Tag Archives: Google Drive

New admin controls for third-party app backups in Google Drive

What’s changing 

Admins can now choose whether their Android users can back up data from third-party apps, such as WhatsApp, to their G Suite accounts. Previously, admins didn’t have specific controls for third-party app backups—all G Suite users who had Drive enabled could back up this data, and users without Drive enabled could not. With this launch, admins can choose whether their users can back up this data, regardless of whether they have Drive.

This backup feature is limited to WhatsApp at launch, but other apps could be added in the future. If WhatsApp data is backed up, it can be used to restore WhatsApp conversation and message history if a user gets a new phone or deletes WhatsApp data from the device (e.g. via a factory reset).

Before choosing to enable or disable the feature for some or all of your users, we recommend that you use our Help Center to learn more important details about managing 3rd-party app backups for your organization. Also note: 

  • Third-party app backups is an additional service, which is not covered under the G Suite Terms of Service. 
  • These backups do not count against any Drive storage quotas. 
  • WhatsApp backups are only available for Android devices. 
  • Backups will automatically expire; WhatsApp backups that haven’t been updated for one year will be removed (learn more). 


Who’s impacted 

Admins and end users


Why it matters 

This gives admins more control over the content that’s stored in their domain. If enabled, third-party app backups can help users preserve and manage important data.


Additional details 


User experience of using and managing backups 
Users will see a link to Backups in Google Drive within the ‘Storage” section (see image below). This will contain their backed-up data. That data could include third-party apps such as WhatsApp (if enabled by their Admin with this control), as well as Android device backups. Users can delete these backups if they choose. Users cannot see the contents of these backups within Drive; they can only be used to restore data in third-party apps.

If admins turn third-party app backups off, users may be notified that their backups are not working properly. To avoid these notifications, the user can turn backups off on their device or back up their data to a different account on their device.

If admins have third-party app backups turned on but have Drive turned off, users may not be able to directly delete their backups through the Drive UI. Backups will continue to be deleted automatically upon expiration. You can also use our Help Center to find other ways to immediately delete backups


Getting started 

Admins: Starting on 5 February 2020, there will be a new setting in the Admin Console to control this feature at Admin console > Apps > Additional Google Services > Third-Party App Backups. The setting will initially have the same ON/OFF state as the Google Drive service, and can be controlled at the domain, OU, or group level. Visit the Help Center to learn more about managing backups for your organization.

Admin Controls for third-party app backups 

End users: This feature may be available to end users depending on the Admin control. If enabled, backups can be found and managed by users at Drive > Storage > Backups in their linked G Suite accounts. Use the Help Center to find out more about managing backups in Google Drive.

Users can find Backups in the ‘Storage’ section of Google Drive 


The new Backups section 


Rollout pace 


  • Rapid and Scheduled release domains
    • Admin console setting: This setting will appear in the Admin console sometime between February 5 and 12. 
    • User impact: G Suite users may see the “Backups” view starting on February 5 (Rapid Release) and February 19 (Scheduled Release), but no new policies will be enforced until March 4 or later. These policies will go into effect for users between March 4 and 11. 

Availability 


  • Available to all G Suite customers 

Resources 


G Suite Add-ons now generally available in Calendar, Gmail, and Google Drive

What’s changing 

Last year we announced the beta of G Suite Add-ons, a new cross-suite platform that connects G Suite to your favorite workplace apps. Beginning today, G Suite Add-ons will begin rolling out to all users.

With G Suite Add-ons, workflows that require third-party applications can be executed inside G Suite, allowing users and teams to use the applications they want without leaving G Suite. For example, you can install the Workfront add-on for quick access across Calendar, Gmail, and Google Drive.

Installing the Workfront add-on directly from Calendar


Access G Suite Add-ons from the side panel of Calendar, Google Drive, and Gmail

Take action without leaving G Suite


Who’s impacted

Admins and end users

Why it’s important

G Suite Add-ons connect G Suite with third-party applications so you can work directly from the G Suite app you’re using, rather than toggling from one app to another. They also surface relevant information and suggest actions based on what you’re working on. 

Add-ons from SignEasy, WebEx, Workfront, Lucidchart and more will be available once this feature has fully rolled out and can be installed from the G Suite Marketplace

Organizations can also build their own add-ons using Apps Script. Note that the developer feature will be fully available in early February — we’ll provide an update here once it’s fully rolled out.


Additional Details

G Suite Add-ons will work across G Suite products, allowing developers to create a single add-on that works across G Suite, rather than building a separate add-on for each application within G Suite. 

