Tag Archives: Google Vault

Admins in Google Vault can now export hyperlinked Google Drive content from Gmail messages

What’s changing 

Starting December 8, 2023, admins can export Drive files hyperlinked in Gmail messages directly in Google Vault. When admins select “export linked Drive files”, Vault will look for Drive hyperlinks in the body of the emails being exported from Gmail. If Drive hyperlinks are found, a separate export of Drive files will also be created.


Toggle “Export linked Drive files” on or off



In the “Exports” tab, Drive exports will be grouped with their corresponding Gmail export — you can select the arrow icon to open the collapsible menu.






Admins will be able to find their exported hyperlinked Drive content nested under the corresponding Gmail export in the “Export” tab. Vault admins can find the association between the Gmail export and Drive link export in the export file names and metadata. 


Who’s impacted 

Admins 


Why it matters 

Vault is critical for retaining, holding, searching, and exporting users’ Google Workspace data. This update reduces the need for admins to manually find and extract Drive files hyperlinked in Gmail messages. 

Getting started 


Rollout pace 

Vault user interface updates 
API updates 

Availability 

  • Available to Google Workspace Business Plus, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus customers or customers with the Vault add-on license

Resources 

Access Google Vault audit logs alongside other Workspace audit logs

What’s changing

We’re excited to announce the general availability of an improved Google Vault audit log experience. As a result of this change, you can now find Vault audit logs in the Admin console alongside other Google Workspace apps like Gmail, Google Drive, and more. Beginning in January, Vault audit logs can be accessed by the Reports API, which you can use to actively monitor your domain’s Vault usage. We’ll share more information here on the Workspace Updates blog when this functionality becomes available.

Aligning the location and functionality of Vault audit logs with other Workspace apps creates a consistent experience for admins and reduces the need to search for information in various locations. It also enables audit logs in the admin console to be compliant with our new regionalized data processing capabilities.

Additional details

The duration, access and visibility of Vault audit logs will remain the same and will continue to require the “manage audits” permission. The Vault audit logs can be accessed through the Vault reports and matter audits links as well as from the Admin Console. Visit the Help Center to learn more about setting up Vault privileges.


Getting started

  • Admins: Visit the Help Center to learn more about Vault log events.
  • End users: There is no end user impact or action required.


Rollout pace



Availability


  • Available to Google Workspace Business Plus, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus customers or customers with the Vault add-on license

Resources


Google Vault now supports Google Calendar

What’s changing 

Google Vault now supports Calendar, which means customers can take the following actions around Calendar data: 
  • Manage retention with default and custom rules. 
  • Search and preview events with a number of filters, such as keyword search across description, title, guests, locations and invite response status which can be used to quickly refine your search. 
  • Search for historical versions of events, which allows Vault Admins to search and export events as they appeared on a specific date. 
  • Export data in multiple formats, including ICS, PST (MSFT format) and CSE-decryptable formats. 
  • Apply holds to prevent purging of data which must be retained for legal purposes.


Selecting Calendar as a service from the Vault user interface

Who’s impacted

Admins


Why it matters

Vault is an information governance and eDiscovery tool for Google Workspace. Now customers’ Calendar events can be retained, held, searched, and exported. This integration makes it easier for customers to comply with regional and legal mandates surrounding Calendar data, all from a central tool. 


Vault’s integration with Calendar rounds out support for critical Workspace apps such as Gmail, Drive, Docs, Sheets, Slides, Chat and Meet, providing customers with a consistent experience across all products that are managed within Vault.


Getting started


Rollout pace


  • Rapid and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 29, 2023.
  • Updates for the API rollout will immediately follow the Vault user interface updates.

Availability

  • Available to Google Workspace Business Plus, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus customers or customers with the Vault add-on license.

Resources


Enhancing Google Vault file retention capabilities using Google Drive Labels

What’s changing

Google Drive labels are metadata your organization defines to help organize, find, and apply policies to files in Drive. As an administrator, you can create labels to apply to files stored in Drive. Starting today, Google Vault now supports custom retention rules based on Drive labels. 

