Tag Archives: Admin Console

Updates to storage management tools in the Admin console

What’s changing 

In April 2022, we announced a new set of tools for managing storage across your organization. These tools give our customers additional insights and control to manage storage usage across users, groups, and their entire organization. To further enhance this experience, we’re rolling out: 
  • A new Storage Admin role 
  • The ability to apply storage limits to shared drives (coming soon) 
  • A new column called Shared drive ID in the Manage Shared Drives page (coming soon) 

See below for more information. 


Who’s impacted

Admins 


Why it's important

Super admins can use the new “Storage Admin” role to delegate access to the storage management tools, which will allow these admins to view and manage their storage usage. The new Storage Admin role will be rolling out over the next several days. As an admin, you can delegate a new Storage Admin in the admin console by navigating here. 


In the coming months, admins will be able to apply a storage limit policy to shared drives within a company or an organizational unit. This new functionality will further help admins configure and manage storage settings that best fit the needs of their organization. In addition, admins will be able to uniquely identify a shared drive using the Shared drive ID. We’ll provide an update on the Workspace Updates Blog when this functionality becomes available. 


Applying storage limits to a shared drive



Storage information for shared drives



Getting started 

Rollout pace 

Storage Admin role 


Adding Shared Drive Storage Limits & Shared Drive ID 
  • We’ll share an update once this feature becomes available. 

Availability 

  • Available to all Google Workspace customers, as well as legacy G Suite Basic and Business customers 

Resources 

Preview or download client-side encrypted files with Google Drive on Android and iOS

Quick summary 

Admins for select Google Workspace editions can update their client-side encryption configurations to include Drive Android and iOS. When enabled, users can preview or download client-side encrypted files. This feature is available for file types supported by Google Drive, including Microsoft Office and PDF files. Google Docs, Sheets, and Slides are not yet supported.




Support for Google identity on Drive Android & Drive iOS will be introduced in a future release — we will provide an update on the Workspace Updates blog at that time.


Getting started 


Rollout pace 


Availability 

  • Admins — Configure client-side encryption for Google Drive Android and iOS: Available to Google Workspace Enterprise Plus, Education Standard and Education Plus customers
  • End users — Preview or download client-side encrypted files with Google Drive Android and iOS: Available to all Google Workspace customers, as well as legacy G Suite Basic and Business customers

Resources 


Encouraging Working Location coverage across organizations

What’s changing

Starting today, admins have access to a new tool that aims to drive Working Location usage across their organizations. This setting adds a customizable banner to users’ Calendar either encouraging or requiring them to set up their working location. 


By increasing the usage of working location, admins and colleagues will have better context for location planning, meeting room management, preparing meetings for virtual and in-room attendees, and more.


Example of a default message on a non-dismissible banner 

working location banner 2

Example of a custom message on a dismissible banner


Who’s impacted 

Admins 


Why it’s important 

This feature furthers our effort to enable better planning around in-person collaboration and meeting and event coordination, especially in a hybrid work environment. Additionally, the banner will encourage users to take advantage of the many enhancements to Working Location capabilities over the last few months: 

Additional details 

The Calendar banners are easy, flexible, and can be customized to include a message or a link to a landing page. Admins can also determine how long they want banners to appear. 


Getting started 


Rollout pace 


Availability 

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

Resources 

Google Workspace Updates Weekly Recap – October 14, 2022

New updates 


There are no new updates to share this week. Please see below for a recap of published announcements. 


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.



In-room meeting participants can now join break out rooms 
When using Google Meet Hardware devices, meeting hosts can now assign conference rooms to breakout rooms. | Available to Google Workspace Essentials, Business Standard, Business Plus, Enterprise Starter, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Plus, the Teaching and Learning Upgrade, Frontline, and Nonprofits customers only. | Learn more. 


Transcribe speech during Google Meet calls into a Google Doc 
You can now transcribe a Google Meet video meeting into a Google Doc. The transcribed file is saved in the hosts “Meet Recordings” folder in Google Drive, similar to meeting recordings. | Available to Google Workspace Business Standard, Business Plus, Enterprise Starter, Enterprise Standard, Enterprise Plus, Education Plus, and the Teaching and Learning Upgrade customers only. | Learn more. 


