G Suite Updates

This official feed from the Google Workspace team provides essential information about new features and improvements for Google Workspace customers.
  1. What’s changing 

    We’re introducing a new experience for Google Contacts which will help Google Workspace users learn more about their colleagues. Within Contacts (contacts.google.com) or the Contacts sidebar, you can view more detailed information about others, including: 
    • Their management chain, department, and title, 
    • A history of your Workspace relationship, including email conversations and meetings. 


    Who’s impacted 

    Admins and end users 

    Why it’s important 

    More than ever, our work requires a higher level of collaboration, connection and interaction. To collaborate effectively with those in our wider network, it’s helpful to learn more about them, what they work on, who they work with, and what’s important to them. The redesigned Google Contacts experience gives you the ability to easily learn more about your colleagues and stakeholders, making it easier to collaborate and turn ideas into impact. 

    Additional details 

    To maximize this feature’s value, it’s helpful to have user data fully populated across Google Workspace apps. Workspace admins can populate this data in a few locations: 

    Getting started 

    Rollout pace 


    Availability 

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

    Resources 

  2. What’s changing 

    Earlier this year, we announced an updated design for the Admin console home page, aimed to make it quicker to navigate around the Admin console, easier to find items you need to manage, and simpler to understand how Google Workspace is deployed within your organization. 

    Today, we’re introducing several new improvements making it easier for admins to perform common actions when managing users and domains within their organization, including improvements to the workflows around: 

    • Adding users and user profile pictures
    • Updating, renaming, and deleting users
    • Domain management and changing primary domains 

    See below for more information.

    Who’s impacted

    Admins

    Why it matters 

    We hope these improvements provide actionable context and guidance, making it easier for admins to manage users and domains within their organization.

    Additional details 

    User management updates:

    Adding a user
    From the Admin console landing page, when selecting “Add a user”, you’ll see a new, streamlined fullscreen dialog, which displays the most essential fields first, including the user’s primary and secondary email addresses and domain information.

    Assigning passwords
    Additionally, you can choose whether to create or auto-generate a password for the user, and specify whether users should change their password when they first sign-in to their Google Workspace account. Note: the default is to auto-generate a password to comply with standard industry account security standards.


    Assigning profile pictures
    From the same form, you can assign the user an organizational unit and upload a profile picture for the user. 

    We’ve made it easier and more discoverable for admins to allow their users to update their profile photo. You can now find this setting under the “More” drop down menu in the user management section of the admin console.



    Deleting a user
    Updates provide more information on what happens when you delete a user, alternatives to deleting a user, and data transfer options.

    Upon deleting a user, you’ll see information such as when the user's data transfer will begin, the suspended state of the user, and how long admins have to restore the account if needed.


    Updating a user
    We’ve added more information about what happens to the old email address and impacts on availability in Google Chat for improved guidance. 



    We’ve also updated the call to action for changing an existing user’s name or email address from “Rename user” to “Update user” to reduce confusion.




    Domain management updates:
    We’ve made several improvements to the Domains > Manage domains page:

    First, we’ve added an “Action” column where admins can see and quickly take actions such as “Remove”, “Add users”, “Set up redirect”, and more.



    The “Status” column will better reflect what state a particular domain is in, such as “Verified”, “Gmail activated”, or “Verify domain”. Additionally, you’ll be able to verify a domain or activate Gmail directly from the column and view additional information such as how Gmail was setup for that particular domain.



    In the “Type” column, you’ll see more descriptive details regarding the domain type, such as primary or test domains. You can also find more information and associated Help Center articles for each domain type.

    We’ve also updated the experience to better guide admins through the options of adding additional domains to their Workspace account. We’ve changed “domain alias” to “user alias domain” to better explain when to select this option. Similarly, we’ve also updated the terms “domain” to “secondary domain” to provide greater context and distinction when managing primary and secondary domains.


    Along the way, you’ll notice more information and callouts along the way to help ensure you’re not inadvertently duplicating domains, or selecting a domain type that cannot be used as a primary domain. 

    For example, when entering a domain name, you’ll see a pre-populated “www” prefix, which will better indicate to admins the purpose of the field.


