G Suite Admin's Guide to Google Groups

G Suite Admin's Guide to Google Groups
 


This guide provides an overview of Google Groups in G Suite Business. Starting with an overview of Admin-created groups, you’ll learn about the Groups feature set and how to create groups in the G Suite Admin Panel. We hlightlight a tool you can use to provision users/groups through Active Directory, if you prefer that alternative.  Then, you’ll learn about how to enable the separate Groups for Business service, allowing your employees to create their own groups. Finally, the guide concludes with an alternative using Google Groups, called Shared Inboxes.
 

Table of Contents:
 

Section #1: Definitions

  • Admin Groups

  • Groups for Business

  • Shared Inboxes

  • Organization Units

Section #2: Admin Groups

  • Create Admin Groups, Aliases, and adjust settings

  • Create your Groups with Google Cloud Directory Sync

  • Watchpoints - External Membership & Public Settings

  • User experience - Receiving Email from Google Groups

  • User experience - Sending Mail as a Google Group

Section #3: Groups for Business

  • Introducing Google Groups for Business

  • Set your Organization’s Google Groups for Business Policy.

  • User experience - Working with Groups for Business

  • Overview of Access Permissions

Section #4: Shared Inboxes

  • How do shared inboxes work in G Suite?

  • Turn on Mail Delegation in the Admin Console

  • Delegate the shared inbox to team members


Definitions

  • Admin Groups. We’ll use the term “Admin Groups” through this guide to refer to Groups that are created & managed by G Suite Administrators. G Suite administrators can create groups for your entire organization using the Groups Control in the Admin console.

  • Groups for Business. A separate service that allows your employees to create groups & manage groups, without access to the admin Console. Groups for Business will also be used to adjust settings for your Admin-created Groups.

  • Shared Inboxes. We’ll use the term “shared inboxes” which is a user account that’s been configured to be shared amongst a team. For example, you may want sales@yourdomain.com to have it’s own separate inbox vs functioning as a distribution list.

  • G Suite Organizational Units (OUs). Under the User Management tab, organization units exist to give different settings to a group of users or devices within your company. OUs exist solely for the purpose of applying admin settings (eg: restricting access to Google Drive for a subset of users), and in no way function as group email or distribution list. Organizational Units do not have a team email address and are simply an administrative aspect of User Management. OUs are _not_ for distribution lists or employee collaboration


Create Admin Groups

How to create a G Suite Admin Group (Distribution List)

G Suite Admin Groups.png


From the G Suite Admin Console, select the “Groups” Tile. Often, G Suite Admin Groups are hidden in the “More Controls” section at the bottom of your admin console. When you create a group, you need to choose the Access Level. Start with “team” and you can allow anyone to email the group by checking the relevant box. Otherwise, people outside your G Suite organization will not be able to email that address.


 

Create Aliases & Adjust Google Group Settings

G Suite Admin Group Settings.png

After you create a group, click the group name to Manage Users, Adjust Settings, and add aliases. 

  • Manage Users. You can directly add members from this panel. Keep in mind, you can also have external parties, or people with @gmail.com accounts in your Admin Group.

  • Access Settings.  If you click to adjust group settings, you will be taken to the Groups for Business Service.

  • Aliases. Use this tab to set up multiple aliases. Any email sent to an alias will be received by members of the Google Group.  For instance: Google Group Name: sales@yourdomain.com. Aliases: westcoastsales@yourdomain.com, eastcoastsales@yourdomain.com, etc.

 


Create Groups with Google Cloud Directory Sync

Active Directory and G Suite Sync.jpg

If you want to manager users/groups with Active Directory, you can use this free tool to sync data to your G Suite account. This is a one way sync, and wil will push all users/groups in AD to G Suite. You can now manage users through AD vs the G Suite Admin Console. Our team provides guidance for Active Directory, so please reach out about this. Here’s the tool:

 

https://tools.google.com/dlpage/dirsync/

 


Watchpoints - External Membership & Public Settings

External Membership. You have the ability to enable external members to be invited or request to join a group. Be careful and be aware of this feature.

 


How do Google Groups look for employees?

