Google Workspace Updates

Updated user interface for the App Access Control panel in the Admin console

Wednesday, December 8, 2021

Quick launch summaryWe’ve updated the user interface for the App Access Control portion of the Admin console. This update makes it easier for admins to:

View which applications are configured as trusted or blocked,
View a list of all applications being accessed by users,
View a list of Google Services within their organization.

The updated App Access Control user interface in the Admin console

Additionally, you’ll notice faster loading times for the app access list. We hope these improvements make it easier to find information regarding access to applications across your organization.

Getting started

Admins: This feature will be available by default and can be accessed in the Admin console by navigating to Security > API Controls > App Access Controls. Visit the Help Center to learn more about controlling which third-party & internal apps access Google Workspace data.
End users: There is no end user impact.

Rollout pace

Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on December 8, 2021

Availability

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

Resources

Google Workspace Admin Help: Control which third-party & internal apps access Google Workspace data

More details on migration of existing multiple-location Drive files to shortcuts and other improvements for shortcuts

Tuesday, December 7, 2021

What’s changingLast year, we announced improvements for shortcuts in Google Drive. Shortcuts simplify file and folder structures in Drive by creating pointers to items, rather than having items which existed in multiple locations. At that time, we also mentioned that we would be migrating existing files in multiple locations to shortcuts in 2021. This migration will now happen in 2022—see below for more information on the updated timeline:

Beginning early 2022, admins will be notified via email several weeks prior to the migration beginning in their domain.

Important note: Before the migration begins, admins will be able to control when to create shortcuts in shared folders with a new admin setting. See below for more information.
Google Workspace end users will not receive this notification.

Google Drive end users will begin seeing a banner in Google Drive on web and mobile notifying them of the migration. No additional action is required, the migration will take place automatically.

This applies to all Google Workspace users and users with personal Google accounts.

See below for more information on the migration, as well as additional improvements we’ve implemented for shortcuts in Drive.

Who’s impacted

Admins and end users

Why it’s important

New shortcut behavior for items stored in multiple locations

We’re replacing files and folders that are stored in multiple folders in Google Drive with shortcuts. This change simplifies your folder and file structures and helps reduce confusion around files with multiple parent folder locations.

When a file is replaced with a shortcut:

One location is preserved for files or folders currently contained in multiple locations. All other instances of the item will be replaced with a shortcut.
Ownership and sharing permissions for files and folders are preserved.
Admins can view a record of these events and changes in the Admin audit log.

Google Workspace admins will be notified via email several weeks before the process begins for their organization. Visit the Help Center to learn more about shortcuts replacing items stored in multiple locations.

Prior to this process beginning, admins will be able to control when shortcuts should be created in shared folders. This feature will be available in the upcoming weeks. In the Admin console, go to Apps > Google Workspace > Drive and Docs > Upcoming changes to My Drive and under “Manage shortcut creation”, you’ll be able to select:

Always create shortcuts: Everyone with access to a shared folder gets shortcuts in that folder
Create shortcuts only for content shared within your domain and trusted domains: Only users from your organization and trusted domains get shortcuts in a shared folder
Create shortcuts only for content shared within your domain: Only users in your organization get shortcuts in a shared folder.
Don’t create shortcuts: Shortcuts will not be created for items in shared folders where access permissions vary.

Please note, in all situations, users that did not previously have access to an item will not be able to access it despite being able to see the shortcut in Google Drive.

Several weeks before the migration in your organization, end users will see banners in Google Drive notifying them of the change. This process is automatic and requires no action from your end users. After the replacement, users can move their file or folder to another location or add a shortcut in another location.

Additional details

Shortcut creations using Drive for Desktop

Previously, when using Backup and Sync to connect with a computer, it was possible to add a folder to an additional location using the “Shift+Z” function. Going forward, once all users have fully migrated to Drive for Desktop, the Shift+Z behavior will create shortcuts instead of a folder living in multiple locations.

Recent improvements to shortcuts in Google Drive

As we continue to improve Google Drive, we’ve given our users more options to store and organize their files.

To provide our users with more information about the file a shortcut points to, we’ve added more information in the details window. Depending on sharing permissions, you’ll see information such as:

Who has access to the file and whether the file can be downloaded,
The size of the file and storage used,
The location of the original file,
Who created the file and the last modification, and more.

