Tag Archives: Google Vault

Google Vault improves Google Drive search and export: now with document ID and more shared drive options

What’s changing

Google Vault now supports export by Google Drive document IDs. This gives a reliable search for documents where the ID or URL is known, eliminating the previous dependency for searching with collaborators and document content. Going forward, up to 1000 document IDs can be entered in the user interface or API to export targeted files within your domain. 



We have also added an additional option to include Shared Drive items, providing additional flexibility. Going forward, Vault admins can pick from three options in the UI or API: 
  • Not Included: This new option can be used to exclude any items in shared drives. 
  • Included only if documents shared directly (not due to shared drive membership): Include items that are shared with the account, but only if the account is not a member of the shared drive. (Previously in the UI as: "include items from shared drives" with the toggle OFF)
  • Included: Include items in shared drives. (Previously in the UI as "include items from shared drives" with the toggle ON)

Who’s impacted

Admins

Why it’s important

Vault is an eDiscovery and information governance tool for Google Workspace, which enables customers to retain, hold, search, and export users’ Google Workspace data. These Google Vault enhancements enhance the search and export capabilities for Drive. The new Document ID export provides an additional, direct search vector, enabling legal and IT teams to locate specific files without needing knowledge of the custodian or document's content. Furthermore, the refined shared drive inclusion options offer greater flexibility for organizations managing numerous shared drives, ensuring more precise and efficient data collection for investigations.

Additional details

  • Document ID export is only available for files within your domain. Document IDs are available in export metadata or can be determined from the document URL.
  • The UI and API default for Shared Drive inclusion has remained the same.  The old API tags remain  supported and mapped to the associated selection.

Getting started


Rollout pace

Availability

Available to Google Workspace
  • Business Plus
  • Enterprise Standard and Plus
  • Education Fundamentals, Standard and Plus
  • Enterprise Essentials Plus
  • Frontline Worker Standard and Plus
  • Also available to customers with the Vault add-on license

Resources


Google Vault improves Google Drive search and export: now with document ID and more shared drive options

What’s changing

Google Vault now supports export by Google Drive document IDs. This gives a reliable search for documents where the ID or URL is known, eliminating the previous dependency for searching with collaborators and document content. Going forward, up to 1000 document IDs can be entered in the user interface or API to export targeted files within your domain. 



We have also added an additional option to include Shared Drive items, providing additional flexibility. Going forward, Vault admins can pick from three options in the UI or API: 
  • Not Included: This new option can be used to exclude any items in shared drives. 
  • Included only if documents shared directly (not due to shared drive membership): Include items that are shared with the account, but only if the account is not a member of the shared drive. (Previously in the UI as: "include items from shared drives" with the toggle OFF)
  • Included: Include items in shared drives. (Previously in the UI as "include items from shared drives" with the toggle ON)

Who’s impacted

Admins

Why it’s important

Vault is an eDiscovery and information governance tool for Google Workspace, which enables customers to retain, hold, search, and export users’ Google Workspace data. These Google Vault enhancements enhance the search and export capabilities for Drive. The new Document ID export provides an additional, direct search vector, enabling legal and IT teams to locate specific files without needing knowledge of the custodian or document's content. Furthermore, the refined shared drive inclusion options offer greater flexibility for organizations managing numerous shared drives, ensuring more precise and efficient data collection for investigations.

Additional details

  • Document ID export is only available for files within your domain. Document IDs are available in export metadata or can be determined from the document URL.
  • The UI and API default for Shared Drive inclusion has remained the same.  The old API tags remain  supported and mapped to the associated selection.

Getting started


Rollout pace

Availability

Available to Google Workspace
  • Business Plus
  • Enterprise Standard and Plus
  • Education Fundamentals, Standard and Plus
  • Enterprise Essentials Plus
  • Frontline Worker Standard and Plus
  • Also available to customers with the Vault add-on license

Resources


Google Vault improves Google Drive search and export: now with document ID and more shared drive options

What’s changing

Google Vault now supports export by Google Drive document IDs. This gives a reliable search for documents where the ID or URL is known, eliminating the previous dependency for searching with collaborators and document content. Going forward, up to 1000 document IDs can be entered in the user interface or API to export targeted files within your domain. 



We have also added an additional option to include Shared Drive items, providing additional flexibility. Going forward, Vault admins can pick from three options in the UI or API: 
  • Not Included: This new option can be used to exclude any items in shared drives. 
  • Included only if documents shared directly (not due to shared drive membership): Include items that are shared with the account, but only if the account is not a member of the shared drive. (Previously in the UI as: "include items from shared drives" with the toggle OFF)
  • Included: Include items in shared drives. (Previously in the UI as "include items from shared drives" with the toggle ON)

Who’s impacted

Admins

Why it’s important

Vault is an eDiscovery and information governance tool for Google Workspace, which enables customers to retain, hold, search, and export users’ Google Workspace data. These Google Vault enhancements enhance the search and export capabilities for Drive. The new Document ID export provides an additional, direct search vector, enabling legal and IT teams to locate specific files without needing knowledge of the custodian or document's content. Furthermore, the refined shared drive inclusion options offer greater flexibility for organizations managing numerous shared drives, ensuring more precise and efficient data collection for investigations.