Gmail Filters for Groups.png

Employees will receive emails sent to a Google Group (eg: marketing@) directly in their Gmail inbox. You can check the “to” field to see if the email was sent to the individual or a group the individual is a member of.


Pro-tip → Create Filters to automatically apply labels to group email. Instruct your staff to create “Filters.”  


How to respond from a Google Group?

Send email as a Google Group.png

If your employees want to respond on behalf of a group (eg: Marketing@), you’ll need to configure “sending as” permissions. Within the Gmail interface, select the gear icon, and then settings. Select “Accounts” → Add your Google Group here.  


Introducing Google Groups for Business.

 

Access Google Groups for Business.png

You’ll notice that all access settings for G Suite Admin Groups take you to the Groups for Business Console. Groups for Business is actually a separate service with a ton of features. You can allow users to create groups their own groups, and manage organization wide settings for your admin groups through Groups for Business. See Groups for Business under the Admin Console → Apps → G Suite Apps →  Groups for Business.

 


Set your Organization’s Google Groups for Business Policy.

 

Settings for Groups for Business.png

Define how people will use Google Groups for Business at your organization. You may want to consider restricting the creation of new groups to administrators.

 

 


Employee Access to Groups for Business

Employees can navigate to the Groups for Business service through the Apps Icon in the top right hand corner of their account.

 

IF you allow people to create their own groups, users will see a red button

 

Navigate to Google Groups.png
Create your own Google Groups.png

Adjust Google Group Settings

 

From the Groups for Business Service, you have a variety of settings for your group, including members, messages, settings, permissions, roles, information.


How do shared inboxes work in G Suite?

 

Mail Delegation.png

In some cases, you may want to configure a shared inbox as opposed to a Google Group. A ‘shared inbox’ is basically a user account that’s been delegated to core team members. With a shared inbox, employees will not get group email in their primary gmail inbox, like with Google Groups.

 

You first must enable the ability to delegate inboxes through the admin console. Apps→ Gmail→ User Settings → Mail Delegation 

 

Once you’ve created the shared inbox under “Users,” you need to log into the the account and configure mail delegation.
 

Gmail Settings → Accounts → Grant Access to your account

 

Once this is complete, the delegated user will always be logged into the Shared Inbox. Configuring mail delegation is much better alternative to have a shared password that people use to login and logout.

The G Suite Admin's Guide to Team Drives

Admin’s Guide to Team Drives

 

About this Guide:

This guide will provide an overview of Team Drives, explain differences between ‘Team Drives’ and ‘My Drive’ and highlight considerations for migrating to & administering Team Drives.

 

Table of Contents (10 Minutes Read) 

  • Introducing Team Drives
  • Core features & differences from My Drive
  • Team Drives Best Practices
  • FAQ
     

Introducing Team Drives

Team Drives are a group-focused collaborative file share, meant as a central location for to store files for a particular project or team. Team Drives intend to provide team level ownership over content so files remain intact while employees come & go. Google created Team Drives to overcome three primary limitations with My Drive:

  • Content Discoverability. A user added to a Google Group won’t immediately gain visibility into all the files he or she has access to within Drive’s UI, which leads to delays and inefficiencies while onboarding new employees.
     
  • Files remain after employees leave: Currently, administrators must manually select and move files to another employee (often a manager) when someone leaves the company. This process is time intensive and not scalable.
     
  • Interface inconsistency & sharing rule confusion: Two employees viewing the same shared folder in Drive may see different files inside, based on individual file sharing permissions.

In short, Team Drives provides a solution for centralized group collaboration & storage, as opposed to individual storage. Organizations can now develop policies outlining what type of content should be stored in these new group workspaces (Team Drives) vs their own “My Drive”

Core features & differences from My Drive

Here’s a quick overview of features in Team Drive & differences from My Drive.

New Sharing rules: 

  • Full Access
  • Edit Access
  • Comment Access
  • View Access
Team Drives Access Levels.png
  • Individual files within a Team Drive can be shared out to a non-member, either via email or link-share depending on the admin settings. However, you cannot use the standard “add contributor” for a file located within a Team Drive.
     
