Tag Archives: Google Docs

Request and review formal document approvals in Google Docs


What's changing

Previously we launched a new beta that allows you to request and review formal approvals on Google Docs, Sheets, and Slides, and now we are rolling out that ability to more users. Once requested, approvers can approve, reject, add comments, or edit the document in response. All of this can be done without leaving the secure environment of Google Workspace. 



Requesting an approval on a Google Doc

Requesting an approval on a Google Doc


Who’s impacted 

Admins and end users 

Why you’d use it 

Securing document approvals can be difficult when collaborating with multiple stakeholders and competing priorities. This feature makes it easy to secure those approvals and see who has approved them.

This feature also ensures that when edits are made to a document, all reviewers are notified and the latest version of the document is re-approved. It also ensures that once all reviewers have provided their approval, the file locks and cannot be edited, securing the integrity of your document. 

We hope this feature streamlines the workflow needed to secure approvals on contracts, legal documents, and other situations where formal approval is required. 

Additional details 

Once a document is sent for approval, reviewers get email, browser or Google Chat notifications, based on where they have selected in Google Drive’s web settings to receive notifications. They will then receive a link they can follow directly to the document. 

If you set a due date, your reviewers will receive email reminders that their approval is needed or past due. You’ll also be able to prevent any user from editing the item’s content or leaving comments and suggestions by choosing to lock the document. 

Note: Documents by default will remain unlocked until they are fully approved. 

If you request approval from multiple people, the document is considered approved once all reviewers approve the file. If an edit is made during the approval process, all reviewers will need to re-approve the latest version of the file and will receive email notifications in those instances. The document approval request is rejected for all reviewers if a single reviewer rejects the file. 

Once all reviewers approve the document, the file will be locked. Locked files can't be edited until they're unlocked or approved. Unlocking the file cancels the current approval request. 

Getting started 


Enabling the approvals feature in the Admin console

Enabling the approvals feature in the Admin console

Rollout pace 

Admin setting 

Note: While the Admin console setting will be visible and configurable, your setting will not be enforced until November 15, 2021 

End user feature 

Availability 

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

Resources 

Roadmap 

Google Workspace Updates Weekly Recap – November 5, 2021

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.


Updated emoji experience in Google Chat on iOS
It’s now easier to express yourself more authentically in Chat on iOS. We’re making the following updates to the emoji experience: The Emoji set is updated to the latest version (Emoji 13.1), reflecting the latest emoji set and diversity and inclusion options; Gender-neutral options for gender-modifiable emojis have been added; Emoji skin tone and gender preferences are saved per individual emoji. | Available to all Google Workspace and G Suite customers, as well as users with personal Google accounts.


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.


More easily add citations in Google Docs with new search and automated entry function
When adding citations in Google Docs, you can now search for books and online sources, then automatically populate some attributes for those sources.  | Learn more.



Refine search results in Google Drive with search chips, launching in beta
We’re launching a new beta for Google Drive that will help users refine their search and locate files faster using search chips. This beta will be available for all Google Workspace editions—eligible customers can use this form to express interest in the beta. | Learn more.



Enable advanced context-aware access to Google Workspace in the Admin console
You can now configure context-aware access (CAA) custom access levels using advanced attributes directly from the Google Workspace Admin console. You can use more advanced signals such as time/date restrictions, credential strength, Chrome browser attributes or verified ChromeOS as well as third-party signals via BeyondCorp Alliance partners. | Available to Google Workspace Enterprise Standard, Enterprise Plus, Education Standard, and Education Plus. Also available to Cloud Identity Premium customers. | Learn more.



Google Workspace Client-side encryption beta expanded to include Google Meet and Google Drive for desktop
We’re now expanding the client-side encryption beta to include desktop data for Google Meet and Google Drive. Additionally, key access service APIs are now publicly available for anyone to use. Lastly, we are adding two new Key access service partners (Fortanix, Stormshield) for customers looking for a dedicated partner that integrates with the key access service APIs. | Learn more.



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

More easily add citations in Google Docs with new search and automated entry function

What’s changing 

When adding citations in Google Docs, you can now search for books and online sources, then automatically populate some attributes for those sources. 


