G Suite Updates

This official feed from the Google Workspace team provides essential information about new features and improvements for Google Workspace customers.
  1. Quick launch summary

    At Google Cloud Next ‘21, we announced a beta for data loss prevention (DLP) in Google Chat to help prevent sensitive and confidential information from leaking outside of your organization.

    Error message shown to users when they try to share sensitive information outside of the organization in Chat
    Prevent sensitive data from leaking with the DLP in Chat beta



    Adding DLP to Chat enables admins to create custom policies to prevent sensitive data leaks from Chat. Admins can choose to simply audit (monitor) any DLP violations or block end users from sending sensitive content. Admins are alerted about policy violations and can quickly investigate and take action.


    DLP in Chat rules in the Admin console
    Set up DLP rules in the Admin console


    With this beta, you can set all the same policies across Chat, Drive, and Chrome.

    You can sign up your organization for the beta using this form.

    Getting started


    • Admins: This feature will be OFF by default and, once added to the beta, can be enabled at the domain, OU, or group level. You can create DLP rules in the Admin console under Security > Data Protection. Visit the Help Center to learn more about turning data loss prevention in Chat on for your organization.
    • End users: There is no end user setting for this feature.

    Rollout pace


    Availability

    • Available to Google Workspace Enterprise Standard, Enterprise Plus, Education Standard and Education Plus customers
    • Not available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Frontline, and Nonprofits, as well as G Suite Basic and Business customers

    Resources

  2. What’s changing

    We're bringing more flexibility into Google Workspace by integrating AppSheet into Gmail through dynamic email support. This integration lets anyone—including non-technical users—build dynamic emails using AppSheet.

    Google Workspace Enterprise Plus users and AppSheet users can now:
    • Create AppSheet apps that can be rendered in Gmail
    • Easily send AppSheet forms and views to Gmail users with embedded, editable data fields
    • Trigger additional workflows—such as vacation or budget approvals—using AppSheet automation
    Example using AppSheet in dynamic emails for a budget approval
    Example of using AppSheet to approve an inventory request in Gmail


    This feature was announced as a part of Google Cloud Next ‘21.

    Who’s impacted

    Admins, end users, and developers

    Why you’d use it

    AppSheet enables anyone, regardless of their coding experience, to quickly build and deploy applications and automation. By bringing AppSheet into Gmail using dynamic email, Google Workspace users can now interact with these apps without having to leave their inbox, saving them time, and helping them be more productive and efficient.

    Google Workspace customers are already using this feature in exciting ways, such as for budget, inventory, and vacation approvals; commenting on requests and projects; assigning support tickets; and updating customer info in their CRM, among many other scenarios.

    Getting started


    Rollout pace

    • This feature is available now.

    Availability

    • Available to all AppSheet customers and Google Workspace Enterprise Plus customers.
    • AppSheet Starter and Core are available as an add-on paid subscription to all Google Workspace editions; AppSheet Core licenses are included at no cost in Google Workspace Enterprise Plus.

    Resources

  3. Quick summary 

    We’ve made a slight adjustment to how users create and manage backup codes for 2-step verification. Rather than generating or accessing backup codes from the 2-step verification homepage, users will be taken to a dedicated backup codes page. 

    2-step verification page

    Here, users can generate new backup codes or re-fresh for additional backup codes, and print or download the codes as before. Additionally, we’ve added a new option to delete your backup codes. 


    Backup codes


    This update will be available on web, Android, and iOS devices. 

    Getting started 

    Rollout pace 

    Availability 

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

    Resources 

  4. What’s changing

    Continuous framing is a feature for Google Meet hardware devices that ensures participants are automatically framed no matter where they are in the room. We're making two updates to the feature:
    • Available on more devices: We're adding support for continuous framing on Meet-certified cameras that ship with our ASUS & Logitech room kits, specifically the Logitech PTZ Pro 2, Logitech MeetUp, and the Logitech Rally. This feature was previously only available on the Series One Room Kit Smart Camera and Smart Camera XL.
    • Available for eligible devices by default:The toggle in camera settings for continuous framing will now be available for eligible devices. Previously, it had to be enabled in the Admin console. Now, unless you've explicitly turned it off in the Admin console, it will be available as an option in the meeting room, but will be toggled off by default. See more details below.

    Who’s impacted

    Admins and end users

    Why you’d use it

    Continuous framing allows in-room participants to be better represented in a hybrid meeting as it captures the speakers in the frame regardless of where they're sitting in the room. Seeing all the participants in the room up close makes it easier to:
    • Read facial expressions and body language
    • Maintain eye contact with meeting participants
    • Smoothly take turns in the conversation

    Additional details

    Unless you’ve already explicitly turned off the feature in the Admin console, continuous framing will be ON by default on eligible Google Meet hardware in your organization.

    If you would like to turn off this feature so it is not available on an individual device, the continuous framing setting is found on the device details page. This toggle can also be modified via a bulk action on the device list page.

    Getting started

    • Admins: Unless you’ve already explicitly turned off the feature, continuous framing will be ON by default on eligible Google Meet hardware in your organization. Visit the Help Center to learn more about continuous framing.
    • End users: Unless disabled by your admin, this toggle will be available on the device for all eligible meeting room cameras but will be set to OFF at the beginning of each call by default. You can turn it on in the device settings.

    Rollout pace


    Availability

    • Available to all Google Workspace customers using eligible “Meet hardware” licensed devices.