Use SIP Link to link phone numbers from local carriers to Google Voice 
For Google Voice Standard and Premier customers, admins can now connect a Session Initiation Protocol (SIP) trunk with Voice. This allows phone numbers (PSTN services) from local carriers to be used for Google Voice through a secure set of certified Session Border Controllers (SBCs), such as Audiocodes, Cisco, Oracle, and Ribbon. | Available with Voice Standard and Voice Premier licenses only. | Learn more. 


Preview and interact with files using smart chips in Google Sheets 
As an extension of smart canvas, you can now add Google Drive files directly into a Google Sheet as a smart chip. | Learn more. 


Expanding smart chips to include events in Google Sheets 
In addition to the recent announcement of adding files to Google Sheets using smart chips, we're also making it easier for you to quickly insert Calendar events into Sheets. | Learn more. 


Join or start a meeting directly from Jamboard on the web to kickstart collaboration 
We’re expanding interoperability with Google Meet and Jamboard with the option to join or start a meeting directly from Jamboard on the web. This makes it easier for you to seamlessly present your jam and start collaborating. | Learn more. 


Data loss prevention for Google Chat now generally available 
Over the next several weeks, data loss prevention (DLP) rules for Google Chat will become generally available for select Google Workspace editions. Data protection rules for Chat help admins and security experts build a stronger framework around sensitive data to prevent personal or proprietary information from ending up in the wrong hands. | Learn more. 

Improve your visibility in Google Meet video calls
Google Meet can now automatically frame your video before joining a meeting to help ensure equal visibility for all participants. The automatic framing happens only once, so there are no motion distractions that can divert attention from the content of the meeting. | Available to Google Workspace Business Standard, Business Plus, Enterprise Essentials, Enterprise Starter, Enterprise Standard, Enterprise Plus, Education Plus, Education Teaching and Learning Upgrade, and Workspace Individual customers with eligible devices. Also available to Google One subscribers with 2TB or more storage space with eligible devices. | Learn more. 

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

Data loss prevention for Google Chat now generally available

This announcement was made at Google Cloud Next ‘22. Check out Next OnAir to tune into the livestream or watch session recordings following the event. Visit the Cloud Blog to learn more about the latest Google Workspace innovations for the ever-changing world of work. 

What’s changing

In July 2022, we announced data loss prevention (DLP) rules for Google Chat as an open beta. Over the next several weeks, this feature will become generally available for select Google Workspace editions. 


Data protection rules for Chat help admins and security experts build a stronger framework around sensitive data to prevent personal or proprietary information from ending up in the wrong hands. These leaks, whether accidental or malicious, are a top concern for our customers. 


Admins can selectively apply data protection rules to: 
  • Messages in group conversations, spaces, and/or direct messages 
  • Messages between internal and/or external participants 
  • Message text and/or attachments 

Once DLP rules are applied, messages and files in relevant conversations will automatically be scanned for sensitive information. Admins can configure the action to be taken in response to sensitive data being detected, such as: block from sending, warn before sending, and log for audit. 


In the Security Investigation Tool, we’ve added additional tabs which contain more information on incidents, such as Incident Details, containing information about the message, sender and a triggered rule, and Chat Transcript, showing preceding and following messages to the triggering one, providing a detailed context for investigation.

Additional information regarding Chat events

Getting started 

  • Admins: 
    • This feature will be OFF by default and can be enabled at the domain, OU, or group level. You can create DLP rules in the Admin console under Security > Data Protection. 
      • Note: You can modify existing DLP rules for Drive and Chrome to also apply to Chat. 
    • Visit the Help Center to learn more about turning data loss prevention in Chat on for your organization. 
    • If admins opt to log these events, they can be accessed in the Security Investigation Tool. 
  • End users: There is no action required. 