  • Team Drive Files that are shared out externally cannot be added to that non-members’ “My Drive” Folder and are only available in Shared with me, Recent, Starred, and Search. Files shared in this manner also have a Team Drive icon next to the file name.
     
  • Certain right-click functions are disabled for files shared from Team Drives, including “Move to” and “Remove”
     
  • Individual files within a Team Drive can be shared externally, but folders/subfolders within a Team Drive cannot be shared externally. You will need to create a separate “External” vs “Internal” Team Drive.


Content Discoverability:

  • Team Drives retain content over time, regardless of employees leaving the Team Drive or company.
  • Team Drives standardize content across all members of a tea, regardless of their access level.
  • Team Drives are shared team-wide, and certain files/folders cannot be hidden from members.
  • Each Team Drive has it’s own Trash Folder. This trash folder is separate from the My Drives trash folder

 

When to use Team Drives vs My Drive: 

  • The Team Drives product is intended to be a transparent fileshare for a team/department/project.
    Questions to select My Drive vs Team Drive for content:

Team Drives vs My Drive.png

MS Office & Google Drive: Integration & Interoperability

MS Office & Google Drive: Integration & Interoperability
 

A Guide to effectively working in MS Office & Google Drive
 

Google Drive Filestream offers a convenient way of working with MS Office Files & Google Drive, without converting to Google Docs. Most of our customers have employees who spend the majority of their day in Excel/Word, and simply cannot consider replacing those products with Sheets/Docs. For heavy MS Office users, see the below information for how to most effectively work in MS Office & Google Drive. 


 

 

Option #1 - Work from the Web Interface. (Not ideal) 

Disable Convert Uploads. By default, Google Drive will convert your MS Office files to a Google Doc. To avoid change this default behavior, select the gear icon within the Google Drive app and uncheck the box for convert uploads.
 

MS Office Version Control in Google Drive.png

Use Version Control. If you re-upload a MS Office file with the exact same name, Drive will auto-save a separate version of the original file. As you upload more copies, you can see the full version history of your MS Office file. If you don’t want to use Drive version control, you can select “keep as separate file.”
 

Why this option sucks: You will need to download a MS Office file, open on your computer, save changes, and then re-upload to Google Drive. Not practical for most of us. However, if you occasionally work in MS Office Files, you might not mind following these steps. 

 

 

 

 

 

Option #2 - Use Drive File Stream

Drive Filestream is the Google Drive Sync client for G Suite customers. For your personal Google Drive account, you can sync files using Backup & Sync. Filestream essentially mirrors your Google Drives in a folder on your local computer, accessible through Finder on Mac or Explorer on Windows. Keep in mind:

 

Drive Filestream Available Offline.png

Streaming vs “Available Offline.” If you plan to be traveling for work, make sure to select “Available Offline” for certain Folders / Team Drives that you want to access without an internet connection. Google will sync those files down to filestream and sync any changes made offline once you reconnect to the internet. TIP: Careful with syncing large folders to your computer. Try to sync only the select files/folders you need to avoid overloading your hard drive.
 

 

Available Offline in Drive Filestream.png

Open, Work, and Save to Drive. Navigate to Google Drive and open your desired MS Office file. Double click and your file will open in MS Office right away. If you save back to Google Drive, a new version will automatically upload to your Google Drive account. In order to view the file version history, you can will need to go to the web interface.





 

Create a G Suite Service Account

Your company is growing fast & you’ve decided to implement G Suite. When you’re setting up the G Suite Instance, you should consider creating a standalone “service” account that is not tied to an employee. This helps you plan for the long-term and enables better control over your company data. More info:  
 

Benefits of a service account:

  • Build for the future. Even at a small business, you never want to develop a single dependency or point of failure. Having a separate admin account ensures you can easily transfer admin rights when it’s time for you to leave the business.
     

  • Inherit Drive data. When employees leave, Admins can transfer Drive files/folders to the service account to ensure sharing permissions aren’t affected when an employee is offboarded.
     