    Resources

     

     

  5. What’s changing 

    You can now perform a “domain-takeover” to take control of all the existing Google Workspace Essentials instances on your domain. This new process can help admins consolidate multiple instances of Google Workspace Essentials. By consolidating accounts: 
    • Admins get additional management controls and centralized billing 
    • Admins get controls over end user access to additional services 
    • No need to loop in support or delete existing Google Workspace Essentials instances as part of Domain takeover. Now, users can access their Google Workspace apps and services without interruption during or after takeover. 

    Who’s impacted 

    Admins and end users 


    Why you’d use it 

    Google Workspace Essentials enables teams to use select Google Workspace apps alongside the apps and tools provided by their domain administrators. In some cases, an admin may want to assume management of these accounts previously managed on the team level. This new functionality enables a seamless management transition while maintaining uninterrupted access to tools for users. 


    Getting started 

    • Admins: To take over accounts, you must first have verified your domain. Visit the Help Center to learn more about how to set up Essentials for your domain and verify your domain to unlock features
    • End users: Users will have uninterrupted access during the takeover process, but existing billing setup will be cancelled and consolidated at the domain level. Additionally, organizational policies configured at individual Google Workspace Essentials instance will be overridden by the parent organization’s policies 
    admin console screen to take control of Workspace Essentials instances within your domain
    The Admin console screen where youtake control of Google Workspace Essentials instances in your domain


    Rollout pace 

    Availability 

    • Applicable to Google Workspace Essentials and Enterprise Essentials customers only 
    • Not applicable to Google Workspace Business Starter, Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Frontline, and Nonprofits, as well as G Suite Basic and Business customers. 
  6. Quick launch summary 

    Last year, we announced the ability to virtually raise your hand in Google Meet to enhance interaction without disrupting the flow of the conversation. We are now bringing this feature to all Google Meet hardware to help bring a more unified experience to hybrid working. 

    To raise your hand on a touch controller, simply tap “Raise Hand” at the top. Once a hand is raised, the moderator and all other participants will see a list of participants in the order in which they raised their hands. 

    The touch controller will also show you all other participants who raised their hand, as well as an easy way to switch back to the full participant list. 



    Hand Raise on a Room Kit using a touch controller

    Hand Raise on a Room Kit using a touch controller


    Placed within the call controls, hand raise is easily accessible to room kits using a remote control. Simply open the participant list and click the hand raise button. If other participants raise a hand, participants and moderators in the room will see a notification as well as a badge on their video tile.



    A host using Hand Raise on a Room Kit with remote control


    A host using Hand Raise on a Room Kit with remote control

    Getting started 

    • Admins: There is no admin control for this feature. 
    • End users: This feature will be ON by default. Visit the Help Center to learn more about using hand raising in meet 

    Rollout pace 

    Availability 

    • Available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Standard, Enterprise Essentials, Enterprise Plus, Education Fundamentals, Education Standard, Education Plus, Teaching and Learning Upgrade, and Nonprofits, as well as G Suite Business customers. 
    • Not available to Legacy Free, Business Starter, and Frontline. 

    Resources 

  7. What’s changing 

    We’re adding group level controls that will allow admins to restrict group memberships based on: 
    Internal or external members,
    • Member type (service account, user, group) 
    • This feature is available as an open beta, which means you can use it without enrolling in a specific beta program. 

    Who’s impacted 

    Admins and end users who are group owners and managers 


    Why it’s important 

    This feature helps ensure Groups are properly configured and stay within the confines of specific restrictions. For example, if an Admin configures a group to exclude service accounts, that restriction will be preserved and enforced for all future group changes. 

    Once a restriction is in place, we’ll indicate whether there are violating memberships and suggested actions to resolve the discrepancy. Further, this feature will prevent any new changes from violating the current setting, ensuring the group remains secure. 


    Additional details 

    Important note:Group owners and managers cannot remove restrictions once they’re applied, but may be able to add additional restrictions. For example, If a group is configured to contain individual users and groups, the group owner could further restrict it to only users. However, the group owner could not change a group which is set up to only contain individuals to allow both individuals and groups. Use our Help Center to learn more.


    Getting started 

    Rollout pace 

    Availability 

    • Available to Google Workspace Enterprise Plus, Enterprise Standard, Education Plus, and Cloud Identity Premium customers 
    • Not available to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Education Fundamentals, Frontline, and Nonprofits, as well as G Suite Basic and Business customers 

    Resources 

  8. 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

  9. 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 

  10. What’s changing 

    We’re adding an Admin console setting which will enable admins to control whether students can unenroll from classes. If turned on, it will prevent students from unenrolling themselves from classes. A teacher or admin would have to unenroll them from the class instead. 


    Who’s impacted 

    Admins and end users 


    Why you’d use it 

    Students erroneously unenrolling from classes can cause disruption for teachers and an increased support volume for admins. By using this setting, you can help ensure your class rosters are accurate and up to date. Additionally, if you’re using roster import, this makes it easy to maintain your SIS as the source of truth for the roster. 


    Getting started 

    • Admins:This feature will be OFF by default, and can be enabled at the domain or OU level. Find the setting at Admin console > Apps > Google Workspace > Settings for Classroom > Student unenrollment. Visit the Help Center to learn more about controlling student unenrollment settings
    • End users: If turned on by their admin, students will no longer see the unenroll button on the course cards on the Classroom homepage.


    Rollout pace 


    Availability 

    • Available as a core service to Google Workspace Education Fundamentals, Education Standard, the Teaching and Learning Upgrade, and Education Plus. 
    • Available as an additional service to Google Workspace Essentials, Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Frontline, and Nonprofits, as well as G Suite Basic and Business customers. 

    Resources