    You’ll see a warning if you accidentally add another “www” pre-fix to your domain name:


    Changing primary domains
    When changing your primary domain, you’ll see guidance on when a primary domain should change, important information associated with changing your domain. and alternate courses of action to consider.

    Important note: We’ve moved the location of the “Change primary domain” option to the top of the table. This change makes the option more easily discoverable, whereas previously you had to hover over the domain name to see this option.


    If you select a domain that can’t be converted to a primary domain, you’ll see more information as to why that is and steps you can take to remedy the issue.

    When you’ve successfully changed your primary domain, you’ll see a success screen with additional information about how long the change will take to propagate and any additional next steps.

    Getting started


    Rollout pace


    Availability

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

    Resources




  3. What’s changing 

    We’re launching a new community for Google Workspace admins. The new Google Cloud Community will replace the old Cloud Connect Community (CCC). Alongside all the communities you used on the CCC, you’ll also be able to use it to participate in: 
    • Workspace Discussion Forums:Join peer-to-peer discussions with other Workspace experts 
    • Ideation and UX Research: Help drive product enhancements by contributing feature ideas and finding research participation opportunities
    • Community Events: Virtual and in-person meetups and events which will enable you to engage directly with Product Managers and experts 
    • Community Blogs:Read and react to thought leadership and technical content from Google Cloud teams and customers. 
    See below for instructions on how to migrate your existing profile, and set up notifications for the communities you want to follow. 


    Who’s impacted 

    Admins 


    Why it’s important 

    Specifically compared to the old Cloud Connect Community, we hope you’ll notice 
    • Improved navigation and user experience which makes it easier to find and consume content 
    • Improved communities, including feature ideas, which makes it easier to contribute to the discussion 
    • More content, including community blogs & events 
    • Rich user profiles to learn more about fellow Google Workspace admins 


    Getting started 

    • Admins:To sign up for a new Google Cloud Community account, go to googlecloudcommunity.com and click on Workspace for Admins Community link. You can use Single Sign-On (SSO) with your Google Workspace credentials. 
      • As part of the transition process, you can migrate your user profile, access to private areas (like Feature Ideas) and your feature ideas posted after July 15, 2020 from the original Community to the new site. To migrate your profile: 
        1. Go googlecloudcommunity.com and click Login to Ask A Question. Follow the instructions on the next page. 
        2. Add no-reply@googlecloudcommunity.com to your list of approved senders 
        3. If you have trouble claiming your migrated account, please contact gc-customer-community@google.com 
    • End Users:No end user impact 

    Additional details 

    Set up notifications in the new CCC Note that notifications are not on by default in the new CCC, even if you had them on in the old platform. To re-establish community notifications, after you migrate your profile: 
    1. Go to the area of the community you want to get notifications from. 
    2. Optionally, you can also filter for a specific label such as ‘Drive’ or ‘Google Meet’ (depending on which area of the community you’re in)
    3. Click Topic Options at the top right on the page, then click Subscribe. 
    4. You’ll then get email notifications when there’s new activity in the topic or label


    Resources 

  4. What’s changing 

    We’re releasing a security update which will apply to some Drive files. This will make Google Drive files more secure by updating their links and may lead to some new file access requests. While we recommend that you apply the update, Google Workspace admins can choose how this update is applied in your organization. 


    Who’s impacted 

    Admins and end users 


    Why it’s important 

    This security update is being applied to some files in Google Drive to make sharing links more secure. The update will add a resource key to sharing links. Once the update has been applied to a file, users who haven't viewed the file before will have to use a URL containing the resource key to gain access, and those who have viewed the file before or have direct access will not need the resource key to access the file. Learn more about resource keys and how they might impact your files. 