These updates are fully available on Google Drive for web — we will provide an update on the Workspace Updates Blog when they become available for Google Drive on mobile devices.

Additionally, because the original file’s permissions don’t automatically update when you create a shortcut, we will be adding prompts for users in the next few weeks to ensure your permissions are set how you want to. Previously, when you added a shortcut to a folder, users with access to the folder weren’t automatically granted access to the file at the other end of the shortcut. Now, when you create a shortcut, you’ll be prompted to give impacted users access.

Getting started

Admins: Admins will be notified via email several weeks before the migration beginning in their domain. Before the migration begins, Admins will be able to control shortcuts replacing items stored in multiple locations with a new admin setting.
End users:

Beginning early 2022, you’ll see a banner in Google Drive on web and mobile notifying you of the migration. No additional action is required, the migration will take place automatically.
Visit the Help Center to learn more about finding files and folders with Google Drive shortcuts, organizing your files in Google Drive, and upcoming changes to Google Drive sync clients.

Users with personal Google accounts: Visit the Help Center to learn more about shortcuts replacing files and folders stored in multiple locations.

Rollout pace

Access Checker Improvements

Rapid and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on January 4, 2022

Availability

Available to all Google Workspace customers, as well as G Suite Basic and Business customers
Available to users with personal Google accounts

Resources

Google Drive Help: Upcoming changes to Google Drive sync clients
Google Workspace Admin Help: Shortcuts replacing items stored in multiple locations
Keyword: Sync content across all devices with Drive for desktop
Google Help: Find files & folders with Google Drive shortcuts
Google Help: Organize your files in Google Drive
Google Help: Share and collaborate in My Drive

Google Forms API now available in open beta

Tuesday, December 7, 2021

What’s changing At Google Cloud Next 2021, we announced the Google Forms API Beta, which provides programmatic access for managing Google Forms and acting on responses— empowering developers to build powerful integrations on top of Forms. The Google Forms API is now rolling out as an Open Beta which means developers who are part of our Early Adopter Program can make their integrations available to the public. We’ll no longer require individual end-user accounts to be allowlisted. Developers should keep in mind, however, that their integrations are in Beta. Developers can apply to join our Early Adopter Program and begin developing using the Google Forms API by filling out this form. See below for more information. Who’s impacted Admins and developers Why you’d use it The Google Forms API provides programmatic access to manage Forms and receive responses, supporting the development of a variety of powerful integrations. For example, the API could be utilized to develop real-time dashboards or data visualizations, trigger business workflows incorporating project management, CRM, or LMS tools, or auto-generate forms from question banks or other data sets. The API is useful for a variety of tasks such as:

Creating and modifying forms or quizzes

Retrieving form responses or quiz grades

Reading form content and metadata

Receiving push notifications for form or quiz responses and updates

Getting started

Admins: Admins can use the Admin console to manage which integrations are authorized to access Google Workspace data. Visit the Help Center to learn more about controlling which third-party & internal apps access Google Workspace data. Use this developer guide to learn more about the Forms API. NOTE: Restricting access to Google's Drive service will restrict access to the Google Forms API

Developers: Use this form to request access to the Forms API Early Adopter Program and this guide to learn more about the API.

End users: No action required.

Rollout pace Integration availability for end users

Rapid Release domains: Available now for all users.

Scheduled Release domains: Gradual rollout (up to 15 days for all feature availability) starting on December 7, 2021

Availability

Developers can apply for access to the Google Forms API through our Early Adopter Program.

Resources

Google Workspace Admin Help: Control which third-party & internal apps access Google Workspace data

Google Forms for Developers: Form API

Google Forms API Early Adopter Program Form

Enhanced content classification, governance, and DLP with Google Drive labels

Tuesday, December 7, 2021

What’s changingEarlier this year we announced a beta for three features which can help categorize content and enhance content protection at scale. Drive labels are now generally available, and automated classification with Workspace data loss prevention and labels-driven sharing restrictions will become generally available in the coming weeks. Check back on the Workspace blog for updates.

Drive labels: This renaming and update to the previously-announced Drive metadata feature enables admins to configure custom labels (formerly “metadata”) for a domain. Users can then apply these labels to files in Drive, helping ensure files are handled correctly. This feature is now generally available.
Automated classification with Workspace data loss prevention (DLP): Automated classification can help organizations automatically add Drive labels to content based on administrator-defined rules and predefined content detectors.

