Tag Archives: Other

What’s New in G Suite – June 2019 – launch recap and survey



Archive and translated versions (coming soon for June issue)

Stay up to date with G Suite launches

Request and review formal document approvals with a new beta

What’s changing 

We’re launching a new beta that allows you to request and review formal approvals on Google Docs, Sheets, and Slides. This feature gives you a direct way to get binding approvals on a file, and to see who’s approved them.



To learn more about this beta and to apply, see here.

Who’s impacted 

Admins and end users

Why you’d use it 

With this beta, you can easily request approval on specific files from a single or multiple reviewers. Once you add a reviewer to a file, they’ll receive a notification via email.

You’ll also have the option to specify a due date when requesting an approval. As the due date approaches, reviewers will receive reminders via email that their approval is needed. Reviewers will also receive reminders if their approval is past due.

For a single reviewer, the file is automatically approved or rejected once the reviewer makes their choice. For multiple reviewers, the file gets approved once all reviewers have selected “approve” and rejected once any reviewer selects “reject.”

 If you need to add additional reviewers to a request, you can do so as long as an approval is still pending. In addition, editors and pending reviewers can choose to re-assign a review request to a more appropriate party.

How to get started 

  • Admins: To apply for the Google Drive Approvals beta, see here
  • End users: 
    • Once this feature is enabled for your domain, to request an approval: 
      • In Google Drive, right-click the file you want to get approved and select “Approvals” from the list of options. 
      •  If you have the file open in preview mode, this option is also available in the actions listed in the three-dot drop-down menu. 
  • To approve or reject a file: 
    • If your approval is requested on a document, you’ll receive a notification email and can take action within Gmail: 
      • You can approve or reject the document in the preview pane, and add comments.
      • From Drive, you can see a pending request for approval in the action items associated with a file, or by right-clicking and choosing “View approvals.” 

Additional details 

Once you send a file for review, the content of the file cannot be modified, including leaving and resolving comments within the document. Only comments regarding the approval itself can be added.
Only editors can unlock the file, in which case the review request is cancelled. Reviews can be requested again once all revisions are made.

Helpful links 



Availability 

G Suite editions 

  • Available to G Suite Business, G Suite Enterprise, G Suite for Education, G Suite Enterprise for Education, and G Suite for Nonprofits 
  • Not available for G Suite Basic 

On/off by default? 


Stay up to date with G Suite launches

Create rubrics in Classroom with a new beta

What’s changing 

You can now create rubrics in Classroom as part of a new beta. Classroom instructors and admins can request to be whitelisted for this beta by filling out this form.

Who’s impacted 

Admins and end users

Why you’d use it 

Rubrics are commonly used with complex assignments that require multiple steps and criteria. Now, educators can create and attach a rubric to an assignment as a guideline for students and to refer back to when understanding their grades.

For business users, rubrics can be used to assess strategies in marketing plans or to evaluate performance in key areas of the business.

With this beta, users can create rubrics that meet their specific needs, making it faster and easier to deliver rich feedback to key stakeholders.

How to get started 

  • Admins and Classroom instructors: Apply for the beta here

Additional details 

This beta is covered by Classroom’s terms of service and privacy policy. This means teachers and instructors can request to be individually whitelisted for this beta. Admins can request access for their domain or a specific group of users.

Helpful links 

Availability 

G Suite editions 
  • Available to all G Suite editions

On/off by default? 

  • This feature will be OFF by default. Once accepted into the beta, it can be enabled at the domain and group level.

Stay up to date with G Suite launches

Use an Android phone for 2-step verification on iOS devices

Quick launch summary 

Earlier this year we announced the ability to use your Android phone’s built-in security key for two-factor authentication in G Suite.

Now, you can use devices with Android 7.0+ (Nougat) to verify your sign-in to Google and Google Cloud services on Apple iPads and iPhones.
To learn more about using your Android phone’s built-in security key to verify sign-in on iOS devices, see our Security Blog


Availability 

Rollout details 
G Suite editions 
  • Available to all G Suite editions 
On/off by default? 
  • If 2-Step Verification or Security Key Enforcement is turned on for an organization, Android phone will be available as an option for security keys by default. 

Use an Android phone for 2-step verification on iOS devices

Quick launch summary 

Earlier this year we announced the ability to use your Android phone’s built-in security key for two-factor authentication in G Suite.

Now, you can use devices with Android 7.0+ (Nougat) to verify your sign-in to Google and Google Cloud services on Apple iPads and iPhones.
To learn more about using your Android phone’s built-in security key to verify sign-in on iOS devices, see our Security Blog


Availability 

Rollout details 
G Suite editions 
  • Available to all G Suite editions 
On/off by default? 
  • If 2-Step Verification or Security Key Enforcement is turned on for an organization, Android phone will be available as an option for security keys by default. 