    Getting started 

    Admins:You can use the Alert Center to see how many users, folders, shared drives, and files are affected in your organization. Look for an alert with the subject “Security update for Drive.” Before July 23, 2021, Admins should choose how the security update is applied for their organization. Use our Help Center to learn more about this update and how to manage it for your organization


    End users:Unless the admin chooses to opt their organization out of the security update, end users who own or manage impacted files will receive an email notification starting July 26, 2021 with their impacted files. End users will have until September 13 to determine how the update is applied to their files, if permitted by their admin. Use our Help Center to learn more about how this update will impact end users


    Users with personal accounts: Users who are not part of a Google Workspace domain will receive a notification from Google Drive to inform them of their impacted files starting July 26, 2021 and will have the option to remove the security update. These users will have until September 13, 2021 to determine how the update is applied to their files. Use our Help Center to learn more about how this update will impact end users


    Developers: Items that have a Drive API permission with type=domain or type=anyone, where withLink=true (v2) or allowFileDiscovery=false (v3), will be affected. In addition to the item ID, your application may now also need a resource key to access these items. Use our Developer resource to learn more about how this update will impact your projects

    Admins will see how many users, folders, shared drives, and files are affected in their organization in the Alert center 

    Admins can choose how the security update is applied for their organization at Admin Console Apps > Google Workspace > Drive and Docs > Sharing settings > Security update for links. 

    End users who own or manage impacted files will receive an email notification starting July 26, 2021 with their impacted files. Depending on the settings chosen by their admin, they may have the option to remove the security update from their impacted files. 


    Rollout pace 

    • Before July 23, 2021:Admins can choose how the update is applied in their organization. 
      • For non-education customers, by default the update will be applied and impacted end users will be notified, with the option to exclude their files from the update. 
      • For education customers, by default the update will be applied and impacted end users will be notified, without the option to exclude their files from the update. 
    • Starting July 26, 2021: Depending on admin settings, impacted end users will get notified about impacted files and the choices they can make. 
    • Starting September 13, 2021:Enforcement of the admin and user options will be made to selected files if settings have not been changed in advance. 

    Applicability 

    • Applicable to all Google Workspace customers, as well as G Suite Basic and Business customers. Also applicable to users with personal Google accounts. 

    Resources 


    Google is rolling out a security update to YouTube and Drive. More details on YouTube update here.
  5. Quick launch summary 

    In 2017, we announced that we would replace classic Sites with new Sites, and in 2019 we announced that domains will have until the end of 2021 to complete the transition. 

    To help Admins and end users manage the transition to new Sites, we introduced the Classic Sites Manager in 2020. In May 2021, we added the ability to bulk delete, restore, and update ownership of sites. Today, we’re adding additional new features to the Classic Sites Manager for Admins: 
    • Bulk download an archive of a selection of sites via Takeout, 
    • Bulk disable and/or re-enable the ability for users to edit a selection of sites. 



    We hope the ability to take these actions in bulk will help our customers migrate from classic Sites to new Sites more easily. 

    Getting started 


    Rollout pace 


    Availability 

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

    Resources 

  6. Quick Summary 

    You can now search Google Chat content faster by quickly editing down your search results using interactive filters on mobile. These filters help you find artifacts like files and links more easily. 

    You can try searching for a keyword that you remember from a message or use a filter to look at all the files within a specific chat. Additionally, we have also refreshed our visual interface to provide a more balanced view of search results and results will now also include the content of the messages, making it even easier to find the exact content you’re looking for. 

    Filter using different search chips in Chat

    Filters will be visible below chat search bar

     Use the ‘Said in’ filter to narrow down to the conversations that matter






    These features are available now on Android. They will be available on iOS and Web by the end of July 2021. 

    Getting started 

    • Admins: There is no admin control for this feature. 
    • End users: There is no end user setting for this feature. When searching in Google Chat on mobile, you can further refine your search results using the search filter chips below the search box. 

    Rollout pace 


    Availability 

    • Available to all Google Workspace customers, as well as G Suite Basic and Business customers.
  7. What’s changing 

    There has been a change to how the Google Calendar API manages usage. Previously, Calendar API queries were monitored and limited daily. These queries are now monitored and limited on a per-minute basis. 

    See below for more information. 


    Who’s impacted 

    Admins and developers 



    Why it’s important 

    This change introduces better behavior when a quota is exceeded, as requests will be rate-limited until the quota is available rather than falling all requests for the rest of the day. Additionally, this will help developers identify issues around quota enforcements faster. 