G Suite Add-ons are currently accessible in Calendar, Gmail, and Google Drive, with support for other G Suite products coming later this year.

Getting started

  • Admins: This feature will be available by default. If you allow users to install only whitelisted applications from the G Suite Marketplace, you can specify those apps within the Admin console. Or, you can install chosen G Suite Add-ons for your entire domain via the listing in the G Suite Marketplace.
  • End users: This feature will be available by default. You’ll be able to install G Suite Add-ons using the “+” button in the G Suite quick access side panel. The add-ons you install will appear in the side panel across G Suite apps.

Rollout pace

Resources

Roadmap

Restrict the use of Drive File Stream to company-owned devices

Quick launch summary

Earlier this year, we gave admins more control over their corporate data by integrating controls for Drive File Stream in Google’s device management interface. The option to restrict the use of Drive File Stream to company owned-devices only is now available to opt into.

Admins can access the setting by going to the Admin console and navigating to Apps > G Suite > Settings for Drive and Docs > Features and Applications. Then, select “Allow Drive File Stream in your Organization” and “Only allow Drive File Stream on authorized devices (Beta)".

Availability

G Suite editions

  • Available to all G Suite editions


On/off by default?

  • This feature will be OFF by default and can be enabled at the OU level.



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Drive file suggestions in Google Chrome will be generally available beginning in December

What’s changing

Earlier this year, we announced a beta for Drive file suggestions in Google Chrome. This feature will start rolling out to customers beginning on December 16, 2019. Prior to this date, we recommend Admins review and adjust the new setting in the Admin console that controls this feature. For more information on this setting, see below.

Drive file suggestions in Chrome allow users to search their Google Drive files directly from the Chrome URL bar, instead of drive.google.com. Currently, this functionality is limited to files that users have previously opened in Chrome. Starting on December 16, 2019, users who restart their browsers will be able to search for any Drive files that they have access to, including ones they haven’t previously opened in Chrome.



Who’s impacted

Admins and end users

Why it’s important

Starting December 16, 2019, Drive file suggestions in Chrome will be enabled by default for your organization. There is a new setting in the Admin console that allows admins to control access at the OU or group level for this feature. When “Allow Google Drive file suggestions for signed in users whenever a search is performed” is selected, users can modify their individual search settings in Chrome to enable or disable Drive file searches.

If you leave Drive file suggestions in Chrome enabled, users who are signed in and opted in Chrome sync will see Drive suggestions in the Chrome URL bar for their synced account (Chrome version 69 and above). To learn what sync settings users can manage and how they’re managed, as well as how to enable or disable Chrome Sync, see our Help Center.

We recommend reviewing and adjusting the new setting in the Admin console that controls this feature as needed. See below for instructions on how to modify this setting, or visit our Help Center.

How to get started


  • Admins: 
    • Prior to December 16, 2019, review and adjust the dedicating setting in the Admin console that controls this feature as needed. See our Help Center to learn more.


  • End users: If file suggestions are enabled in your domain, you can turn drive file suggestions on or off in Chrome browser:
    • Open Chrome Browser and go to More > Settings
    • Under People, click Sync.
    • Turn on or off Google Drive search selections.

Additional details

This feature will be available to users signed into a Chrome profile on any operating system: Chromebook, Mac, Windows, etc.

Availability

Rollout details
  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 16, 2019
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 16, 2019

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

On/off by default?
  • This feature will be ON by default and can be controlled at the OU or group level.

Stay up to date with G Suite launches

Google Drive apps and Editor add-ons moving from Chrome Web Store to G Suite Marketplace

What’s changing

In the coming weeks, we’ll move all Google Docs, Sheets, Slides, and Forms add-ons and Google Drive apps from the Chrome Web Store to the G Suite Marketplace. See our Cloud Blog for more details on this change. If an add-on’s developer hasn’t taken action to migrate their listing, new users won’t be able to install it. We’re calling these add-ons “unmigrated add-ons.”


Who’s impacted

Admins and end users

Why it matters

Existing users of unmigrated add-ons will continue to be able to use them. However, if they uninstall Editor add-ons or Drive apps, they won’t be able to reinstall them. Moreover, if an existing user creates a template with one of these add-ons, any users who don’t already have the add-on installed won’t be able to use the add-on within the template.

How to get started


  • Admins and end users: No action is required. To check whether an add-on has been migrated, search for it in the G Suite Marketplace
  • Developers: Drive apps and Editor Add-ons must have a G Suite Marketplace listing prior to September 9, 2019. For more information on how to migrate your add-ons, see here for Drive developers and here for Editors developers.

