Tag Archives: Admin Console

Google Workspace extensions for Gmail, Google Drive and Google Docs are now available in open beta for Gemini (gemini.google.com)

What’s changing 

We’re pleased to announce Google Workspace extensions for Gmail, Google Drive and Google Docs are available for Gemini (gemini.google.com). When enabled, Gemini will be able to cross reference these apps as data sources to better inform its responses.

View of Google Workspace extensions from the Gemini Extensions page




This feature is available in open beta for Google Workspace customers with the Gemini Business, Enterprise, Education, and Education Premium add-ons — no additional sign-up is required.


Who’s impacted


Admins and end users


Why you’d use it


Google Workspace extensions enhance Gemini's capabilities by allowing it to access information from your Gmail, Docs, and Drive. This enables Gemini to locate, reference and incorporate this additional data, leading to even more informed and relevant responses. This deeper integration helps bring Gemini’s capabilities more seamlessly into your daily workflows, helping enhance productivity. For example, referencing a Doc that outlines your target audiences while performing customer research in Gemini (gemini.google.com).


Additional details

  • During the open beta period, Context-Aware Access (CAA) for Gmail, Drive and Docs isn’t supported with Google Workspace extensions. Context-Aware Access gives you control over which apps a user can access based on their context, such as whether their device complies with your IT policy. Learn more about Context-Aware Access.
  • Google Workspace extensions honors access control settings for files within Drive, meaning users can only access files that they own or have been shared with them (excluding files shared via Shared Drive).
  • Google Workspace extensions is not available to Google Workspace users accessing Gemini as an additional Google service.
  • Note that Google Workspace personal content that Gemini Apps get from extensions is not reviewed by anyone to improve AI models, not used to train AI models, and not shared with other users or institutions. Visit the Help Center for more information.

Getting started

  • Admins: 
    • This feature will be OFF by default and can be enabled at the OU or Group level. During the open beta period, Drive, Gmail and Docs must be enabled to use Google Workspace extensions.


Rollout pace


Availability

Available for Google Workspace customers with the:
  • Gemini Business, Enterprise, Education, or Education Premium add-on

Resources


Use the Apple Volume Purchasing Program (VPP) to distribute apps for device enrollment and company owned devices

What’s changing

In November 2023, we announced the ability to purchase and distribute iOS apps to user-enrolled devices through Apple’s Volume Purchase Program. Beginning today, we’re expanding this functionality to include device enrollment and company-owned iOS devices.




Who’s impacted

Admins and end users


Why you’d use it 

Admins can use the Volume Purchasing Program to efficiently curate a suite of work-related apps—both free and paid—for their team. This streamlined process not only simplifies the deployment of essential business apps but also ensures that employees have access to the right apps they need to be productive and efficient, all within the secure perimeter of our MDM platform. To further streamline the enrollment and app distribution process, we’re automatically installing mandatory apps during enrollment for company-owned devices. This latest update makes it easier for admins to deploy apps across various device types in their organization.


Additional details

Please note that Apple ID sign-in won't be needed in the company-owned iOS devices flow after configuring apps with VPP.


The automatic installation of mandatory apps during onboarding applies to all enrollment types and devices that violate mandatory apps compliance will be immediately blocked until the required app(s) are installed. 


Getting started


Rollout pace


Availability

Available to Google Workspace
  • Business Plus
  • Enterprise Essentials and Enterprise Essentials Plus
  • Enterprise Standard and Plus
  • Education Standard and Plus, and the Endpoint Education Upgrade add-on
  • Frontline Starter and Standard
  • Cloud Identity Premium

Manage your compliance and data controls from a single source in the Admin console

What’s changing 

We know that compliance and data controls are paramount for our customers, both in understanding Google Workspace’s policies and configuring compliance-relevant features according to the needs of their business sector and geographical region. To help our customers navigate these complexities, we’ve centralized some of these relevant features and information into a single location in the admin console: Data.


Within this section, admins can:
  • Find a centralized hub containing all data and compliance-related features such as data regions, access transparency, and more.
    • Access Approvals, Access Management, Access Transparency, Client Side Encryption, Data Regions can now be found under Data > Compliance. Please note that Access Transparency can still be found under Menu > Reporting.

  • Data Export, Data migration, and Google Takeout can now be found under Data > Data import & export.

  • Find a dedicated compliance node containing guides and resources to help them configure their settings within various regulations and standards such as IL4, CJIS, and FedRAMP High.
Data > Overview



Data > Compliance > Guides and Resources


Getting started

  • Admins: You can access the new Data node compliance center in the Admin console by navigating to Menu > Data. From here, you will find the Overview page, as well as the Compliance and Data Import & Export categories. 
  • End users: There is no end user impact or action required.