Using automated classification makes it easier to scale your use of labels while reducing the risk of manual classification errors. It also provides an added safeguard against unlabeled content.
Admins have the control to allow end users to change labels applied by DLP, to provide flexibility for their organization. This allows admins to balance their use cases between user choice and admin policies on a per DLP rule basis.

Labels-driven sharing restrictions with Workspace data loss prevention (DLP) integration: Admins can configure sharing restrictions to be applied to all files with a given label. For instance, DLP administrators could configure a rule that shows users a warning any time they attempt to share a file labeled as “Internal,” and another rule that blocks external sharing or prevents downloads and printing for all “Top Secret” files.

Read our announcement from Google Cloud Next ‘21 to learn more about this and other features that are helping Google Workspace deliver new levels of trusted collaboration for a hybrid work world.
Who’s impactedAdmins and end users
Why you’d use itSpecial handling of sensitive data is an integral part of a strong information governance policy. That begins with labeling files which may contain sensitive intellectual property, personally identifiable information, data subject to special compliance regulations, and more. Additionally, labels can help admins prevent external sharing, downloading, and printing of classified files via an integration with data loss prevention (DLP). Moreover, admins can create labels to indicate department names, document types, document status, and anything else you can think of, to facilitate content discovery in advanced search.
When used in conjunction with automated classification, labels in Drive can be added automatically based on admin-defined DLP rules and predefined content detectors. This automated classification can help scale data classification and protection efforts by reducing the administrative burden and potential errors associated with manual labels.
Additional detailsOnce admins turn on the label feature and publish labels, users who are permitted to apply a given label can then apply it to files in Drive. They may do so via the Drive context menu, Drive detail pane, or the Labels option in the File menu of Google Docs, Sheets, and Slides. Users can search for all files that they have access to with a given label using Drive’s “advanced search” functionality.
Each company can have one “badged label,” which will be prominently visible as a colored rectangle in Google Docs, Sheets, Slides, providing a visual reminder to users to handle these files with care. Admins can also configure standard labels, which may still represent important information and can be used to enforce policy but will not have the same visual prominence.

Admins can define custom labels for their organization

Users can add labels to Drive files (if permitted by admin), or take advantage of automatic classification

Admins can set data loss prevention (DLP) rules for files with a certain label

Getting started

Admins: This feature will be OFF by default and can be enabled at the domain level. Each label’s access controls can be managed at the group level. Visit the Help Center to learn more about Managing Drive labels and adding labels to files.
End users: There is no end user setting for this feature. Visit the Help Center to learn more about labels.

Rollout paceDrive labels

Rapid Release and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 7, 2021

Automated Classification and Labels based sharing restrictions with DLP integration

Launching in the next few weeks. Check back to the Workspace blog for updates

AvailabilityDrive labels

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

Automated classification & Labels based sharing restrictions with DLP integration

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

New ways to customize tables in Google Docs

Tuesday, December 7, 2021

What’s changing We’re adding several new ways to customize tables in Google Docs. You can now:

Pin a table header row to repeat on each page

Designate that a row should not be split across pages

Quickly add, and arrange columns and rows

Sorting tables to better organize data.

Use a new table sidebar to manage table properties

See below for more details. Who’s impacted End users Why it matters Tables are an important way to display information in a document. These new features give you more ways to present information using tables, making it easier for viewers of the document to quickly see and understand the information. Additional details Pin a table header row to repeat on each page You can pin one or more rows in a table so they repeat on each page that the table appears on. This will make it easier to see column headers for long tables as you navigate a document. Pinning a table header row to repeat on each page

Pinning a table header row to repeat on each page

Designate that a row should not be split across pages
You can designate that a table row should not be split across a page break. This ensures important content in tables sticks together and isn't missed on the next page, and provides more control over formatting and layouts.

Quickly add and arrange columns and rows You can now easily drag a row or column to a different location. You’ll also notice a new, intuitive button for creating new rows or columns.
Adding and arranging columns and rows

Sorting tables to better organize data. It is now possible to sort the rows of your tables. Any pinned table headers will remain at the top of your table. Additionally, sorting table rows will group by type of content. This will help you to quickly visualize, understand, and organize your data better.