Google Photos will stop syncing to Drive on July 10, 2019

What’s changing

Starting on July 10, 2019, Google Photos will no longer sync to Google Drive. From that date forward, if you add or delete files in Photos, they won’t be automatically added or deleted in Drive.

Who’s impacted

End users

Why it matters

We heard feedback that users were confused by the connection between Photos and Drive. We’re hoping this simplified experience is easier for users to understand and navigate.

How to get started


  • End users: Starting July 10, G Suite users will need to manually download items from Photos and upload them to Drive. If they delete files in Photos, they’ll need to manually delete them in Drive as well.


Additional details

Currently, G Suite users can choose to sync Photos to Drive. This means that when they upload a file to Photos, it’s automatically uploaded to the Google Photos folder in Drive. Once these changes go into effect, this folder will stop receiving updates. It won’t go away; it will just stop syncing with Photos.

Unlike consumers, G Suite users do not have the option to show photos from My Drive in Google Photos. If Google Photos is disabled in your organization, your users will not be impacted.

See our post on the Keyword for more details.

Helpful links

Help Center: Upcoming changes to Google Photos & Google Drive
Keyword: Changing how Google Drive and Google Photos work together

Availability

Rollout details



G Suite editions

  • Impacts all editions


On/off by default?

  • This change will take place for all organizations by default.



Stay up to date with G Suite launches

Google Photos will stop syncing to Drive on July 10, 2019

What’s changing

Starting on July 10, 2019, Google Photos will no longer sync to Google Drive. From that date forward, if you add or delete files in Photos, they won’t be automatically added or deleted in Drive.

Who’s impacted

End users

Why it matters

We heard feedback that users were confused by the connection between Photos and Drive. We’re hoping this simplified experience is easier for users to understand and navigate.

How to get started


  • End users: Starting July 10, G Suite users will need to manually download items from Photos and upload them to Drive. If they delete files in Photos, they’ll need to manually delete them in Drive as well.


Additional details

Currently, G Suite users can choose to sync Photos to Drive. This means that when they upload a file to Photos, it’s automatically uploaded to the Google Photos folder in Drive. Once these changes go into effect, this folder will stop receiving updates. It won’t go away; it will just stop syncing with Photos.

Unlike consumers, G Suite users do not have the option to show photos from My Drive in Google Photos. If Google Photos is disabled in your organization, your users will not be impacted.

See our post on the Keyword for more details.

Helpful links

Help Center: Upcoming changes to Google Photos & Google Drive
Keyword: Changing how Google Drive and Google Photos work together

Availability

Rollout details



G Suite editions

  • Impacts all editions


On/off by default?

  • This change will take place for all organizations by default.



Stay up to date with G Suite launches

Dynamic email in Gmail becoming generally available on July 2, 2019

What’s changing

Earlier this year, we announced dynamic email in Gmail in beta. On July 2, 2019, this feature will become generally available and will launch on by default for all domains. This means that users will be able to access the feature unless you choose to disable it via the Google Admin console.


Who’s impacted

Admins and end users

Why you’d use it

With dynamic email, you can easily take action directly from within the message itself, like RSVP to an event, fill out a questionnaire, browse a catalog or respond to a comment.

Take commenting in Google Docs, for example. Instead of receiving individual email notifications when someone mentions you in a comment, now, you’ll see an up-to-date thread in Gmail where you can easily reply or resolve the comment, right from within the message.

How to get started


  • Admins: Determine whether your users can use dynamic email by navigating to Apps > G Suite > Settings for Gmail > User settings in the Admin console and selecting from the following options:
    • Disable: This option will prevent users in your domain from receiving interactive emails.
    • Enable now (beta): This option will enable dynamic email (currently in beta) immediately. The feature will remain enabled when it enters general availability on July 2, 2019.
    • Enable when the feature is generally available: This is the default option and will enable dynamic email when this feature becomes generally available on July 2, 2019.
  • End users: Once dynamic email in Gmail launches, users will begin seeing dynamic emails from senders who are sending dynamic emails., if you’ve enabled it. Additionally, users can also turn dynamic mail off for their individual account by following the steps in the Help Center. Note: The “display external images” setting must also be enabled in order for dynamic emails to be displayed.

Additional details

This feature is currently only available in Gmail on the web, with mobile coming soon.

Helpful links



Availability

Rollout details


G Suite editions
Available to all G Suite editions

On/off by default?
This feature will be ON by default beginning on July 2, 2019.

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