Rollout pace


Availability

  • Available to all Google Workspace customers

    Resources


    Access Management is now generally available in the European Union

    What’s changing 

    Access Management is now also generally available in the European Union — these controls allow customers to select the physical location from which Google support teams can access organizational data during support activities. Customers can now restrict support personnel to EU Google staff in EU locations. If necessary, non-EU Google staff may access data through virtual desktops that are located in EU locations.




    Who’s impacted

    Admins


    Why it’s important

    Google Workspace Assured Controls enables customers to meet strict regulatory information governance requirements. With Access Management, customers can limit the Google staff who can take support actions related to their data. Additionally, since Assured Controls is available on Google Workspace’s native platform, you don’t need to move to a separate GovCloud environment for access to these capabilities. This update gives our customers another way to configure how and where their data is accessed by Google staff.


    Getting started


    Rollout pace

    Availability

    • Assured controls are available as a paid-add on for Google Workspace Enterprise Plus. For more information, contact your Google account representative.

    Introducing a new experience for data regions reporting

    What’s changing 

    We’re pleased to announce several new enhancements to Google Workspace data regions: 


    For the first time, admins will be able to specify not only the region (EU or US) where their data is stored, but also the region in which it is processed, with granular controls to allow administrators to easily refine the region and level of compliance needed as appropriate for their organizational groups. Workspace customers have the flexibility to select multiple geographies to suit their needs, versus being restricted to one region mandated by billing address.


    Also, based on customer feedback, we have re-architected our reporting dashboard to both deliver new functionality and simplify the experience for administrators. These include:
    • A simplified experience that focuses on the status of your data region's posture. 
    • Streamlined reporting for Google Workspace Enterprise Plus customers.
    • Advanced reporting for Assured Controls customers.


    Who’s impacted

    Admins


    Why it’s important


    Assign data processing to the United States or Europe
    Although customers are not required to use the sovereignty offerings within Workspace in order to comply with the GDPR, we make advanced data residency controls available so that customers can proactively leverage digital sovereignty best practices and keep pace with regulatory legislation. 


    Putting the emphasis on status
    We’ve heard from our customers that it’s critical to quickly determine whether their data is being stored in the proper location. Based on this feedback, we’ve simplified the dashboard to consolidate  parameters like “application” and “data type”, which were not useful to customers into a single status indicator.  


    Also, admins can now access two new reporting cards: Versions and Policies. The Versions card will tell admins how many users have each edition of data regions, while the Policies card will tell you how many users have their storage and processing settings assigned to the US or Europe.




    It’s important to note that if you’re subject to partial domain licensing, you may see a mix of users spread across different editions. A user’s feature set may vary based on their assigned Workspace editions — we recommend using our Help Center to learn more about the difference between editions.


    Advanced reporting for Assured Controls customers
    For those Google Workspace customers using Assured Controls, you can leverage more advanced reporting which will help you determine that data is being both stored and processed properly. You can also drill down into this information on an app-by-app basis.

    Getting started

    Rollout pace

    Availability

    • Enterprise Data Regions are included with Enterprise Plus, Education Standard, Education Plus, and Enterprise Essentials Plus.
    • Fundamental Data Regions are included with Frontline Starter, Frontline Standard, Business Standard, Business Plus, Enterprise Standard, and Enterprise Essentials. Reporting is not included with fundamental data regions — you can purchase Enterprise data regions as a paid add-on with any of these editions. 
    • Assured Controls are available as a paid-add on for Google Workspace Enterprise Plus.

    Important policy updates for Early Access apps starting July 30, 2024

    What’s changing 

    To ensure organizations’ continued access to services, we're changing the way Early Access apps transition to Additional Google Services:


    Currently, when an Early Access app becomes an Additional Google Service, it is turned on or off by default based on your new services preference in the Admin console. This occurs even if the Early Access apps service status is set to On for everyone. 


    Starting July 30, 2024, if you have an Early Access app service set to On, you won’t lose access to the app when it transitions to an additional service, regardless of your new service preferences. These apps will only be turned off if both settings are set to Off.


    Additional details

    Google AI Studio will transition from an Early Access app to an Additional Google Service on July 30, 2024. Access to AI Studio will be based on the information outlined above. We recommend that you double-check your settings ahead of time to ensure access to AI Studio is configured as you see fit.

    Getting started


    Rollout pace

    • The updated policy will take effect for all Google Workspace customers on July 30, 2024. 


    Availability

    • This update impacts all Google Workspace customers.

    Resources


    Google Workspace Updates Weekly Recap – June 28, 2024

    3 New updates

    Unless otherwise indicated, the features below are available to all Google Workspace customers, and are fully launched or in the process of rolling out. Rollouts should take no more than 15 business days to complete if 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.