    More information regarding your usage and quota limits can be found in the Google API console



    Additional details 

    To ensure you’re working efficiently with your quota, we recommend: 
    • Using push notifications instead of polling. 
    • Randomized timing to ensure user requests are spread out evenly, rather than bursts of requests. 
    • Using incremental synchronization with sync tokens for all collections instead of repeatedly retrieving all the entries. 
    • Increasing page size to retrieve more data at once by using the max results parameter. 
    • Updating events when they change to avoid recreating all the events on every sync. 
    • Using exponential backoff for error retries to make rate-limiting work properly. 



    Getting started 

    • Admins and Developers: Use this guide to learn more about how to view your API usage and limits.
    • End users:There is no end user impact for this feature. 

    Availability 

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

    Resources 

  8. What’s changing 

    You can now enable audit logging for Google Cloud Search APIs for improved tracking of usage data. With deeper tracking, it's now possible to build richer analytics on top of Cloud Search usage to make data driven decisions and improve your user’s search experience. 

    When enabled, your Cloud Search APIs usage data are logged in a secure way and are easily accessible to you. Some data points that are logged are: 
    • Method and API details. 
    • Relevant content of the request and response received. 
    • IP address and identity (e.g. mail ID) of the caller. 
    • Response status, etc. 

    Who’s impacted 

    Admins and developers 

    Why you’d use it 

    Audit logs help you understand how Cloud Search is being used within your organization by answering questions such as which API was called by whom, when, and with what parameters. Additionally, you can also use these logs for troubleshooting or auditing purposes. 

    Getting started 

    Rollout pace 


    Availability 

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

    Resources 


  9. Quick launch summary

    We’re improving the hand raise feature in Meet so that it is easier to notice and address raised hands. Specifically, you may notice:
    • An updated and improved visual icon and animation on the video tile
    • The tiles of people with raised hands may be moved to be more visible in the video grid
    • An audio notification for all participants when the first raised hand is raised
    • A clickable notification which shows the number of raised hands and which links to an ordered queue of all participants with raised hands
    • That a participant’s hand will be automatically lowered after they speak


    The new and improved visual icon and animation when someone raises their hand

    Getting started

    • Admins: This feature will be on by default. There is no admin control for this feature.
    • End users: This feature will be on by default. There is no end user setting for this feature. Visit the Help Center to learn more about hand raising in Google Meet.

    Rollout pace

    • Rapid Release domains: Gradual rollout (potentially longer than 15 days for feature visibility) starting on June 16, 2021.
    • Scheduled Release domains: Gradual rollout (potentially longer than 15 days for feature visibility) starting on June 30, 2021.

    Availability

    • Available in meetings organized by users with Workspace Essentials, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Nonprofits, as well as G Suite Business customers
    • Not available in meetings organized by users with Google Workspace Business Starter, as well as G Suite Basic customers. Not available to users with personal Google Accounts

    Resources

  10. Quick launch summary

    We’re adding a new network option to help you ensure higher quality video meetings with Google Meet. Now, in addition to the range of official, fixed IP addresses in Google Workspace domains and non-Google Workspace users, Google Meet supports TLS over port 443.

    Some network setups do not work with SRTP over 443 which was preventing Meet calls from connecting. Meet now encapsulates SRTP in TLS which increases overall compatibility. This change will initially be available on the web, and will be available for mobile soon. We’ll announce it on the Google Workspace Updates blog when it’s available.

    Getting started

    • Admins: If you or partner organization is already using Meet today no changes are required and this change will have no impact. If you or your partner organisation uses DPI technology on port 443, make sure to add the corresponding user SNIs to the allowlist:
      • Google Workspace admins: Meet traffic over TLS will use the same fixed IP range dedicated for Google Meet in Google Workspace domains.
      • Non-Google Workspace admins: Meet traffic over TLS will use the fixed IP range dedicated for non-Google Workspace users from July onward and will use temporary IP range from June to July 30th. See the Help Center article for additional information.
    • End users: No end-user impact.

    Rollout pace


    Availability

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

    Resources