Tag Archives: Google Vault

New Google Vault interface will become the only experience starting on May 24, 2021

Quick launch summary 

Last year, we announced a new interface for Google Vault. The new interface makes it easier to navigate Vault and includes new productivity features for faster task completion. See our beta blog post for more information on the improvements in the new interface. 


While the new interface is the primary interface at vault.google.com, it is still possible to access the classic interface at ediscovery.google.com. Starting on May 24, 2021, the classic interface will redirect to the new interface, with no option to revert back. The new interface includes all the core functionality from the classic interface, and there will be no impact on your existing Google Vault setup. 


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 

Vault for Google Voice now generally available

Quick launch summary 

Google Vault now supports Google Voice. This means you can use Vault to retain, hold, search, and export Google Voice data including text messages, call logs, voicemails, and voicemail transcripts. 

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


Getting started 

Example of creating a custom retention rule for Google Voice in the new Vault interface 

Example of creating a custom retention rule for Google Voice in the classic Vault interface 

Example of searching for Google Voice data in the new Google Vault interface 

Example of searching for Google Voice data in the classic Google Vault interface 


Rollout pace 

Availability 

Resources 

New interface for Google Vault

Quick launch summary 

We’ve designed a new interface for Google Vault. The new interface makes it easier to navigate, and includes new productivity features for faster task completion. To use the new interface, visit vault.google.com and sign in with your Google Workspace admin account. 

The new interface includes all the core functionality from the classic interface, and there’s no impact on your existing Google Vault setup. The main interface improvements include the following: 
  • When you first sign in, you’re directed to a home page with up to three options (depending on your permissions): Retention, Matters, and Reporting. 
  • When you set up retention rules and holds, step-by-step flows with more tooltips guide you through the process. 
  • Custom retention rules, holds, and search results are listed in sortable, filterable tables. This helps you more easily understand the scope of your information governance policies and search results. 
  • When you explore search results and hold reports, you keep your context. Clicking an item opens a side panel instead of taking you to a new page. 

The classic interface is still available at ediscovery.google.com. Matters, retention rules, and audit log data will sync between the interfaces and be available in both places until ediscovery.google.com is shut down. We’ll provide more details regarding this turndown on the Workspace Updates blog at least three months in advance. 


Getting started 

  • Admins: The new interface is available at vault.google.com. Visit the Help Center to learn more about managing Google Vault for your organization. Note that users in the classic interface may see a banner inviting them to try the new interface starting on December 3, 2020. 
  • End users: No end user impact. 
When you first sign in, you’ll now see a home page with up to three options: Retention, Matters, and Reporting. 

Custom rules are now listed in a sortable, filterable table. 

You’ll see a new interface for creating and managing rules. 

Rollout pace 

  • This feature is available now for all users. 

Availability

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

Resources 

New interface for Google Vault

Quick launch summary 

We’ve designed a new interface for Google Vault. The new interface makes it easier to navigate, and includes new productivity features for faster task completion. To use the new interface, visit vault.google.com and sign in with your Google Workspace admin account. 

The new interface includes all the core functionality from the classic interface, and there’s no impact on your existing Google Vault setup. The main interface improvements include the following: 
  • When you first sign in, you’re directed to a home page with up to three options (depending on your permissions): Retention, Matters, and Reporting. 
  • When you set up retention rules and holds, step-by-step flows with more tooltips guide you through the process. 
  • Custom retention rules, holds, and search results are listed in sortable, filterable tables. This helps you more easily understand the scope of your information governance policies and search results. 
  • When you explore search results and hold reports, you keep your context. Clicking an item opens a side panel instead of taking you to a new page. 

The classic interface is still available at ediscovery.google.com. Matters, retention rules, and audit log data will sync between the interfaces and be available in both places until ediscovery.google.com is shut down. We’ll provide more details regarding this turndown on the Workspace Updates blog at least three months in advance. 


Getting started 

  • Admins: The new interface is available at vault.google.com. Visit the Help Center to learn more about managing Google Vault for your organization. Note that users in the classic interface may see a banner inviting them to try the new interface starting on December 3, 2020. 
  • End users: No end user impact. 
When you first sign in, you’ll now see a home page with up to three options: Retention, Matters, and Reporting. 

Custom rules are now listed in a sortable, filterable table. 

You’ll see a new interface for creating and managing rules. 

Rollout pace 

  • This feature is available now for all users. 