  • Store archived email data. You can use the the Google Drive service under the admin account to store the .mbox export of your former employees email data
     

  • Consolidate file storage/sharing. Remove your Box, Dropbox, egnyte or windows file server and transition to Google Drive. “Team Drives” will likely not accommodate your sharing requirements ( you can’t have nested shared folders within Team Drives as of June, 2018), but you can transfer all company files in the admin service account and share from there.
     

  • Set company shared login credentials for other services. You can use the service account to configure access to other cloud services for a small business and then share out credentials.
     

How to create an admin service account:

Creating a G Suite Service Account is the same as adding an additional user. Keep in mind, you can set different admin roles for the service account, including Super Admin, User Admin, Groups Admin, or even custom admin roles. For more information, contact the HiView team.

How to off-board Employees in Google G Suite

How to Offboard employees in Google G Suite
 

An employee left the company. How do you off-board them in G Suite? Here’s our recommended 10-step process for G Suite Administrators. This guide assumes: 1) You are a G Suite Account Administrator, and 2) Your company is managing users/groups directly through the G Suite Admin Console. If your company uses an LDAP/SSO service with G Suite, please contact us for a more tailored checklist for your enterprise. This guide is grouped into three main phases:

  1. Secure (steps 1–4)
  2. Delegate (steps 5 & 6)
  3. Delete (Steps 7–10)

 

SECURE
 

Step #1: Reset G Suite Account Password

Log into the G Suite Admin Console and change the account password. Make a note of the new password. You can now log into the G suite account on behalf of the terminated employee.

 

Step #2: Wipe Any Mobile Devices

This step assumes that you’re pre-configured mobile device management in the G Suite Admin Console. For company issued devices, you can remote wipe the entire device. For personal devices, you can wipe company data from their personal device. They will no longer be able to open their G Suite Apps with their work account. Google Support Resource: https://support.google.com/a/answer/173390

 

Step #3: Change Recovery Phone & Email

By default, only admins can reset passwords, so this step will not apply to many organizations. However, it’s worth checking as a terminated employee could use their recovery phone/email to get access after the admin has reset the password. Remove the recovery/phone email. Google Support Resource: https://support.google.com/accounts/answer/183723

 

Step #4: Revoke Third-Party Apps

Resetting passwords will often break the connection with 3rd party apps, but make sure to manually review and disable any services tied to their Google account. Google Support Resource: 

 


DELEGATE
 

 

Step #5: Create Auto-Reply Message.

Login as the former employees, and use the “Vacation Responder” to create an auto-reply message. Direct all inquiries to the former employees’ manager.
 

Step #6: Delegate Account Access to a Manager

Delegate account access to a manager through the Gmail Settings Panel.

 


DELETE
 

 

Step #7: Export All Email Data

As an administrator, log into the employee account and navigate to: google.com/takeout. Select “Email” and Google will generate a downloadable archive of email data. The mail will download in the .mbox format, within a zip file. You can then store this archive anywhere you like (maybe within your G Suite Admin Account in Google Drive?). If you need to access this archive at a later date, you can use email clients like Thunderbird and import all mail on a local machine and then perform a search. Alternatively, you can upload the mail back into a G Suite user account (both options work well)

 

Step #8: Suspend Access to the account.

Suspending the account will block new emails & calendar invites, and disable login access. The account has been deleted and historical email/files can be searched through the Google Vault Service. Many companies keep the user account suspended for 6 –12 months so they can easily search through old email records. The catch — a ‘suspended’ user still requires a G Suite license. If you want to re-purpose the license for a new hire, you must delete the G Suite account entirely. If you don’t foresee a need for employee email/files to be searchable via Google Vault, proceed to step #9 immediately.

 

Step #9: Transfer Remaining Data (Drive/Docs, etc)

From the Admin Console, Navigate to Apps → Google Drive. Under Drive Settings, you’ll see an option to transfer files. Transferring ownership will not affect the existing permissions on the files/folders.

 

Step #10: Delete User Account

Once the account is deleted, you can repurpose the license for a new hire.

Want to be more efficient with this process? You can use tools like GAM or BetterCloud to automate several of these steps, or at least reduce the number of pages/clicks in the admin console. Contact us for more information!