    Your users can now express interest in Gemini for Google Workspace 
    We’re introducing a simple way for Workspace end users to request a Gemini license from their admins on the Gemini for Google Workspace homepage. To send this request, Workspace end users simply select ‘Get Started’ from the Gemini for Google Workspace marketing page, then click on ‘Ask my admin’ and complete the request form. Super admins will receive this request by email, and from there they can choose to purchase a Gemini license in the Admin console.

    Admins will have the option to disable these requests prior to this update. Admins can do so in the Admin console by going to Account > Account Settings > Gemini for Google Workspace, and deselecting the ‘User-requested upgrades’ setting— use this article in our Help Center for more information. | Rolling out now to Rapid Release domains and Scheduled Release domains. | Learn more about Gemini for Workspace, including our recent Gemini for Workspace announcements.

    Multi-account support now available for Google Keep on large screen Android devices
    Last year, we introduced multi-instance support for Google Keep on large screen Android devices. To take this a step further, we’re now allowing multiple accounts to be used at the same time on the same device in Keep. Having two windows open side-by-side enables better insight into your notes and gives you more ways to work with, display, and organize your content across multiple accounts. | Rolling out now to Rapid Release domains and Scheduled Release domains. | Available to all Google Workspace customers, Workspace Individual Subscribers, and users with personal Google accounts. 
    Multi-account support now available for Google Keep on large screen Android devices

    Updates for Gemini for Workspace usage reports in the Admin console
    Recently, we introduced Gemini for Workspace usage reports in the Admin console. Beginning today, we’re introducing additional updates for these reports: 
    • Usage reports are now available for Gemini Education and Gemini Education Premium customers. 
    • Admins can filter usage reports by OU and Groups. 
    Admins can access these reports via Admin console under Menu > Generative AI > Gemini reports. | Also available to Google Workspace customers with the Gemini Enterprise and Gemini Business add-ons. | Rolling out now to Rapid Release domains and Scheduled Release domains. | Learn more about reviewing Gemini usage in your organization.
    Updates for Gemini for Workspace usage reports in the Admin console


    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.


    Google Classroom add-ons now generally available to Google Workspace developers 
    Classroom add-ons generally available to all developers. These complement other Classroom API features and let educators and students experience content without having to leave Google Classroom. | Learn more about Classroom add-ons. 

    Manage access to eSignature in Google Workspace 
    The admin control for Google Workspace’s eSignature feature is live for select Google Workspace editions. Admins can control users’ ability to request signatures before eSignature rolls out to end users in the coming weeks. | Learn more about eSignature in Google Workspace. 

    Gemini in the side panel of Gmail, Google Docs, Google Sheets, Google Slides, and Google Drive is rolling out now 
    We’re pleased to announce the general availability of Gemini in the side panel of Gmail, Docs, Sheets, Slides, and Drive. Learn more about the side panel in Docs, Sheets, Slides, and Drive and Gmail. 

    Bringing our Learning Interoperability Tools under one umbrella: Google Workspace LTI™ 
    Going forward, all Learning Interoperability Tools, including Assignments LTI™, and Google Drive LTI™, will be consolidated into a single category: Google Workspace LTI™. | Learn more about Google Workspace LTI™. 

    Introducing Colab Pro and Colab Pro+ for Google Workspace 
    Currently, Google Workspace admins can turn Colab on for their users, allowing them to access the free version of Colab. This week, we announced the Colab Pro and Colab Pro+ standalone subscriptions for Google Workspace customers. | Learn more about Colab for Google Workspace. 

    Grading periods API for Google Classroom is now available in Developer Preview
    Grading period endpoints and capabilities in the Classroom API are now available through the Google Workspace Developer Preview Program. | Learn more about the Grading periods API. 

    Additional admin space management capabilities in Google Chat API are now available in Developer Preview Program 
    We’re pleased to announce more space management capabilities, such as the ability to look up details about specific space, update space details, and more. | Learn more about admin space management capabilities in Google Chat API. 

    Improving calculation speed in Google Sheets 
    We recently announced the latest advancements in Sheets, including that we’ve doubled the speed of calculation in Google Sheets on Google Chrome and Microsoft Edge browsers. This update can improve the speed of actions like formulas, pivot tables, conditional formatting, and more, regardless of your file size. | Learn more about Sheets calculations. 

    Add up to 500,000 members to spaces in Google Chat 
    To provide greater flexibility and inclusiveness for larger organizations, we’re excited to announce that starting today, spaces can now have up to 500,000 members. | Learn more about large spaces in Chat.

    Completed rollouts

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


    Rapid Release Domains: 
    Scheduled 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).  