Additional details

  • Document ID export is only available for files within your domain. Document IDs are available in export metadata or can be determined from the document URL.
  • The UI and API default for Shared Drive inclusion has remained the same.  The old API tags remain  supported and mapped to the associated selection.

Getting started


Rollout pace

Availability

Available to Google Workspace
  • Business Plus
  • Enterprise Standard and Plus
  • Education Fundamentals, Standard and Plus
  • Enterprise Essentials Plus
  • Frontline Worker Standard and Plus
  • Also available to customers with the Vault add-on license

Resources


Gemini app reporting now available for all Google Workspace for Education customers

What’s changing

Earlier this year, we introduced Google Vault support for the Gemini app on web and mobile for select Google Workspace editions. Beginning today, this functionality is available for Google Workspace Education Fundamentals customers as well.

Admins can use Vault for eDiscovery tasks to search Gemini app conversations and create an export of your search results. Specifically, the following actions can be taken around Gemini app data:

  • Search prompts and responses with a number of filters, such as user and date, to quickly refine your search. These searches can be across groups of users or by Organizational Units (OUs) up to 5000 in size.
  • Export conversations in an XML format for the above searches via the UI or API.

For more information, please refer to our original announcement. In addition, Google Workspace Admins can view aggregate reports of Gemini usage in their domain using Admin Console. 

Additional details

  • Workspace for Education Admins can also view aggregate usage reports of the Gemini app through Admin Console under Generative AI > Gemini Reports.
  • This update is not applicable for Gemini for Google Workspace features (ex. Help me write in Gmail), as no prompts or responses are retained for those interactions. Visit our Privacy Hub for more information on how we’re protecting your Google Workspace data in the era of generative AI.

Getting started


Rollout pace

Availability

  • This update impacts all Google Workspace for Education editions
  • This feature is already available for
    • Business Plus
    • Enterprise Standard and Enterprise Plus
    • Education Standard and Education Plus 
    • Enterprise Essentials and Enterprise Essentials Plus
    • Customers with the Vault add-on license

Resources


Available in beta: Convert your client-side encrypted documents after a Vault or Takeout export

What’s changing 

After a Vault or Data export (takeout), admins can now convert their exported client-side encrypted documents to Word files. This allows organizations to maintain ownership over, access to, and analysis of sensitive data in a portable format even after it has been exported from Google Workspace. 


Eligible Google Workspace admins can use this form to request access to the beta. We’ll share more specific instructions once you’re accepted into the beta.



Getting started

  • Admins: Client-side encryption can be enabled at the domain, OU, and Group levels (Admin console > Data > Compliance > Client-side encryption). Visit our Help Center to learn more about client-side encryption.

Rollout pace

  • The feature will be available immediately once you're accepted into the beta.

Availability

  • Available to Google Workspace Enterprise Plus, Education Standard and Education Plus customers.

Resources


Google Vault now supports the Gemini app

What’s changing 

Google Vault now supports the Gemini app (on web and mobile). Going forward, admins can use Vault for eDiscovery tasks to search Gemini app conversations and create an export of your search results. Specifically, the following actions can be taken around Gemini app data: 

  • Search prompts and responses with a number of filters, such as user and date to quickly refine your search. These searches can be across groups of users or by Organizational Units (OUs) up to 5000 in size. 
  • Export conversations in an XML format for the above searches via the UI or API.


Who’s impacted

Admins

Why it’s important

Vault is an eDiscovery and information governance tool for Google Workspace, which enables customers to retain, hold, search, and export users’ Google Workspace data. With this update, customers can now expand their regulatory and legal eDiscovery needs to include the Gemini app. This integration makes it easier for customers to comply with their eDiscovery obligations surrounding Gemini collaborative data, all from a central tool. 

Additionally, Vault’s integration with Gemini rounds out support for critical Workspace apps such as Gmail, Drive, Docs, Sheets, Slides, Chat, Calendar and Meet, providing customers with a consistent experience across all products that are managed within Vault for eDiscovery. Additional information governance and hold features, such as preview, retention, and litigation holds will follow in future releases. We’ll share more information on the Workspace updates blog when it’s available.

Additional details

This update is not applicable for Gemini for Google Workspace, as no prompts or responses are retained for those interactions. Visit our Privacy Hub for more information on how we’re protecting your Google Workspace data in the era of generative AI.