Availability

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

Resources 

Changes to Google Chat group conversations and classic Hangouts coming December 3, 2020

What’s changing

Starting December 3, 2020, we’ll make three changes to how group conversations work in Google Chat:
  • Add and change members. You’ll be able to add and change members of new group conversations.
  • Different Google Vault retention policy. If you have a Vault retention policy set, the updated group conversations will respect a different retention policy.
  • Compatibility with classic Hangouts. Group conversations in Hangouts will begin to appear in Google Chat over the coming weeks.
See below for more information on each of these updates.

Who’s impacted

Admins and end users

Why you’d use it

As we announced earlier this year, starting in the first half of 2021, everyone can begin upgrading from Hangouts to Chat. To ensure a smooth transition, we will help automatically migrate your Hangouts conversations and saved history. These changes further ensure compatibility between classic Hangouts and Chat to make migrating your users as seamless as possible.

Additional details

Updated group conversations
When a new member is added to a group conversation, all members will see a message announcing the new member. The new member will be able to see the entire conversation, even messages sent before they entered, allowing them to catch up easily.



If you have a group conversation created before December 3, you can easily create an updated conversation with the same people using the “Start a new chat” option in the conversation settings menu.


History and retention settings
While end users can toggle history on and off at the conversation level, admins can control whether to keep chat history for users in their organization. They can set the default and also let users change their history setting for each conversation.

Note that these updated group conversations will also respect a different retention policy in Vault. If you set custom Chat retention rules in Google Vault, the scope of coverage will change. Rules set for “All Chat Spaces” (previously known as “All Rooms”) will apply to existing chat rooms, plus updated group messages and group messages that synchronize between Chat and Hangouts. Visit the Help Center for more details.

Compatibility with classic Hangouts
Group conversations in Hangouts—beginning with conversations, followed by message history—will begin to appear in Google Chat over the coming weeks. This will allow your users to move from Hangouts to Chat without losing context. In addition, 1:1 messages, updated group conversations, and unthreaded rooms from Chat will begin to appear in Hangouts (Note: this change will only be available for users with Hangouts enabled).

Getting started

  • Admins: We recommend you review your existing retention rules and evaluate if you need to change them to retain only the message data you want. You can also visit the Help Center to learn more about turning history in Chat on or off for your organization.
  • End users: Membership in these updated group conversations will be editable by default starting December 3, 2020.

Rollout pace

Updated group conversations
Compatibility with classic Hangouts

Availability

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

Resources

Use the Count API to estimate Vault API export sizes

Quick launch summary 

We’re adding a Count API to the Vault API. The Count API enables you to see the number of messages, files, or other data items that match a search query. 


You can use the number of items to estimate the size of the export, and then choose to proceed with the export or adjust the query to retrieve fewer items. This can help ensure a successful export by reducing the likelihood of export errors due to size. 


Getting started 

  • Admins: Visit the API documentation to learn more about the Count API and review an example. 
  • End users: No end user impact. 

Rollout pace 

Availability 

  • Available to Business Plus, Enterprise Standard, Enterprise Plus, Enterprise for Education, as well as other customers with the Vault add-on license 
  • Not available to Essentials, Business Starter, Business Standard, Education, and Nonprofits customers  

Resources 

Roadmap 

Ensure that Google Vault captures all emails in your domain

What you should know

To ensure that copies of all sent or received messages in your domain are stored in the associated users' Gmail mailboxes, you should set up comprehensive mail storage in the Admin console. This is not a new setting, but we’ve learned that some G Suite admins don’t realize it’s disabled by default.

Who’s impacted

Admins only

Why you’d use it

Storing these emails in Gmail mailboxes means that your Vault retention policies and holds, as well as searches and exports for Gmail, will include these emails. Examples of emails sent or received in your domain include mail sent from Calendar and Drive and other G Suite services.

How to get started



Additional details

One example of email captured by comprehensive mail storage is email written in Calendar. For instance, it’s sometimes useful to email all or a subset of the people in a meeting invite. If you click the "Email Guests" icon, it will send an email from your email address. You have the option to email all guests, target people based on RSVP status, and/or send a copy to yourself. There are no CC, BCC, or attachment options, but the details of the calendar event will be included in the email.

If you uncheck “Send copy to me” and the comprehensive mail storage option is disabled in your domain, a copy of the sent message will not be stored in any Gmail mailbox. If comprehensive mail storage is enabled in your domain, a copy of the sent message will be stored in your Sent mailbox.

Helpful links

Help Center: Set up comprehensive mail storage

Availability

Rollout details


G Suite editions

  • Comprehensive mail storage is available to G Suite Basic, G Suite Business, G Suite Enterprise, G Suite for Education, G Suite Enterprise for Education, and G Suite for Nonprofits.
  • Vault is available to G Suite Business, G Suite Enterprise, G Suite Enterprise for Education, and any G Suite users with add-on Vault licenses.