Rollout pace 


Availability 

  • Available to Google Workspace Enterprise Standard, Enterprise Plus, Education Standard, Education Plus. 
  • DLP for Chat is also available to Cloud Identity Premium users who are also licensed for Workspace editions that include Google Chat and Audit and investigation. Visit the Help Center for more information. 
  • Not available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Frontline, and Nonprofits, as well as legacy G Suite Basic and Business customers 

Resources 

New Google endpoint management setting to show both personal and work entries in Google Calendar on Android devices

Quick launch summary 

In 2020, we announced the ability to see your personal and work calendars together on your Android device. We’re now adding support for Google endpoint management admins to enable this feature for their users. 





Users with multiple accounts can easily switch accounts when using the Google Calendar app on a mobile device. This helps users manage multiple accounts more easily, and ensures consistency across Workspace apps. 


Now, admins in organizations that use endpoint management will be able to determine whether this feature makes sense for their users and turn it on/off as desired. They can also choose to delay the feature promotion for their users, depending on the change management plan. 


Getting started 

  • Admins: 
    • This feature will be ON by default and can be disabled at the domain level. To disable cross-profile calendar visibility in the Admin console, go to Apps > Web and mobile apps > Google Calendar > Connected App configuration and deselect “Allow viewing of personal calendar entries in work profile (work profile devices only).” 
    • You can turn off the promotion of this feature to end users here. If you don’t turn off the promotion of this feature, it will be shown to users starting on October 26, 2022. 
  • End users: This feature will be OFF by default. It can be enabled by the user on their device. Please note, you must use Android Work Profile on Android 11+ devices to use this feature. We strongly recommend the latest software updates for the best experience. Visit the Help Center to learn more about turning cross-profile support in Calendar on or off. 

Rollout pace 

Admin Setting 
  • Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on September 12, 2022 
  • Note: If you don’t turn off the promotion of this feature, it will be shown to users starting on October 26, 2022.

Availability 

  • Available to Google Workspace Business Plus, Enterprise Standard, Enterprise Plus, Education Standard and Education Plus customers, as well as G Suite Business and Cloud Identity Premium customers 
  • Not available to Google Workspace Essentials, Enterprise Essentials, Business Starter, Business Standard, Education Fundamentals, Nonprofits, and Frontline customers, as well as G Suite Basic customers 

Resources 

Updating framing options for Google Meet hardware in the Admin console

What’s changing 

We’ve recently announced updates to framing on Google Meet hardware devices, such as improving the discoverability of the “Frame people” feature and improving the overall stability of the framing experience. 


As we continue to roll out framing and Meet hardware improvements, the Admin console will be updated accordingly. Over the coming weeks, we will replace the current continuous framing setting with the option to set default framing options based on the camera capabilities of the device — such as the option to frame people by default and speaker or group framing, which will be introduced in the future. This helps ensure that each Meet hardware device uses settings that are best suited for the room and participants.

Getting started 

  • Admins: There is no admin action required. We will provide an update on the Workspace Updates Blog when the new admin controls are implemented. 
  • End users: No action required, this change will happen automatically. Note: This feature is not available when other devices, such as a webcam, are plugged into a meeting hardware kit. 


Rollout pace


Availability 

  • Available to all Google Workspace customers, as well as G Suite Basic and Business customers 
  • Available for all supported Google Meet hardware devices that have not yet reached their auto-update expiration date.

Resources 

Dark Canvas theme now available on Google Meet hardware home screen

What’s changing 

We’re adding support for a dark home page theme for Google Meet hardware devices. When using Dark Canvas, devices will now feature dark user interface elements on the home screen when not in an active call. Dark Canvas mode can be applied to any Google Meet hardware device in your fleet. 






We’re also adding a new batch of Canvas wallpapers, which are specially designed by various artists to look great on Google Meet hardware devices. 


Who’s impacted 

Admins and end users 


Why it’s important 

We know it’s important that your devices look their best when they’re not in use, so we’ve extended our collaboration with the Canvas Project to deliver a fresh new group of wallpapers from top artists. 


Additionally, with the upcoming launch of the Series One Desk 27”, we know many users may be sitting closer to their devices than before. Dark Canvas mode is a great way to reduce the brightness of your display while keeping them looking great. 


