforms (CCP).

Customer image

More companies are embracing cloud solutions like Drive because of the opportunity they pose: when you make content accessible from any device, anywhere, at anytime, teams can collaborate more and become more nimble. This new way of working provides tremendous opportunity to improve productivity and innovation, but it can also increase complexity.

As an international clothing manufacturer and retailer, GANT is familiar with the challenges of running a global brand. The company employs an international creative team to create its smart, practical and stylish clothing items and requires collaboration solutions that bring their work from sketchbook to store. Says Matthew Wood, creative director at GANT, "Google Drive is a very visual and simple way of working. We can plan, manage and discuss our work in progress within one place—fabrics, styles, everything, right down to the very last stitch."

We listened carefully to enterprise customers like GANT and we launched several new capabilities in Drive to address these new complexities. Some challenges we heard from customers like Sanmina, Whirlpool or Woolworth’s included:

  • Help my teams work confidently in the cloud. To make it easier for teams of all sizes to collaborate seamlessly in the cloud, we’ve added features like Team Drives. In Team Drives, you can easily view, access and control content sharing because it’s owned collectively by your team and organized in one place.
  • Give us the tools to find the information we need to get work done fast. When you’re in the middle of a project, the last thing you want to do is dig for information you need to complete it. Instead, use Quick Access in Drive to surface the files you need. Quick Access uses Google’s advanced artificial intelligence to find and suggest the most important files based on a number of work signals and patterns—saving 50 percent of the time you would spend searching for content. Less time digging means more time working on important tasks.
  • Help our admins maintain the visibility and control they need. It’s important to be in control of your company data, especially as you transition to the cloud. Vault, Data Loss Prevention for Drive and many auditing enhancements make it easier for admins to meet data retention/compliance needs and prevent data breaches, like accidentally sharing a file with SSNs outside of your company.
  • Make migrating from on-prem to the cloud easier for my business. You can’t afford to have work come to a standstill because of a botched migration or because new solutions aren’t compatible with existing tools. To help you migrate from on-prem, cloud or hybrid solutions, we recently integrated AppBridge, a leading enterprise-grade migration provider, into G Suite. After migration, you can use the new Drive File Stream to access all of your content in Drive from your computer without syncing delays or filling up your employees’ hard drives.

Get in touch with Google to learn more about how your business can benefit from moving to the cloud.

Note: Gartner does not endorse any vendor, product or service depicted in its research publications, and does not advise technology users to select only those vendors with the highest ratings or other designation. Gartner research publications consist of the opinions of Gartner's research organization and should not be construed as statements of fact. Gartner disclaims all warranties, expressed or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

Source: Drive


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

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

Track projects with G Suite and Asana

Technology has transformed the way businesses operate—your teams likely do not look like they did 10 years ago. Now, companies rely on a mobile workforce and require productivity tools to help them collaborate no matter the location, and more importantly, without holding up work.

Businesses are using Asana  and G Suite to collaborate and manage projects from start to finish. Asana is a project management tool that helps teams plan, manage and track work, and is a part of the Recommended for G Suite program. With these two tools, your organization can:

  • Create tasks in Asana directly from Gmail
  • Add files directly from Google Drive to tasks in Asana
  • Keep track of deadlines by syncing your tasks in Asana with Google Calendar
  • Build custom reports in Google Sheets to analyze project data in Asana

How OutSystems uses G Suite and Asana to drive marketing launches

OutSystems is a low-code application platform that uses Asana and G Suite to manage digital marketing and advertising projects to reach its more than 7 million users. With 30 marketers across the globe, it’s important that OutSystems uses tools to streamline reviews and track project status. 

With more than 90,000 apps built on their platform, OutSystems relies on Asana to prioritize projects and create templates for marketing launches. G Suite apps are built in, which means OutSystems employees can access their favorite productivity tools, like Google Drive, Docs and Sheets, in one place. 

Teams use Drive to attach files to tasks in Asana, Docs to edit web content, and Sheets to analyze project data. OutSystems marketers also work with external freelancers, and G Suite’s permission sharing settings make it easy to protect proprietary information.