On/off by default?

  • Comprehensive mail storage is OFF by default and can be enabled at the OU level.

Stay up to date with G Suite launches

Google Vault API updates to replace Team Drives fields

What’s changing 

We recently updated the Vault API to reflect the renaming of “Team Drives” to “shared drives.” You can see more details on the name change here.

The new fields in the API are detailed below. Currently, both the old and updated fields are available. However, we will stop supporting the old fields in the API on June 1, 2020. You will need to migrate any app(s) that use the affected fields before June 1, 2020, to make sure they continue to work.

The specific changes to the API are:


Who’s impacted 

Admins and developers only

Why you’d use it 

Google Vault is the eDiscovery and compliance solution for G Suite, allowing customers to retain, hold, search, and export their data. The API means you can programmatically manage your organization's eDiscovery operations. If you’ve developed apps that use the API, you may need to make minor updates to make sure they keep working as intended.

How to get started 




Helpful links 




Availability 

Rollout details 
  • New “shared drives” fields are available today.
  • We will stop supporting the old “Team Drives” related API fields on June 1, 2020.


G Suite editions
  • Google Vault is available to G Suite Business, Enterprise, Education, and Enterprise for Education editions, as well as other G Suite customers with the Vault add-on license.


Stay up to date with G Suite launches

Search and export new Sites with Vault beta

What’s changing 

You can use Vault to search and export content in new Google Sites with a new beta program. Note that the beta will only support Vault’s search and export functionality, it will not support Vault’s holds and retention functionality.

Use our Help Center to find out more, or apply to join the beta here.

Who’s impacted 

Admins only

Why you’d use it 

Customers that sign up for the beta will be able to find content in new Sites, preview and navigate through the site in the Vault interface, and export sites for further analysis. This can expand your organization’s archiving and eDiscovery by adding content from new Sites.

How to get started 


Additional details 


Details of actions available in the beta 

Search for content in new Sites. You can search for Sites alongside other Drive content, or use the operator type:site to target just Sites data in Google Drive.


Find specific sites by their published URLs. Use our Help Center to learn more about searching for Sites data in Vault.


Preview and navigate through the site in the Vault interface, and export sites for further analysis.

 
Scope of functionality available through the beta: 

  • Vault only supports content in new Sites. Classic Sites content is not supported. 
  • Only the most recent version of the draft site will be available for search and export in Vault. 
  • This could be different from the published version of the site, as unpublished changes would be included. 
  •  This beta program only provides access to search and export functionality for new Sites, and does not include retention or hold functionality. 

Helpful links 



Availability 

Rollout details 


G Suite editions 

  • Available to G Suite Business, Enterprise, and Enterprise for Education editions, as well as other G Suite customers with the Vault add-on license 


On/off by default? 



Stay up to date with G Suite launches

Apply to be a part of the Hangouts Chat Accelerated Transition Program

This announcement was made at Google Cloud Next ‘19 in San Francisco. Check out Next OnAir to tune into the livestream or watch session recordings following the event.


What’s changing

We’re announcing an Accelerated Transition Program to give a first wave of organizations a head start on migrating to Hangouts Chat and get early access to new features.

Additionally, we've heard your feedback, and we want to give you early access and more time before the general availability of these features. Therefore, we’re extending the previously announced timelines to give you more time to manage change in your organization. See below for more information.

Who’s impacted

Admins only

Why you should apply to the Accelerated Transition Program

Simplify communications by disabling classic Hangouts apps and migrating all users to the newest enterprise-grade Chat product on a faster timeline. As a part of this program, you’ll receive early access to new Chat features such as Chat integration with Gmail and the ability to chat with external users.

For more information about the additional benefits of this program, check out the Acceleration Transition Program Help Center.

How to get started



Upcoming changes to the Chat and Vault transition schedule

Some changes originally scheduled to happen starting on April 16, 2019, such as Chat retention rules and holds applying to your messages in Hangouts Classic, and enabling Chat for all users that are using classic Hangouts, will now take place over the next few months. We'll also be giving you more time before we transition all domains from classic Hangouts to Chat. More notices and details will be shared on the G Suite Updates blog as they approach.

Note: If you are a Google Vault customer, you still must set Chat retention rules and holds before April 16, 2019. You must continue to create new holds in both Mail and Hangouts Chat if you need to preserve chat messages during this migration period.


Helpful links



Availability

G Suite editions

  • All G Suite editions are welcome to apply to this program.

Stay up to date with G Suite launches