Additional details

The existing “Wallpaper” setting in the Admin console has now been renamed “Home screen” and the Canvas option has been split into two options: “Canvas - light” and “Canvas - dark”. Each option will have a unique selection of wallpapers specially chosen that pair well with the selected home screen theme. 


Note that custom wallpapers will continue to use light mode. 


Getting started 

  • End users: There is no action required. 
  • Admins: This is an opt-in feature and is managed at the OU level. No changes will be made to previous selections and no custom wallpapers will be affected.

    The Home screen policy can be managed at Devices > Google Meet hardware > Settings > Device Settings > Home screen. 




Rollout pace 


Availability 

  • Available to all Google Workspace customers, as well as G Suite Basic and Business customers 
  • Available for all supported Google Meet hardware devices that have not yet reached their auto-update expiration date. 

Resources

More ways to collaborate using visitor sharing in Google Drive

Quick summary 

Currently, you can use visitor sharing—secure, pincode-based collaboration—to share items with non-Google accounts. This allows non-Google users to view, comment on, or edit content in Google Drive, Docs, Sheets, Slides, and Sites. Beginning today, you can use visitor sharing to allow non-Google users to upload content or create files within shared drives owned by organizations and users on Google Workspace. 



Getting started 

  • Admins:This update will be available by default when visitor sharing is turned on for your organization. Visit this Help Center article to learn more about turning visitor sharing on or off for your organization.
  • End users: There is no end user setting for this feature. If enabled by your admin, visit this Help Center article to learn more about visitor sharing. 

Rollout pace 


Availability 

  • Available to Google Workspace Essentials, Business Standard, Business Plus, Education Plus, Enterprise Standard, and Enterprise Plus customers 
  • Not available to Google Workspace Business Starter, 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 Workspace Updates Weekly Recap – August 19, 2022

New updates 


There are no new updates to share this week. Please see below for a recap of published announcements. 


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.



Improved quality and performance for Google Meet effects on the web 
Background effects are now more accurate for Google Meet users on the web. This allows you to experience more accurate background blur, background replace, and immersive background and styles. | Available to Google Workspace Business Standard, Business Plus, Enterprise Standard, Enterprise Plus customers, and Workspace Individual users on eligible devices in eligible countries (Northern America, Europe, Northern Africa, Central Asia, Southeastern Asia). Visit the Help Center to learn more about availability. | Learn more. 

More control over accessibility preferences in Docs, Sheets, Slides, and Drawings 
You’re now able to set preferences for Docs, Sheets, Slides, and Drawings individually, rather than having the same accessibility settings apply across these products. | Learn more. 

Updated user interface for managing email quarantines 
In the coming weeks, you will see a new user interface when using the email quarantine tool. This brings the email quarantine experience inline with other tools in the Admin console, making it more intuitive to navigate and use. | Learn more. 

See how much noise is being removed during Google Meet video calls 
Google Meet can now remove background noises such as typing, construction sounds, or background chatter. | Available to Google Workspace Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Plus, and Workspace Individual customers only. | Learn more. 

Conveniently connect site visitors with social channels in new Sites 
Site editors can now insert stylized social media links into pages within their site, enabling you to more conveniently connect site visitors with additional information and content on your social channels. | Learn more. 

Enhancements to the “Frame people” feature on Google Meet hardware devices 
We’ve introduced two enhancements on Google Meet hardware devices for the “Frame people” feature: 
  • The “Frame people” feature is now more easily discoverable and can be accessed in a meeting from the touch panel in fewer steps. 
  • A solution to a recent bug impacting the auto framing capability for some Google Meet hardware devices. The auto framing functionality has been restored to impacted devices with improved reliability and performance. 
Available to all supported Google Meet hardware devices that have not yet reached their auto-update expiration date. | Learn more. 

New color categorization in Calendar to better understand how you’re spending your time 
You can now categorize your time by naming and assigning a corresponding color label to an event within Time Insights in Calendar. | Available to Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Plus and Nonprofits customers only. | Learn more. 

Easily assign Tasks from Google Docs 
In Google Docs, you can now assign a checklist item to yourself or a colleague that will then show up in the assignee’s Tasks list. | Learn more. 


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