You can get started using Asana and G Suite at your business. Sign up for this free webinar on Tuesday, June 27, 2017 at 9 a.m. PT / 12 p.m. ET.

Source: Drive


Prevent users from creating Team Drives in Google Drive indefinitely

When we launched Team Drives in March, we gave G Suite admins the ability to restrict the creation of Team Drives until January 1st, 2018. Since then, we’ve heard that some of you need longer-term control of this setting. In response to that feedback, we’re now removing the date restriction and allowing you to indefinitely prevent users in your organization from creating Team Drives.

As a best practice, we recommend allowing your users to create Team Drives and produce the workspaces they need for their projects. We suggest restricting Team Drives creation only when needed to aid in the initial deployment of the feature.

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

Editions:
Available to G Suite Business, Education, Nonprofit, 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: Manage your Team Drive users and activity

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

Backup and Sync from Google available soon

On June 28th, 2017, we will launch Backup and Sync from Google, a tool intended to help everyday users back up files and photos from their computers, so they’re safe and accessible from anywhere. Backup and Sync is the latest version of Google Drive for Mac/PC, which is now integrated with the Google Photos desktop uploader. As such, it will respect any current Drive for Mac/PC settings in the Admin console.


Backup and Sync is primarily intended for consumer users. We recommend that our G Suite customers continue to use Drive for Mac/PC until our new enterprise-focused solution, Drive File Stream (currently in EAP), is made generally available to all G Suite Basic, Business, Enterprise, Education, and Nonprofit domains later this year. Drive File Stream will allow users to access huge corporate data sets without taking up the equivalent space on their hard drives.

With that in mind, we will not automatically upgrade G Suite users from Drive for Mac/PC to Backup and Sync at this time. If you currently allow your users to install Drive for Mac/PC on their own computers, they will be able to download and upgrade to Backup and Sync starting on Wednesday, June 28th. If you don’t currently allow Google Drive for Mac/PC in your organization, your users won’t be able to use Backup and Sync with their G Suite accounts.

For more details, check out the resources below starting on June 28th. If you’re interested in trying Drive File Stream, sign up for the Early Adopter Program (EAP) today.

Launch Details
Release track:
Available for download starting on June 28th, 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
(Note that these articles will not go live or be updated until Backup and Sync launches on June 28th. Please check back on June 28th for more information.)
Help Center: Install Google Drive for Mac/PC
Help Center: Back up and sync files with Google Drive
Help Center: Delete and restore files in Google Drive
Help Center: Fix problems syncing to your computer
Help Center: Stop syncing Google Drive files with Backup and Sync 



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

Introducing Team Drives for developers

Originally posted by Hodie Meyers, Product Manager, Google Drive, and Wesley Chun (@wescpy), Developer Advocate, G Suite on the G Suite Developers Blog

Enterprises are always looking for ways to operate more efficiently, and equipping developers with the right tools can make a difference. We launched Team Drives this year to bring the best of what users love about Drive to enterprise teams. We also updated the Google Drive API, so that developers can leverage Team Drives in the apps they build.

In this latest G Suite Dev Show video, we cover how you can leverage the functionality of Team Drives in your apps. The good news is you don't have to learn a completely new API—Team Drives features are built into the Drive API so you can build on what you already know. Check it out:

By the end of this video, you'll be familiar with four basic operations to help you build Team Drives functionality right into your apps:

  1. How to create Team Drives
  2. How to add members/users to your Team Drives
  3. How to create folders in Team Drives (just like creating a regular Drive folder)
  4. How to upload/import files to Team Drives folders (just like uploading files to regular folders)

Want to explore the code further? Check out the deep dive blog post. In all, the Drive API can help a variety of developers create solutions that work with both Google Drive and Team Drives. Whether you're an Independent Software Vendor (ISV), System Integrator (SI) or work in IT, there are many ways to use the Drive API to enhance productivity, help your company migrate to G Suite, or build tools to automate workflows.

Team Drives features are available in both Drive API v2 and v3, and more details can be found in the Drive API documentation. We look forward to seeing what you build with Team Drives!

