12/16/21 Google Workspace Roundup: Updates that Matter Most

Request approval for google gocs

In today’s Google Workspace Roundup, learn about key new feature releases for the Google collaboration applications you know and love. These include several Admin security tools, time-saving end user features, and collaboration-friendly Meet improvements. Read on to learn how to start getting even more out of your Google Workspace (G Suite) subscription!

 

Advanced context-aware access

Context-aware access (CAA) is a helpful security feature allowing Admins to create access control policies for apps that protect the organization’s users and data. Now, Admins will notice that they can create these policies with far more specific attributes. For example, time and date restrictions, credential strength, and Chrome browser attributes can all be specified according to the policy needs of the organization. This feature is available to Admins of Google Workspace Enterprise Standard, Enterprise Plus, Cloud Identity Premium, and Education edition domains.

Learn more about Enterprise security features for Admins >>

 

Formal approval system for Google Docs

Receiving formal authorization for documents can be a tedious task, especially when one or more non-Workspace applications are involved. Now, you can manage formal document approvals for Docs without leaving the secure Workspace environment or using add-ons. In addition to allowing collaborators to secure approvals, this feature notifies all reviewers when edits are made, and locks the file once all reviewers have approved to prevent future edits. Users can also configure due dates and reminders to ensure that the review process completes in a timely manner. 

Rollout of this feature will complete by January 2022. It is on by default, but can be turned off in the Admin console if desired. It is available to all Google Workspace and G Suite editions except Business Starter, Frontline, Education Fundamentals, Education Standard, and G Suite Basic. Learn how to request and provide approvals in this article.

 

Copy page(s) of your Sites

Our team has found that when creating a Google Site, it is often helpful to use similar or identical content structures on different pages. This is why we’re excited to share that the Google Workspace team has announced a new feature enabling users to copy individual pages and sets of pages within their Sites. To use this feature, simply select Make a copy > Pages > Selected Pages.

Rollout of this feature has completed, and it is available to all editions of Google Workspace and G Suite (including free consumer editions).

 

Classic Site deprecation timeline update

As a reminder, Classic Google Sites are going away. Replaced by their more up-to-date edition (simply Google Sites), Classic Sites cannot be edited beginning June 1st, 2022. Furthermore, they will no longer be viewable beginning July 1st, 2022.

To avoid any disruption, we highly recommend migrating all of your Classic Sites now. For instructions to help you complete this migration, see this article.

If you fail to migrate your Classic Sites before the beginning of the new year, they will be downloaded as an archive and saved to the owner’s Drive, as well as replaced with an automatically-generated draft in the new interface for review and publishing.

 

Google Meet feature releases

Three key features have been recently released for Google Meet, making your go-to video conferencing tool more intuitive and robust. These include:

– Host meetings with up to 500 participants

Users of select Google Workspace editions can now hold meetings with up to 500 attendees. This is available to Workspace Business Plus, Enterprise Standard, Enterprise Plus, and Education Plus customers. For even larger meetings, users can try livestreaming to up to 100,000 users.

– Lock participant audio and video in Google Meet

To minimize interruptions, meeting hosts can now lock participant audio and cameras. This is available to users of all product editions.

– Automatically return breakout room participants back to the meeting

For smoother meetings, hosts can now automatically move all meeting participants to the main call. This is available to all Workspace and G Suite editions that include breakout rooms. Contact us to find out if you have access, and how to upgrade if needed.

 

Assigning SSO profiles to OUs and groups now generally available

Earlier this year, the Google Workspace team announced a beta allowing Admins to assign SSO (single sign-on) profiles to OUs (organizational units) and groups. This feature is now available to all Google Workspace and G Suite customers except for those using Workspace Essentials.

To use this feature, Admins should navigate to the Admin console and click Security > Settings > Set up single sign-on (SSO) with a third party IdP > Manage SSO Profile assignments. More information about pushing SSO to users can be found here.

 

Set repeating Tasks in Calendar

Google Workspace and G Suite users can now enjoy a new feature: setting repeating Tasks in Calendar. Some excellent use cases for saving recurring tasks include reminders to prepare for a weekly meeting, to submit a timesheet, or to create a monthly report.

This feature is available to all users, including those of free consumer accounts. 

 

Drive labels now generally available

Previously in beta, a new feature allowing for enhanced classification, governance, and data loss prevention (DLP) is now available to most Google Workspace users: Drive labels. These labels allow users to classify files within Drive to ensure they are handled properly. In particular, it helps ensure that sensitive documents are kept secure. To learn more about labels and to start managing them for your users, see this article.

Drive labels are accessible to Google Workspace Essentials, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Standard, Education Plus, and Nonprofits customers.

 

Admins can install apps for specific groups

Rollout has almost completed for a new feature allowing Admins to force-install Google Workspace Marketplace applications for targeted groups within the domain. As part of the admin-install functionality, this is useful when only a subset of users need to have the app installed. For example, a CRM or e-signature application might be needed for your sales teams but not for other teams. To admin-install an app, navigate to the Admin console and click Apps > Google Workspace Marketplace apps > Add app to Admin Install list > Select app > Admin install > Continue > Review data access requirements > Selected organizational units or groups > Next > Finish.

This feature will be available to all Google Workspace and G Suite customers (except for Google Workspace Essentials) by the end of December 2021. Admins should note that they must have the Service Settings Administrator Privilege to access this feature within their account.

 

Admins can manage Gmail IMAP controls by group

In addition to now being able to install apps for specific groups, Workspace Admins can now manage Gmail IMAP controls for specific groups. Previously configurable only at the domain or OU level, IMAP controls can now be enabled for particular groups according to the organization’s needs.

This feature will be available to all Google Workspace and G Suite customers (except for Google Workspace Essentials) by the end of December 2021. For more information, see Google’s article regarding IMAP options.

 

We hope these updates have been helpful! For any clarifications, or if you are interested in gaining the support of a certified Google Cloud Premier Partner, please don’t hesitate to contact us using the form below.