Citation Search navigation

Citation search navigation

Who’s impacted 

End users 

Why you’d use it 

Citations are an important aspect of many types of documents. This new search and automatic addition function makes it quicker and easier to add citations. By automating part of the source creation process, and ensuring correct formatting, we hope to save you time and reduce manual errors while managing citations. 

Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: This feature will be available automatically. In every document, users can find the feature using the Tools > Citations menu item. Visit the Help Center to learn more about adding citations to your document. 

Rollout pace 

Availability 

  • Available to all Google Workspace customers, as well as G Suite Basic and Business customers 
  • Available to users with personal Google Accounts 

Resources 

More easily add citations in Google Docs with new search and automated entry function

What’s changing 

When adding citations in Google Docs, you can now search for books and online sources, then automatically populate some attributes for those sources. 


Citation Search navigation

Citation search navigation

Who’s impacted 

End users 

Why you’d use it 

Citations are an important aspect of many types of documents. This new search and automatic addition function makes it quicker and easier to add citations. By automating part of the source creation process, and ensuring correct formatting, we hope to save you time and reduce manual errors while managing citations. 

Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: This feature will be available automatically. In every document, users can find the feature using the Tools > Citations menu item. Visit the Help Center to learn more about adding citations to your document. 

Rollout pace 

Availability 

  • Available to all Google Workspace customers, as well as G Suite Basic and Business customers 
  • Available to users with personal Google Accounts 

Resources 

Add a page break before paragraphs in Google Docs

Quick launch summary

You can now mark a paragraph to always begin on a new page with the new “Add page break before” option in Google Docs. This is particularly useful if you want certain paragraph styles to always create a new page such as titles, subtitles, or headings.

Add the new "Add page break before" paragraph style in Docs


This also means that you can import and export Microsoft Word and other third-party documents that have “Page break before” applied to paragraphs and Docs will retain that formatting.

Getting started

  • Admins: There is no admin control for this feature.
  • End users: You can add this formatting style by going to Format > Line & paragraph spacing in the Docs menu bar and clicking “Add page break before.” Visit the Help Center to learn more about paragraph styles in Docs.

Rollout pace

Availability

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

Resources

Easily add to Google Docs with the new universal @ menu

What’s changing 

As part of our mission to build the future of work, smart canvas enables new ways to collaborate in Google Workspace. This includes smart chips, which enable you to add interactive building blocks to connect people, content, and events into one seamless experience. 

Now, we’ve added a universal insertion menu to easily add things like tables and images, in addition to smart chips, directly in Google Docs. Simply type “@”, and you’ll see a list of recommended files, people, meetings, as well as different content elements and formats to insert into your work. You can also search all available components. 

Typing @ to add to Google Docs

Who’s impacted 

End users 

Why it matters 

A quick and simple way to add rich elements to your content, the universal @ menu makes it easy to preview and read relevant documents, find associated meetings and stakeholders, add tables and images, and more, directly from Google Docs. 

Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: There is no end user setting for this feature. Visit the Help Center to learn more about adding items with the @ menu 

Rollout pace 

Availability 

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

Resources 

Create meeting notes in Google Calendar

What’s changing

You can now quickly start and share a meeting notes document for your Calendar events.

GIF of adding Meeting notes in the Calendar details view
Meeting notes in the Calendar details view



Creating a notes document from Calendar will automatically populate the document with the event information and attach the document to the event.

You can also add this same meeting notes template into any doc by typing “@” in the doc and using the drop-down menu.

Add a meeting notes into a Doc using the @ menu
Add a meeting notes template into a Doc




These features are currently only available in Calendar and Docs on the web.

Who’s impacted

End users

Why you’d use it

Meeting notes are one of the most common use cases in Docs, and an effective way to make meetings a good use of time. However, creating, sharing and finding them later involves several basic repetitive steps, and involves switching between Docs and Calendar. The meeting notes feature is a shortcut to create such documents with some quick clicks.

This feature streamlines the creation, sharing and attachment of meeting notes into Calendar events.

Additional details

In Calendar, this feature is only available to meeting organizers or guests with permissions to modify the event.