Helpful links



Availability

Rollout details

  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on August 28, 2019
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on August 28, 2019

G Suite editions

  • All G Suite editions


Stay up to date with G Suite launches

Complete basic PDF forms directly in Google Drive on mobile

Quick launch summary

You can now fill out structured PDF forms within the Google Drive app on Android and iOS devices. You’ll be able to complete text fields, select options from a dropdown menu, and select checkboxes or radio buttons. After filling out the form, you can save your edits as a new revision of the document, or save a copy.

This feature makes it quicker and easier to complete business invoices, event registrations, tax forms and other types of simple forms. This eliminates the need to print, fill-in by hand, and re-upload the document, saving you time.



To begin filling out a form, tap the pencil button in the PDF preview or tap the form field directly. When you’re done, save edits or save a copy of the form.

Note that this feature is not available on XFA forms, and does not support e-signature.

Availability

Rollout details

  • Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on August 22, 2019
  • Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on August 22, 2019

G Suite editions

  • Available to all G Suite editions


On/off by default?

  • This feature will be ON by default.


Stay up to date with G Suite launches

Create shortcuts in Drive with a new beta

What’s changing 

We’re launching a new beta that allows you to create shortcuts in Drive, making it easy to reference and organize files and folders outside of a given shared drive.

To learn more and express an interest in this beta, see here. We’ll begin accepting domains into this program in the coming weeks.


Who’s impacted 

Admins and end users


Why you’d use it 

Shortcuts are pointers to files that are stored in another folder or in another drive—like a shared drive or another user’s drive—that make it easy to surface content without creating copies of files.

For example, if Paul in marketing shares a document from his team’s shared drive with the entire sales team, Greta in sales can create a shortcut to that document in her own team’s shared drive. Previously, because documents can’t be owned by two shared drives, Greta would need to create a copy of the document for her team’s shared drive, which could then quickly become out of date. 



Additionally, the existing “Add to My Drive” option will be replaced with “Add shortcut to Drive”. Note that files currently living in two locations in My Drive will continue to do so at this time (e.g. those that you’ve added to your My Drive previously).

How to get started 


  • Admins: Admins can express interest in the Google Drive shortcuts beta here. We’ll begin accepting domains into the program in the coming weeks. 
  • End users: Once this feature is enabled for your domain, to create a shortcut: 
    • In Docs, Sheets, and Slides files, you’ll see a new “Add a shortcut to this file in Drive” button next to the “Star” button at the top. 
    • From there, you can select where in your Drive you want the shortcut to appear. From Google Drive, you can right click on a file and select “Add shortcut to Drive” or drag and drop an item into a folder in My Drive. 

Additional details 

You can create a shortcut for the following content types:

  • Google Docs, Google Slides, and Google Sheets files 
  • JPGs, PDFs, and Microsoft Office files 
  • Folders 

Shortcuts are visible to everyone who has access to the folder or drive containing the shortcut. Note that creating a shortcut does not mean sharing access to a file or folder.

Helpful links 



Availability 

G Suite editions 

  • Available to all G Suite editions


Stay up to date with G Suite launches

A new way to help students turn in their best work

Today’s students face a tricky challenge: In an age when they can explore every idea imaginable on the internet, how do they balance outside inspiration with authenticity in their own work? Students have to learn to navigate the line between other people’s ideas and their own, and how and when to properly cite sources.

We've heard from instructors that they copy and paste passages into Google Search to check if student work is authentic, which can be repetitive, inefficient and biased. They also often spend a lot of time giving feedback about missed citations and improper paraphrasing. By integrating the power of Search into our assignment and grading tools, we can make this quicker and easier. 

That’s why Google is introducing originality reports. This new feature—with several reports included free in every course—will be part of Classroom and Assignments, which was also announced today. We create originality reports by scanning student work for matched phrases across hundreds of billions of web pages and tens of millions of books. 

When assigning work in Classroom and Assignments, instructors will have the option to enable originality reports. Students will then be able to run up to three originality reports on documents they attach to the assignment before submitting their work. This heads-up gives students an opportunity to proactively improve their work, and also saves time for instructors. 

After submission, a fresh originality report will automatically be available to instructors when grading the assignment. These reports will flag text that has missed citations and has high similarity with text on the web or in books.

Analyze student work with originality reports in Google Assignments

But comparing work to search results isn’t the only way to ensure authentic work. Coming soon, schools can choose to have their own private repository of past student submissions, so instructors can receive originality reports that include student-to-student matches within the same school. 