Getting started


Rollout pace


Availability

Available to Google Workspace
  • Business Plus
  • Enterprise Essentials and Enterprise Essentials Plus
  • Enterprise Standard and Enterprise Plus
  • Education Standard and Education Plus customers
  • Also available to customers with the Vault add-on license

Resources

Available in beta: Convert your client-side encrypted spreadsheets after a Vault or Takeout export

What’s changing

After a Vault or Data export (Takeout), admins can now convert their exported client-side encrypted spreadsheets to Excel files. This allows organizations to maintain access to and analysis of sensitive data in a portable format even after it has been exported from Google Workspace. 

Eligible Google Workspace admins can use this form to request access to the beta. We’ll share more specific instructions once you’re accepted into the beta.


Getting started

  • Admins: Client-side encryption can be enabled at the domain, OU, and Group levels (Admin console > Data > Compliance > Client-side encryption). Visit our Help Center to learn more about client-side encryption.

Rollout pace


Availability

  • Available to Google Workspace Enterprise Plus, Education Standard and Education Plus customers

Resources


Admins in Google Vault can now export hyperlinked Google Drive content from Gmail messages

What’s changing 

Starting December 8, 2023, admins can export Drive files hyperlinked in Gmail messages directly in Google Vault. When admins select “export linked Drive files”, Vault will look for Drive hyperlinks in the body of the emails being exported from Gmail. If Drive hyperlinks are found, a separate export of Drive files will also be created.


Toggle “Export linked Drive files” on or off



In the “Exports” tab, Drive exports will be grouped with their corresponding Gmail export — you can select the arrow icon to open the collapsible menu.






Admins will be able to find their exported hyperlinked Drive content nested under the corresponding Gmail export in the “Export” tab. Vault admins can find the association between the Gmail export and Drive link export in the export file names and metadata. 


Who’s impacted 

Admins 


Why it matters 

Vault is critical for retaining, holding, searching, and exporting users’ Google Workspace data. This update reduces the need for admins to manually find and extract Drive files hyperlinked in Gmail messages. 

Getting started 


Rollout pace 

Vault user interface updates 
API updates 

Availability 

  • Available to Google Workspace Business Plus, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus customers or customers with the Vault add-on license

Resources 

Access Google Vault audit logs alongside other Workspace audit logs

What’s changing

We’re excited to announce the general availability of an improved Google Vault audit log experience. As a result of this change, you can now find Vault audit logs in the Admin console alongside other Google Workspace apps like Gmail, Google Drive, and more. Beginning in January, Vault audit logs can be accessed by the Reports API, which you can use to actively monitor your domain’s Vault usage. We’ll share more information here on the Workspace Updates blog when this functionality becomes available.

Aligning the location and functionality of Vault audit logs with other Workspace apps creates a consistent experience for admins and reduces the need to search for information in various locations. It also enables audit logs in the admin console to be compliant with our new regionalized data processing capabilities.

Additional details

The duration, access and visibility of Vault audit logs will remain the same and will continue to require the “manage audits” permission. The Vault audit logs can be accessed through the Vault reports and matter audits links as well as from the Admin Console. Visit the Help Center to learn more about setting up Vault privileges.


Getting started

  • Admins: Visit the Help Center to learn more about Vault log events.
  • End users: There is no end user impact or action required.


Rollout pace



Availability


  • Available to Google Workspace Business Plus, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus customers or customers with the Vault add-on license

Resources


Google Vault now supports Google Calendar

What’s changing 

Google Vault now supports Calendar, which means customers can take the following actions around Calendar data: 
  • Manage retention with default and custom rules. 
  • Search and preview events with a number of filters, such as keyword search across description, title, guests, locations and invite response status which can be used to quickly refine your search. 
  • Search for historical versions of events, which allows Vault Admins to search and export events as they appeared on a specific date. 
  • Export data in multiple formats, including ICS, PST (MSFT format) and CSE-decryptable formats. 
  • Apply holds to prevent purging of data which must be retained for legal purposes.


Selecting Calendar as a service from the Vault user interface

Who’s impacted

Admins


Why it matters

Vault is an information governance and eDiscovery tool for Google Workspace. Now customers’ Calendar events can be retained, held, searched, and exported. This integration makes it easier for customers to comply with regional and legal mandates surrounding Calendar data, all from a central tool. 


Vault’s integration with Calendar rounds out support for critical Workspace apps such as Gmail, Drive, Docs, Sheets, Slides, Chat and Meet, providing customers with a consistent experience across all products that are managed within Vault.


Getting started


Rollout pace


  • Rapid and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 29, 2023.
  • Updates for the API rollout will immediately follow the Vault user interface updates.

Availability

  • Available to Google Workspace Business Plus, Enterprise Essentials, Enterprise Essentials Plus, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus customers or customers with the Vault add-on license.

Resources