You can use this feature several ways:
  • While creating or editing an event, you’ll see a “Create meeting notes” button next to the attachment section. You can click this button to create a new document, which attaches it to the event upon saving the changes.
  • Clicking the “Take meeting notes” button in a scheduled event will create this document, and immediately open it in a new tab so users can get started capturing notes right away. In the background, this document will also be attached to the calendar event for future reference.

Once you make these meeting notes, we’ll automatically link back to the Calendar event from the doc, making it easy to navigate between places.

You’ll still be able to attach additional documents to the Calendar event.

Sharing the meeting notes 
  • If you click to “Create meeting notes” when creating a new event or editing an existing event, the notes doc will be shared with the attendees, including those outside your organization, once you hit “Save.”
  • If you click “Take meeting notes” on a scheduled Calendar event, attendees will not automatically have access and we’ll show you a prompt to share in Docs.
  • When capturing meeting notes for scheduled events from Google Docs:
    • If you’re the meeting organizer: A pop-up prompts you to share and attach the document to your event. To give access, click Share & attach.
    • If you’re not the meeting organizer: A pop-up prompts you to share the document. To give access, click Share. The document doesn't attach to the event.

Getting started

  • Admins: There is no admin control for this feature.
  • End users: There is no end user setting for this feature. Visit the Help Center to learn more about meeting notes in Calendar.

Rollout pace

Availability

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

Resources

View richer information about your coworkers directly in the sidebar for Google Chat, Calendar, Docs, and more.

Quick launch summary 

You can now find and view additional information about people within your organization, your Contacts, and more across additional Google Workspace products. This information includes: 

  • Contact information, such as phone number and email address,  
  • Team and manager, 
  • Office and desk location, 
  • Whether you’ve received email from them before, and more. 

This feature is already available for Gmail, and will now be available from the following products: Google Chat, Calendar, Docs, Sheets, and Slides.

Getting started 

  • Admins: To maximize this feature, it’s helpful to have user data fully populated across Google Workspace apps. Workspace admins can populate this data in a few locations: 
  • End users: There is no end user setting for this feature. Click “Open Detailed View” while hovering over a user’s information card, or select the Contacts icon in the side panel. Visit the Help Center to learn more about using Google products side by side. 

Rollout pace 

Availability 

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

Resources 

View richer information about your coworkers directly in the sidebar for Google Chat, Calendar, Docs, and more.

Quick launch summary 

You can now find and view additional information about people within your organization, your Contacts, and more across additional Google Workspace products. This information includes: 

  • Contact information, such as phone number and email address,  
  • Team and manager, 
  • Office and desk location, 
  • Whether you’ve received email from them before, and more. 

This feature is already available for Gmail, and will now be available from the following products: Google Chat, Calendar, Docs, Sheets, and Slides.

Getting started 

  • Admins: To maximize this feature, it’s helpful to have user data fully populated across Google Workspace apps. Workspace admins can populate this data in a few locations: 
  • End users: There is no end user setting for this feature. Click “Open Detailed View” while hovering over a user’s information card, or select the Contacts icon in the side panel. Visit the Help Center to learn more about using Google products side by side. 

Rollout pace 

Availability 

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

Resources 

View richer information about your coworkers directly in the sidebar for Google Chat, Calendar, Docs, and more.

Quick launch summary 

You can now find and view additional information about people within your organization, your Contacts, and more across additional Google Workspace products. This information includes: 

  • Contact information, such as phone number and email address,  
  • Team and manager, 
  • Office and desk location, 
  • Whether you’ve received email from them before, and more. 

This feature is already available for Gmail, and will now be available from the following products: Google Chat, Calendar, Docs, Sheets, and Slides.

Getting started 

  • Admins: To maximize this feature, it’s helpful to have user data fully populated across Google Workspace apps. Workspace admins can populate this data in a few locations: 
  • End users: There is no end user setting for this feature. Click “Open Detailed View” while hovering over a user’s information card, or select the Contacts icon in the side panel. Visit the Help Center to learn more about using Google products side by side. 

Rollout pace 

Availability 

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

Resources