Additionally, for all customers, admins can now select “Recently deleted users” from the “More” menu on the User List page to quickly check whether there are any recently deleted users.
We hope these updates make it easier for Admins to stay informed about their recently deleted users and take action if needed such as restoring users to retain their accounts or transfer data to another account.
The announcements below were published on the Workspace Updates blog earlier this week. Please refer to the original blog posts for complete details.
Prevent unwanted invitations from being added to your calendar
We've improved the "Automatically add invitations" setting to help prevent unwanted invitations from being added to your calendar. You can choose to either: always have invitations automatically added or only have them automatically added if you have RSVP’d in the email event invitation. | Learn more here.
Easily see which account you’re currently using in Google Calendar on mobile
We’ve added account profile pictures in the top corner of Google Calendar on mobile so you can confidently tell which account you’re currently using and easily toggle between accounts. | Learn more.
Automatically move breakout room participants back to the original meeting
Google Meet costs and co-hosts can now automatically move break out room participants back to the main meeting room. Additionally, we’ve added better visual indicators for breakout room participants to indicate this movement. | Available to Google Workspace Essentials, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Nonprofits and Education Plus as well as G Suite Business customers. | Learn more.
Use your Google Meet hardware-connected displays as digital signage
Admins have several new options to control how screen savers are displayed on their Google Meet hardware devices. | Learn more.
Expanded occupancy detection capabilities for Google Meet hardware devices We’ve significantly expanded our occupancy detection capabilities on Google Meet hardware devices beyond Series One devices. Additionally, we have made improvements to the Room insights dashboard in the Admin console. | Learn more.
Configure member restrictions for groups, now generally available
In October 2021, we announced an open beta for group level controls that allow admins and end users who are group owners to restrict group memberships based on internal or external members and member type. This feature is now generally available. | Learn more.
Making dynamic groups more powerful with custom user attributes and OrgUnit queries
We’re further expanding the functionality of dynamic groups: dynamic groups can now be defined by querying custom user attributes and can also be defined based on users’ membership in Organizational Units (OUs). | Available to Google Workspace Enterprise Standard, Enterprise Plus, and Education Plus customers. | Learn more.
Today we are further extending the functionality of dynamic groups in two important ways:
First, dynamic groups can now be defined by querying custom user attributes. This functionality is available as an open beta (no sign up required).
Second, dynamic groups can also be defined based on users’ membership in Organizational Units (OUs). This feature is now generally available.
Who’s impacted
Admins only
Why you’d use it
Dynamic groups can be used for email distribution lists, access control, group based policy, and more. Compared to regular Google Groups they have the added benefit that memberships are automatically kept up-to-date. Automating membership management increases security, reduces errors, and alleviates user frustration while minimizing the burden on admins.
These new features expand the utility of dynamic groups for organizations that take advantage of custom user attributes and organizational units. They can further tailor dynamic groups to meet the specific needs of their organization. For example these organizations could now:
Create a dynamic group for all users of a subsidiary (an organizational unit) based in a particular city or state.
Create a dynamic group with all users with a custom attribute of a “job_skill” or “speciality”.
To query a customer attribute “EmployeeNumber” (based on this sample schema): user.custom_schemas.employmentData.EmployeeNumber == '123456789'
To query all direct members of an organizational unit: user.org_unit_id==orgUnitId('03ph8a2z1enx4lx')
To query all direct and indirect members of an organizational unit: user.org_units.exists(org_unit, org_unit.org_unit_id==orgUnitId('03ph8a2z1khexns'))
End users: Not available to end users.
Rollout pace
Custom user attribute queries are available now for all users in open beta (no sign up required)
Organizational unit based dynamic group queries are now generally available for all users.
Availability
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
When enabling occupancy counting on unsupported cameras, we encourage admins to consult the manufacturer’s documentation about the performance characteristics of the camera. In general, we recommend that admins test this feature on unsupported cameras before enabling it widely across their fleet.
Note that occupancy detection still requires cameras to be connected to a supported device. Devices that have reached end-of-life will not support occupancy detection.
Getting started
Admins:
Occupancy detection is an opt-in feature at the individual device level. To turn on occupancy detection, you can do so individually from the Device Detail page, or from the Device List page for up to 50 devices at a time by selecting them and using the bulk action. Visit the Help Center to learn more about enabling occupancy detection.
Available to all Google Workspace customers, as well as G Suite Basic and Business customers
Room insights dashboard
Available to Google Workspace Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Frontline, and Nonprofits, as well as G Suite Basic and Business customers
Not available to Google Workspace Essentials customers
This update allows you to customize the content your Google Meet hardware devices display while not in use. For instance, you can use this feature to display corporate signage or publish slides to the web and make them publicly accessible to share customized content across your hardware fleet. Please note that screen savers are not interactive—tapping your touch controller or using the remote will cause the screen saver to be dismissed, and the device will return to displaying the agenda on the homepage.