With this update, Vault users can set fine-grained file-level retention policies with configurable label conditions (e.g. "label is," "label is not," "label date is before"). Additionally, you can have a label with multiple options (sub labels) and have nested and conditional application of overlapping and distinct rules. 


Who’s impacted 

Admins 


Why you’d use it 

Record retention management is a critical activity for organizations looking to maintain various compliance requirements. With file-level policy administration, label-based retention enables organizations to now be much more targeted in their retention management.


Getting started 

Rollout pace 

Availability 

  • Available to Google Workspace Business Plus, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Standard, and Education Plus customers 

Resources 

Google Workspace Updates Weekly Recap – January 20, 2023

2 New updates

Unless otherwise indicated, the features below are fully launched or in the process of rolling out (rollouts should take no more than 15 business days to complete), launching to both Rapid and Scheduled Release at the same time (if not, each stage of rollout should take no more than 15 business days to complete), and available to all Google Workspace and G Suite customers.


Google Vault support for client-side encrypted emails
Vault now supports retention, search, and export of client-side encrypted emails. Note that admins can't preview the email body and attachments, including inline images — they’ll only be able to see the subject line, sender, and receiver.

Google Workspace already uses the latest cryptographic standards to encrypt all data at rest and in transit between our customers and Google facilities. Client-side encryption helps strengthen the confidentiality of your data while helping to address a broad range of data sovereignty and compliance needs. Visit the Help Center for more information on client-side encryption and our original announcement regarding client-side encryption for Gmail.

Admins can use the Help Center to learn more about client-side encryption and encrypted emails in Vault. End users can use the Help Center to learn more about setting up client-side encryption for Gmail.

Available to Google Workspace Enterprise Plus, Education Plus, and Education Standard customers only.


Set and share personal pronouns across Google Workspace products
Google Workspace admins can now give their users the option to set their pronouns and choose who can see them from their Google Account at aboutme.google.com. 

This is opt-in only and can be enabled for all users or a subset of them (such as for a specific location or department). Admins can use this Help Center article to learn more about enabling this feature for their users.
User-defined pronouns will appear in personal information cards displayed when hovering over or clicking someone’s profile photo across Workspace apps like Gmail, Calendar, Docs, Sheets, Slides, Chat, and Drive. Support for pronouns in Google Meet will roll out in the coming months. Pronouns will also appear in Google Contacts, accessed by clicking “Open detailed view” from the personal information cards. If enabled by their admin, end users can use this Help Center article to learn more about changing their pronouns in their Google Account settings.

If enabled by the admin, users can set pronouns from aboutme.google.com and specify who they are visible to.





Available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Frontline, and Nonprofits, as well as legacy G Suite Basic and Business customers only. 


Previous announcements

The announcements below were published on the Workspace Updates blog earlier this week. Please refer to the original blog posts for complete details.


New beta to move folders from My Drive to shared drives now available 
Following the announcement of an improved admin experience for moving folders from My Drive to shared drives, we’ve introduced a beta that will allow end users to move folders from My Drive into shared drives. | Available to Google Workspace Essentials, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Education Standard, the Teaching and Learning Upgrade, and Nonprofits, and legacy G Suite Business customers only. | Learn more. 


New built-in interoperability between Google Meet and Zoom 
As previously announced in October, we’re introducing video conferencing device interoperability for Google Meet with Zoom, which will allow you to join Zoom Meetings from Google Meet hardware devices and join Google Meet meetings from Zoom Rooms. | Zoom interop on Google Meet hardware is available to all Google Workspace customers, as well as G Suite Basic and Business customers with Google Meet hardware. | Learn more.


Completed rollouts

The features below completed their rollouts to Rapid Release domains, Scheduled Release domains, or both. Please refer to the original blog post for additional details.


Rapid Release Domains:

Rapid and Scheduled Release Domains:

For a recap of announcements in the past six months, check out What’s new in Google Workspace (recent releases).

Google Vault support for client-side encrypted emails

What’s changing 

Vault now supports retention, search, and export of client-side encrypted emails. Note that admins can't preview the email body and attachments, including inline images — they’ll only be able to see the subject line, sender, and receiver. 