Use a new table sidebar to manage table properties
Table properties will now open in the sidebar, allowing you to see edits reflected in your document in real time. This is similar to functionality already available in docs for things such as image editing. Using a new table sidebar to manage table properties

Using a new table sidebar to manage table properties

Getting started

Admins: There is no admin control for this feature.

End users: Visit the Help Center to learn more about how to Add and Edit Tables

Rollout pace

Rapid Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 7, 2021

Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 22, 2021

Availability

Available to all Google Workspace customers, as well as G Suite Basic and Business customers Available to users with personal Google Accounts

Resources

Google Workspace Admin Help: Add and edit Tables

Roadmap

This feature was listed as an upcoming release.

New built-in interoperability between Google Meet and Cisco Webex

Tuesday, December 7, 2021

What’s changing We’re introducing video conferencing interoperability for Google Meet with Cisco Webex, which will allow you to:

Join Webex meetings from Google Meet hardware devices

Join Google Meet calls from supported Cisco Webex devices

Please note that core video conferencing features are supported. Some advanced features, such as polls, breakout rooms, and dual-screen support, may not be available when using Meet hardware to join Webex calls and vice versa.Once available, Meet Hardware devices will be able to dial into Webex meetings by default—Admins can disable this feature for specific organizational units via the Google Meet Hardware Settings page in the Admin console.

Who’s impacted

Admins and end users

Why it’s important

We hope this update makes it even easier for our customers and their users to connect and collaborate with people outside of the Google Meet ecosystem.

Additional details

There is no additional cost associated with using this new built-in interoperability feature on supported devices.

For interoperability needs outside of Cisco Webex, we recommend Pexip. Pexip enables joining Meet calls from the widest range of third-party video conferencing hardware, including older devices that may not support built-in interoperability. Use this Help Center article to learn more about Pexip.

Supported devices

Webex interop on Meet hardware

Joining Webex calls from Google Meet hardware devices will be supported on all devices that have not yet hit their auto-update expiration date. At launch, this feature will require either a connected touch controller or built-in touchscreen. Support for devices using only a remote control will follow in a subsequent update—we’ll share an update on the Workspace Updates Blog once that becomes available.

Meet interop on Cisco devices

Refer to the Webex Help Center for the latest list of supported devices that can join Meet calls.

Getting started

Admins: Webex interop on Google Meet hardware will be available on devices by default and can be disabled at the OU level at Devices > Google Meet hardware > Settings > Device Settings.

End users: When enabled by your admin, you can join a Webex meeting from a Google Meet hardware device by:

Joining an ad-hoc call by tapping "Join or start a meeting" on your touch controller and selecting Webex from the dropdown options.
Joining a scheduled call by adding a room to an event with Webex meeting details.

Note: Calendar events that originate outside of Google Calendar must be duplicated and populated with room details manually.

Visit the Help Center to learn more about Google Meet interoperability.

Rollout pace

Webex interop on Meet hardware

Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature availability) beginning December 7, 2021

Meet interop on Cisco devices

Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature availability) beginning December 7, 2021

Note: Please refer to official Cisco announcements for more specific details on timing for availability for Meet interop on Cisco devices.

Availability

Available to all Google Workspace customers, as well as G Suite Basic and Business customers, with Google Meet hardware devices

Resources:

Set tasks to repeat in Google Calendar

Tuesday, December 7, 2021

Quick launch summaryYou can now set tasks to repeat in Google Calendar and customize the recurrence schedules, similar to other entry types in Calendar. This means you can:

Create tasks with recurrence rules
Edit the recurrence rule of an existing task
Set an "end condition" for a recurrence rule

Change the recurrence of a task in Calendar

We hope this change helps you get more things done in Google Workspace.
Getting started

Admins: There is no admin control for this feature.
End users: These options will be available when creating a new task, or editing an existing task in Calendar. Visit the Help Center to learn more about tasks in Calendar.