Four signs you’re wasting time at work and how G Suite can help

We all waste time at work, whether it’s on purpose (brushing up on Wonder Woman's history) or on accident (really should have budgeted more time for internal reviews). Luckily, G Suite can help you accomplish more at work, quicker. Here are four tell-tale signs you’re spending time on the wrong things, and tips on how to avoid these time-sinks.

1. You’ve spent more time emailing co-workers than you have actually working 

The average worker spends an estimated 13 hours per week writing emails—nearly two full work days. Luckily, you can cut back on time spent replying to emails with Smart Reply in Gmail. Smart Reply uses machine learning to generate quick, natural language responses for you.

2. You’ve spent the past hour formatting slides for a presentation

Is an image centered? Should you use “Times New Roman” or “Calibri?” Formatting presentations monopolizes too much of our time and takes away from what’s really valuable: sharing insights.

But you can save time polishing your presentations by using Explore in Slides, powered by machine learning. Explore generates design suggestions for your presentation so you don’t have to worry about cropping, resizing or reformatting. You can also use Explore in Docs, which makes it easy to research right within your documents. Explore will recommend related topics to help you learn more or even suggest photos or more content you can add to your document. Check out how to use Explore in Slides and Docs in this episode of the G Suite Show:

Explore feature for Docs and Slides | The G Suite Show

3. You can’t find a file you know you saved in your drive

Where is that pesky file? According to a McKinsey report, employees spend almost two hours every day searching and gathering information. That’s a lot of time.

Curb time wasted with Quick Access in Drive, which uses machine intelligence to predict and suggest files you need when you need them. Natural Language Processing (NLP) also makes it possible for you to search the way you speak. Say you’re trying to find an important file from 2016. Simply search “spreadsheets I created in 2016” and voilà! 

Another way to avoid losing files is by using Team Drives, a central location in Drive that houses shared files. In Team Drives, all team members can access files (or manage individual share permissions), so you don’t have to worry about tracking down a file after someone leaves or granting access to every doc that you create.

4. You’ve fussed with a spreadsheet formula over and over again

According to internal Google data, less than 30 percent of enterprise users feel comfortable manipulating formulas within spreadsheets. “=SUM(a+b)” is easy, but more sophisticated calculations can be challenging.

Bypass remembering formulas and time-consuming analysis and dive straight into finding insights with Explore in Sheets, which uses machine learning to crunch numbers for you. Type in questions (in words, not formulas) in Explore in Sheets on web, Android or iOS to learn more about your data instantly. And now, you can use the same powerful technology to create charts for you within Sheets. Instead of manually building graphs, ask Explore to do it for you by typing the request in words.

GIF

Stop wasting time on menial tasks and focus more on important, strategic work. To learn more about other G Suite apps that can help you save time, visit https://gsuite.google.com/.

Source: Drive


Google I/O session recap: how to build custom apps with App Maker



Every company has workflows and processes that are unique to its business, customers and employees. Often, these are captured manually within large spreadsheets or ad-hoc databases with macros and scripts. But what if they could be turned into custom business apps instead? Apps that provide useful UIs and distinct user roles, while helping to minimize data entry errors and increase productivity?

This year at Google I/O, I shared reasons why businesses should use App Maker—our low-code, application development tool that lets companies quickly build custom apps in G Suite. Check it out here:


And for those who’d like more detail, here is a recap of my presentation.

Closing enterprise “app gaps” with App Maker 

“App gaps” are a reality for most companies, even those that embrace major SaaS products. Think about the edge cases that aren’t addressed with a standard CRM offering like conducting territory planning or tracking asset performance.

We experienced similar gaps at Google. A few years ago, our HR recruiters were overwhelmed with the thousands of monthly interviews that each generated lengthy feedback reports from multiple interviewers. This volume made it difficult for hiring committees to calibrate candidates and make timely decisions, and resulted in delayed responses. To fix this, our IT team decided to build an app by cobbling elements from our own infrastructure.

Over time, more app requests came in from other parts of Google, so we created App Maker. What started as a handful of apps within Google, evolved into nearly 400 internal apps used by thousands. Plus, the majority of these apps were built by non-engineers outside of IT.