Once the feature is generally available, instructors will be able to access originality reports at no charge for up to three assignments in each course they teach. Schools that would like unlimited access can upgrade their instructors to G Suite Enterprise for Education.  During the initial, limited testing period, all instructors can use originality reports as much as they would like to, at no charge. We’ll continue to add features at no additional cost to G Suite for Education.

To use originality reports with Classroom, sign up to apply to be part of the testing program by filling out our form. To try Assignments, which includes originality reports automatically, sign up through our website.

We’re looking forward to seeing how teachers and students alike use the tool to create work that’s both authentic and original. 

Source: Drive


Google Assignments, your new grading companion

Instructors lose valuable time doing cumbersome tasks: writing the same comment on multiple essays, returning piles of paper assignments, and battling copy machine jams. These frustrations are most often felt by instructors with the highest teaching workloads and the least time. For the last five years, we’ve been building tools—like Classroom and Quizzes in Google Forms—to address these challenges. Now you can take advantage of these tools if you use a traditional Learning Management System (LMS). 

Assignments brings together the capabilities of Google Docs, Drive, and Search into a new tool for collecting and grading student work. It helps you save time with streamlined assignment workflows, ensure student work is authentic with originality reports, and give constructive feedback with comment banks. You can use Assignments as a standalone tool and a companion to your LMS (no setup required!) or your school admin can integrate it with your LMS. Sign up today to try Assignments.

If you're one of the 40 million people using Classroom: you've got the best of Assignments already baked in, including our new originality reports. For everyone else, Assignments gives you access to these features as a compliment to your school’s LMS. 

Assignments is your tireless grading companion

Using an LMS can create more work than it saves: students turn in all kinds of files, you have to download and re-upload student files one-by-one, and what if students can keep editing after they already turned in their work? Assignments handles all this for you.

Assignments streamlines the creation and management of coursework, and tackles some of your biggest frustrations:

  • Stop typing the same feedback over and over by using a comment bank, and never worry about pressing the “save” button again

  • Check student work for originality and automatically lock work once it’s turned in

  • Assign files with the option to send each student a copy (no more copy machines!)

  • Grade assignments for an entire class with a student switcher and rubrics, and review any file type without leaving your grading interface

  • Comment and leave suggestions on student work with Google Docs

Grade in Google Assignments

Instructors and students can attach anything to assignments: Docs or Word files for papers, spreadsheets for data analysis, slides for presentations, sites for digital portfolios or final projects, Colab notebooks for programming exercises, and much more. 

Create assignments with Google Assignments

Help students turn in their best work with originality reports

With originality reports in Assignments, you can check student work for missed citations and possible plagiarism without interrupting your grading workflow. When students turn in a document, Assignments will check students’ text against hundreds of billions of web pages and tens of millions of books. 

If you enable originality reports on an assignment, students can also check their work for authenticity (a limited number of times) to correct issues, turn in their best work, and save instructors time grading. Since both you and your students can see originality reports, they’re designed to help you teach your students about authenticity and academic integrity. 

Analyze student work with originality reports

Getting started with Assignments

Starting today, you can sign up to get access to Assignments when it becomes available in a few weeks. Assignments will be available for free as part of G Suite for Education and can be used by instructors alongside or integrated with an LMS. 

Instructors can use Assignments even if your school has an LMS. There’s no setup required, all you need is to sign up and have a school-issued Google account. 

Admins can turn on access to Assignments within your LMS. Assignments is available as an LTI tool, which provides a more integrated experience and enables roster syncing and grade transmission to your LMS gradebook. Assignments is an improved and expanded version of Course Kit, so if you’re already in the Course Kit beta, you’ll automatically have access to Assignments. 

If you use Canvas, we’ve worked with their team to complement the Assignments LTI tool with a set of additional features that make Docs and Drive work seamlessly across all Canvas assignments. 

Source: Drive


Priority page in Drive now available for all G Suite editions

Quick launch summary 

Earlier this year we launched a new Priority page in Drive, which makes accessing and organizing your most important files easier. This feature is now available for all G Suite editions.

On the Priority page, you’ll see your most relevant documents and are able to take action in line, like replying to a comment or reviewing recent edits, without opening the doc. In Workspaces, you’ll see related content grouped together for easy access, or you can create your own personalized workspaces. To learn more about the Priority page in Drive, see here


Priority page in Google Drive. 

Availability 

Rollout details 


G Suite editions 

  • Available to all G Suite Editions

On/off by default? 

  • This feature will be ON by default. 


Stay up to date with G Suite launches