Rollout pace

Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on December 7, 2021
Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on January 3, 2022

Availability

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

Resources

Google Help: Create & view Tasks in Calendar apps

Lock audio and video during a Google Meet meeting from iOS devices

Monday, December 6, 2021

Quick launch summaryGoogle Meet hosts and co-hosts can now lock all participants’ audio and video from iOS devices, which locks all participants’ audio so they’re muted or prevents participants’ from using their camera respectively. These settings can help prevent disruptions, keeping your meetings on track and productive.Previously it was only possible to use these locks when using Google Meet on a computer. We anticipate this feature to be available for Android in early 2022 — we will provide an update on the Workspace Updates Blog once available.Additional details Please note:The Audio Lock & Video Lock setting applies to all devices regardless of whether it’s set on a computer or an iOS device.When Audio Lock or Video Lock is enabled, mobile participants may be removed from the meeting if their device doesn’t have:

The most updated version of the Meet or Gmail app

Android OS version M or newer

iOS version 12 or newer

Once Audio or Video Lock is disabled, removed participants will be able to rejoin.Getting started

Admins: There is no admin control for this feature.

End users: Visit the Help Center to learn more about locking audio or video during a Google Meet meeting.

Rollout pace

Rapid Release and Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting December 6, 2021

Availability

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

Resources

Google Help: Lock audio during a Google Meet meeting

Google Help: Lock video during a Google Meet meeting

Start and join meetings and audio calls from 1:1 chats using Google Chat in Gmail on mobile

Monday, December 6, 2021

What’s changingYou can now start or join meetings and audio calls from 1:1 chats in Google Chat in Gmail on Android and iOS. At the moment, this feature will be available for 1:1 chats only.To ring someone directly, select the phone or video icon in the top right corner of a 1:1 chat.

To join a call, select the phone or video chip within the 1:1 chat. While on a call, you’ll see a banner of the person you’re on a call with, the call duration and a Meet icon in the chat roster.

Missed calls will be indicated with a red phone or video icon within the conversation and the chat roster.

Who’s impacted

End users

Why you’d use it

As some teams begin to return to office, while others remain distributed, we hope this makes it easier to connect with your colleagues in the hybrid work world. This feature will allow you to seamlessly switch between chat to a video or audio call when needed, helping you collaborate and move your work forward.

Additional details

While you can select “Join a call” from the Google Chat app, you will be redirected to the Gmail app, where the call will take place. If you do not have the Gmail app on your device, you’ll be prompted to download it via Google Play store or the App Store. We’ll provide an update on the Google Workspace Updates Blog when this feature becomes available for the Google Chat mobile app.

Getting started

Admins:

End users: This feature will be available by default on Android and iOS devices — both the caller and receiver will need the latest version of Gmail. Visit the Help Center to learn more about starting and scheduling a Google Meet video meeting.

Rollout pace

Rapid and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 6, 2021

Availability

Available to all Google Workspace customers, as well as G Suite Basic and Business customers
Available to users with personal Google accounts

Resources

Control the display of user availability across Google Workspace products with a new admin control

Wednesday, December 1, 2021

Quick launch summaryWe’re introducing a new Admin setting that controls whether a user’s Google Calendar status is displayed across Google Workspace products. For example, when the setting is turned OFF, end users will no longer see if their colleagues are out of office in products such as Google Chat or Gmail.
We hope this new setting gives admins greater control over what user information is displayed across Google Workspace products.
Getting started

Rollout pace

Rapid Release and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 1, 2021

Availability

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

Resources

Useful Links

Join the official community for Google Workspace administrators

In the Google Cloud Community, connect with Googlers and other Google Workspace admins like yourself. Participate in product discussions, check out the Community Articles, and learn tips and tricks that will make your work and life easier. Be the first to know what's happening with Google Workspace.

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Learn about more Google Workspace launches

On the “What’s new in Google Workspace?” Help Center page, learn about new products and features launching in Google Workspace, including smaller changes that haven’t been announced on the Google Workspace Updates blog.

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Updates

Updated user interface for the App Access Control panel in the Admin console

More details on migration of existing multiple-location Drive files to shortcuts and other improvements for shortcuts

Google Forms API now available in open beta

Enhanced content classification, governance, and DLP with Google Drive labels

New ways to customize tables in Google Docs

New built-in interoperability between Google Meet and Cisco Webex

Set tasks to repeat in Google Calendar

Lock audio and video during a Google Meet meeting from iOS devices

Start and join meetings and audio calls from 1:1 chats using Google Chat in Gmail on mobile

Control the display of user availability across Google Workspace products with a new admin control

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Useful Links

Join the official community for Google Workspace administrators

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