Additional details
In some cases, this feature can conflict with the power-saving feature on your Meet hardware devices. To ensure that your custom screen saver is visible, be sure to set displays as active during working hours in the organizational unit you’re targeting. Visit the Help Center article to learn more about displaying custom screen saver images.
Getting started
Admins:
This feature will be OFF by default and can be configured at the organizational unit level in the Admin console at Devices > Google Meet hardware > Settings > Device Settings. Visit the Help Center to learn more about displaying custom screen saver images.
Please note: If no action is taken, your Google Meet hardware fleet will continue to default to displaying the Google Meet logo screensaver after 120 minutes of inactivity and will be dismissed 10 minutes prior to the next meeting.
In 2020, we introduced breakout rooms for Google Meet, which allows meeting hosts and co-hosts to split larger meetings into smaller groups for discussion or group work. We’ve heard from our customers that they need more controls to easily and effectively manage breakout rooms.
Breakout room participants will see a banner with a countdown indicating when they’ll be moved back to the main meeting room.
We’ve added better indicators confirming participants have been moved back to the main meeting room. Additionally, cameras and microphones will be turned off when participants are automatically moved back into the main meeting — participants can re-enable them once they’re ready.
Getting started
Admins: There is no admin control for these features.
Rapid and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 14, 2021
Availability
Available to Google Workspace Essentials, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Nonprofits and Education Plus as well as G Suite Business customers
Not available to Google Workspace Business Starter and Education Fundamentals, as well as G Suite Basic customers
Note: We expect this feature to be available for the Teaching and Learning upgrade in April 2022. We will provide an update on the Workspace Updates Blog.
Now, the owner of the item in Google Drive will receive an email notifying them of the action taken, and alerting them of how to request a review of the restriction if they think it is a mistake. For items in shared drives, the shared drive manager will receive the notification
This will help ensure owners of Google Drive items are fully informed about the status of their content, while also helping to ensure that users are protected from abusive content.
Getting started
Admins: There is no admin control for this feature.
End users: If a user has a file that violates Drive policies, they will receive an email with details and potential actions they can take to request a review.
An example email that would be sent when content is in violation of Drive policies
These settings allow you to prevent invitations from automatically being added to your calendar or to be visible for others who you've shared your calendar with
Who’s impacted
End users and developers
Why it matters
These additional controls can help you manage your calendar with less manual work by ensuring unwanted events don't appear, and you see only the events that are important to you.
Additional details
If you choose to only have events added if you RSVP, you’ll see an additional option to allow those who have permission to view or edit your events to see all invitations.
When you change the setting, it only determines whether future events are added to your calendar. Any events that are already on the calendar will remain visible unless you delete them.
If you choose to only add events when you RSVP, you’ll receive an email invitation to all events, even if the organizer chooses not to send one. This will help prevent you from missing events. Note that this doesn’t apply to updates, only to invitations.
We've moved the notification option ("Yes, but only notify me if I've responded Yes or Maybe") into the notifications section to help you better manage when you get notifications.
Getting started
Admins: There is no admin control for this feature.
End users: This feature will be OFF by default and can be turned on by the user by going to Open Google Calendar > Go to settings > Scroll to event settings > "Add invitations to my calendar". Visit the Help Center to learn more about Responding to event invitations .
Earlier this year, we announced additional enhanced Gmail IMAP controls. With this launch, we’re further ensuring that your users’ communication is secure and reliable.
Gmail IMAP was previously only configurable at the domain or OU level.
Available to Google Workspace Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, and Enterprise Plus, as well as G Suite Basic, Business, Nonprofits, Education, and Enterprise for Education customers
Not available to Google Workspace Essentials customers
Previously, the AdminSDK only allowed one customer level language setting that applied to all users, which could then be changed individually via the Admin console, or by the user. We hope this will make it easier to set up and manage your users at scale.
Getting started
Admins and developers: No action required. This function is available by default. Use our API documentation to learn more about using the Directory API to update the ULS.
This is useful in situations where only a subset of your users need to have the app installed, for example CRM applications required for your sales and marketing groups or e-signature applications required for your legal teams.
Rapid and Scheduled Release domains: Extended rollout (potentially longer than 15 days for feature visibility) starting on December 9 , 2021
Availability
Available to Google Workspace Business Starter, Business Standard, Business Plus, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Frontline, and Nonprofits, as well as G Suite Basic and Business customers
Not available to Google Workspace Essentials customers
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.
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.
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.
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.
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.
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 impacted
Admins and end users
Why you’d use it
Special 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 details
Once 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
Automated Classification and Labels based sharing restrictions with DLP integration
Launching in the next few weeks. Check back to the Workspace blog for updates
Availability
Drive 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
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.
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.