Today, App Maker gives software engineers and citizen developers—like business analysts or coding enthusiasts—the ability to quickly build and deploy apps to get around their workflow challenges.

How does it work? 

App Maker makes it easy to build apps in days, not months, because of its easy data-binding and drag-and-drop UI design. You can also integrate your apps with various data sources, Google services or APIs to cover broad legacy assets. Any app you create is also a part of Drive in G Suite so your data never leaves your domain.

Here’s how to build an App Maker app in three steps:
  1. Define your data models, by importing existing Google Sheets to App Maker, connecting to Google Cloud SQL instances, or manually defining custom objects field by field.
  2. Build your UI by adding pre-built components like data entry forms, report templates and easily create event triggers and application flows. 
  3. Optionally, add open source HTML, CSS and JavaScript to run on the client UI and on the app server, implementing custom functionality that’s not provided out-of-the-box.
App Maker is currently in Early Adopter Program (EAP) for every G Suite Business customer. To get started, apply here.

Ideas to get started 

By now you’re probably wondering what you can build. Well, based on our customers’ experience, here are some good starting points:
  • If you have a large Sheet with more than a handful of users updating it regularly: Sheets usually have an underlying workflow. An App Maker app will provide a better UI for it—showing the workflow visually, prompting for actions and eliminating data entry errors. 
  • If you perform recurring bulk operations in Calendar or Gmail: Say an employee joins or leaves a department, you can build an App Maker app to generate the appropriate bulk-operations in a few clicks. 
  • If your company is already using Apps Script and BigQuery: This means you’ve already invested in customizing workflows. App Maker can increase the velocity of developing custom apps.
Go build your apps with App Maker in G Suite—sign up for the EAP today.

Build with G Suite

Today wraps our annual Google I/O conference. Thousands of developers from around the world gathered to learn about our latest developer products and share best practices, including how to build next-gen business applications using G Suite. In case you need it, here’s a list of the various developer tools you can use to customize app your G Suite experience at your organization.

1. Build and deploy custom apps using App Maker 

App Maker is a low-code, application development tool in G Suite that helps developers quickly build and deploy custom apps securely. It comes with built-in templates, a drag-and-drop UI and point-and-click data modeling. Plus, you can customize your app to connect with a wide range of APIs using Apps Script. App Maker is currently available as part of an Early Adopter Program for G Suite Business customers. Learn more.

App Maker GIF

2. Create seamless integrations with the G Suite APIs

Speaking of APIs, G Suite offers a number of ways for developers to integrate their app with ours and create a seamless experience for users. Here are a few of our favorite G Suite APIs.

  • Try the Sheets API which lets your developers read, write and format data in Sheets. Plus, you can automatically generate and update charts, pivot tables and more.
  • The Slides API helps you access and update presentations programmatically, pulling in data from various sources (including popular third-party apps) and producing polished template-based presentations in a fraction of the time.
  • Leverage the Gmail API to access and organize your Gmail inbox. You can program your application to read and send messages, create filters to automatically label, forward and archive messages, or even update vacation responders.
  • Finally, the Drive API allows you to manage Google Drive files and/or folders as well as leverage new Team Drive features programmatically. Developers can also use the Drive SDK to create Drive-enabled apps that handle custom files.

3. Customize your G Suite experience with Add-ons 

Using Apps Script, G Suite's native JavaScript-based development platform, developers can easily customize their favorite apps like Sheets, Docs, and Forms by adding menu items, sidebars or editing files programmatically directly within these apps. We also recently introduced Gmail Add-ons in developer preview, so that third-party developers can bring the power of their apps directly into Gmail. Better yet, developers need only write their Gmail Add-on once, and it’ll run natively in Gmail on web, Android and iOS right away.

Quickbooks GIF
Image credit: Intuit and Prosperworks

To learn more about how you can integrate and better customize your business applications for G Suite, check out the G Suite Developers blog or the G Suite Developers show. You can also subscribe to the G Suite Developers newsletter for updates.

Source: Drive