Google Workspace already uses the latest cryptographic standards to encrypt all data at rest and in transit between our customers and Google facilities. Client-side encryption helps strengthen the confidentiality of your data while helping to address a broad range of data sovereignty and compliance needs. Visit the Help Center for more information on client-side encryption and our original announcement regarding client-side encryption for Gmail. 


Getting started


Rollout pace 


Availability 

  • Available to Google Workspace Enterprise Plus, Education Plus, and Education Standard customers 
  • Not available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Education Fundamentals, Frontline, and Nonprofits, as well as legacy G Suite Basic and Business customers 
  • Not available to users with personal Google Accounts

Resources 

Google Vault support for client-side encrypted emails

What’s changing 

Vault now supports retention, search, and export of client-side encrypted emails. Note that admins can't preview the email body and attachments, including inline images — they’ll only be able to see the subject line, sender, and receiver. 


Google Workspace already uses the latest cryptographic standards to encrypt all data at rest and in transit between our customers and Google facilities. Client-side encryption helps strengthen the confidentiality of your data while helping to address a broad range of data sovereignty and compliance needs. Visit the Help Center for more information on client-side encryption and our original announcement regarding client-side encryption for Gmail. 


Getting started


Rollout pace 


Availability 

  • Available to Google Workspace Enterprise Plus, Education Plus, and Education Standard customers 
  • Not available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Education Fundamentals, Frontline, and Nonprofits, as well as legacy G Suite Basic and Business customers 
  • Not available to users with personal Google Accounts

Resources 

Gmail exports in Vault now include a new CSV metadata file

Quick Summary

Now when you create Gmail exports in Google Vault, you will get a new CSV-formatted file of the export metadata in addition to the XML file you currently receive. This can make export processing and review easier and may save legal costs. This change improves interoperability with third-party applications.


Getting started

  • Admins: This feature will be ON by default. Admins automatically receive the XML file when they create a Gmail export.
  • End users: There is no end user setting for this feature.

Rollout pace


Availability

Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, available as an add-on to Frontline, available to domain-verified Enterprise Essentials, GSuite Business.


Resources

Google Vault now supports Google Sites

What’s changing

Google Vault now supports new Google Sites. You can use Google Vault to set retention policies for Google Sites, perform searches of Google Sites data, and export Google Sites content. If you already use Vault to hold Google Drive files, sites files will now be covered by those holds. You can set Sites-specific retention rules if you want to manage sites retention.

Who’s impacted

Admins

Why it matters

This provides you with expanded control over your organization’s data, and can help you meet regulatory or legal obligations for your Google Sites data.

If you have Drive retention rules set to purge data after a retention period, sites will be purged according to those rules.

Getting started

  • End users: There is no end user setting for this feature.

Rollout pace

Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on April 27.

Availability

  • Available to Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, and Nonprofits.
  • Not available to Google Workspace Essentials, Business Starter and Business Standard customers, and G Suite Basic customers.

Resources

Google Workspace Admin Help: Supported services and data types
Google Help: Google Vault Help

Changes to Google Drive search operators may alter your Google Vault search results

Quick launch summary

We’ve updated Google Drive Search operators to enable better results when searching for files in Google Vault. This includes changes to the behavior of the to: and from: operators, and a new sharedwith: operator.


Starting April 27, 2021, to: and from: won't match files shared before March 2021, but will better reflect actual sharing actions compared to the current logic. See this Help Center article for more information.


Before April 27, 2021, please check your saved Drive search queries in Google Vault and, if needed, make updates to ensure you get the results you expect:
  • If you search for files in Vault using the to: or from: Drive search operators, you might want to change to: to sharedwith: and from: to owner: to keep the current search behavior.
  • If you do not search for files in Vault using the to: or from: Drive search operators, no action is required.

Note, you’ll know when the new behavior is applied to your to: or from: Drive searches within Vault as you’ll see the below notification near the Terms field:




Getting started

Rollout pace

Availability

  • Available to Google Workspace Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, and Education Plus, as well as G Suite Business customers and customers with the Vault add-on license
  • Not available to Google Workspace Essentials, Business Starter, and Business Standard customers, or G Suite Basic customers

Resources