    Introducing Colab Pro and Colab Pro+ for Google Workspace

     What’s changing

    Currently, Google Workspace admins can turn Colab on for their users, allowing them to access the free version of Colab. Beginning today, we’re pleased to announce the Colab Pro and Colab Pro+ standalone subscriptions for Google Workspace customers:

    • Colab Pro offers 100 compute units that grant access to additional powerful GPUs, memory, features, and productivity enhancements enabled with AI assistance.
    • Colab Pro+ gives you all the benefits of Colab Pro like productivity enhancements enabled with AI assistance, plus an additional 400 compute units for a total of 500 per month that grant access to additional powerful GPUs, along with background execution for our longest-running sessions.



    Who’s impacted


    Admins and end users


    Why it’s important


    Colab provides access to Google's powerful computational resources, which can be used to train machine learning models and perform other data-intensive tasks — all from your web browser. It can be used for a variety of data science and machine learning tasks, including:


    • Exploratory data analysis
    • Developing with the Gemini API
    • Machine learning model development
    • Natural language processing such as text classification and sentiment analysis
    • Image processing such as object detection and image classification.

    We know that many Colab users are also Google Workspace users, especially those within educational institutions. Colab Pro and Colab Pro+ can help enhance their work and research with more compute units, faster GPUs, more memory and more.


    Further, these offerings can help admins efficiently subscribe an entire team or organization to Colab, thereby minimizing the friction associated with setting up individual accounts for each user. By managing subscriptions at the group level, organizations can more effectively support collaborative workflows and ensure that all team members have access to the resources they need.


    Getting started

    • Admins: 
      • Access to the Admin console is required to initiate purchase. To purchase Workspace Colab Pro or Colab Pro+, go to Billing > Get more services > More products. Visit the Help Center to learn more about how to assign licenses to users after purchase, as well as available Google Workspace subscriptions.
      • For Google Workspace for Education K-12 customers: The access control for Colab is OFF by default and requires Admins to enable this control if they want users in their domain to access Google Colab. Before turning access to Colab ON, Admins are required to obtain parental consent for <18 users because Colab is included as an Additional Service. Consent can be requested with this notice template. 



    • End users: 
      • Colab is OFF by default and can be enabled by your Admin. 
      • Note that if you have purchased Colab's “Pay As You Go” offering for yourself, you can continue using it in addition with Colab Pro and Pro+. 

    Bringing our Learning Interoperability Tools under one umbrella: Google Workspace LTI™

    What’s changing 

    Going forward, all Learning Interoperability Tools, including Assignments LTI™, and Google Drive LTI™, will be consolidated into a single category: Google Workspace LTI™. There are no functionality changes with this update, but you will notice the following: 
    • Assignments will be renamed to Google Workspace LTI™ in the Admin console and Google Workspace LTI™ in the Google Cloud console 
    • All LTI tools managed in the Admin console with the Google Workspace LTI™ service 
    • The Google Assignments Help Center will be rebranded to Google Workspace LTI™. The community forum will remain the same. 

    Getting started 

    Rollout pace

    • Available now.

    Availability

    Available for Google Workspace:
    • Education Fundamentals, Standard, Plus, and the Teaching & Learning Upgrade

    Resources

    Manage access to eSignature in Google Workspace

    What’s changing

    Starting today, the admin control for Google Workspace’s eSignature feature is live for select Google Workspace editions. Admins can control users’ ability to request signatures before eSignature rolls out to end users in the coming weeks.


    To configure this setting, go to Apps > Google Workspace > Drive and Docs > eSignature in the Admin console. Admins can manage eSignature access at the Organizational Unit (OU) level or the Group level, as shown below:

    The eSignature control in the Admin console



    Why you’d use it 

    Admins can manage access to eSignature in advance of the feature rollout to end users so only the appropriate groups will have the ability to request eSignatures. Note: the admin control does not restrict users from providing eSignatures via the feature.


    Additional details

    eSignature for Google Docs is rolling out to end users soon

    In the coming weeks, we will roll out eSignature for Google Docs to end users on select Google Workspace editions. eSignature offers a variety of features to help you streamline requesting and capturing signatures, helping you stay organized and keep your work moving along. Specifically, you can:

    • Request eSignatures, including signatures from more than one user and from non-Gmail users.
    • View the status of pending signatures and find completed contracts.
    • Keep contract templates to initiate multiple eSignature requests.
    • View an audit trail of completed contracts,
    • Use custom text fields to request additional information from signers, such as job titles, email addresses and more. 
    • Sign contracts from both mobile devices and PCs. 

    Getting started

    Rollout pace

    Admin setting

    End user availability

    Availability

    • Available to Google Workspace
      • Business Standard and Plus
      • Enterprise Starter, Standard and Plus
      • Enterprise Essentials and Enterprise Essentials Plus 
      • Education Plus customers
    eSignature is already available for Google Workspace individual subscribers.