 

OffShore Group runs on G Suite

 
Screen Shot 2018-05-30 at 8.40.56 PM.png
 

With 300+ employees in Tuscon, AZ, and manufacturing sites in Sonora & Tijuana, the OffShore Group helps manufacturing companies of any size achieve the benefits of operating in Mexico without the burdens and risk. With over 30 years in business, the OffShore Group provides their customers with world-class advice, reliable infrastructure, and all the necessary resources to expand and operate manufacturing facilities in Mexico.

 

With teams spread across offices & countries, powerful collaboration tools are essential for getting work done. A few years ago, a few employees began creating & sharing information with the free version of Google Docs. When the Offshore Group’s legacy hosted-exchange solution start causing delays in the sending/receiving of emails, adoption of Google Docs accelerated as more & more employees sought a reliable & efficient way to share information.

 

With mounting issues with the company’s email system & more employees using Google Docs the OffShore Group contacted Google to conduct a thorough evaluation of G Suite. Their primary objectives: 1) Implement a reliable email system, and 2) Bring the work done in Google Docs under the purview of OffShore Group’s IT Department.

 

In order to ensure a successful rollout of G Suite, Google introduced OffShore Group IT to HiView Solutions to build & execute a deployment plan, including Technical Services (data migration, account configuration, etc) and Change Management Services (impact assessment, communication, and training).

 

OffShore Group’s G Suite Deployment spanned a 5-week period, beginning with a thorough impact assessment & ending with end-user training. Working with HiView as a deployment partner, OffShore Group transitioned 300+ employees from Outlook to Gmail, from sharing attachments over email to working in Google Docs, and from locally run software to a true 100% cloud-based office productivity solution.

 

OffShore Group purchased ongoing account management services from HiView to ensure they are getting the most of their G Suite investment, and driving continuous adoption of new products & services. Offshore Group can now focus on their customers, knowing they have a reliable office productivity platform in place that empowers their employees to do great work & continue growing the business.



 

Google Drive/Docs for a Microsoft Enterprise

We recently conducted a webinar titled "Improving Workplace Collaboration: Drive/Docs for a Microsoft Enterprise." See below for an overview of content & link to the recording. 
 

Thanks,
The HiView G Suite Team.


Learn how to improve workplace collaboration with Google Drive/Docs at your Microsoft Enterprise. Intended for O365/Exchange customers, this webinar outlines a playbook for launching Google Drive/Docs in your organization. Webinar content:

  • Section 1 -- Learn the key benefits of Drive/Docs, as told by Google Enterprise Sales

  • Section 2-- Learn how to find existing usage (shadow IT), identify advocates, and secure an executive sponsor with a compelling business case.

  • Section 3 -- A “day-in-the-life” of your employee working in Outlook, MS Office, and Google Docs.

  • Section 4 -- Two playbooks for a successful deployment.  

AODOCS - Enterprise Document Management for Google Drive

AO DOCS for Google Drive

         When employees leave a company, it’s commonplace for them to take crucial company information. For Google Apps customers, administrators can transfer ownership of documents to another team member, but this just moves one dependency to another. What happens when that next person leaves? You essentially are transferring an ever-increasing number of files, forwarding countless google docs & sheets onward to the next manager. The team at AO Docs recognized the business problem of employee-based document ownership in Google Drive and offer a compelling value proposition: With AO Docs, you can assign a corporate Google Drive account, secure & monitoring file sharing, and create a document library for your business.

 

Overview of Team Folders

Team Folders are similar to your traditional Google Drive folders, but files are actually owned by a corporate account instead of individual users. As employees leave the company, their documents remain for others to continue working in. Team folders also prevent anyone from removing specific files, ensuring important documents aren’t accidentally deleted. Team folders are easy to share and automatically push to each member’s My Drive account.

 

Overview of AO Docs File Server

Admins can prevent people from sharing documents at the folder & file level. Admins can also lock the folder structure, preventing users from making confusing modifications. In an AO DOcs secured folder, admins can also prevent sharing with external parties unless a super administrator whitelists a domain.

 

Getting started with AO DOCS document library

    You can create libraries for specific workflows, such as managing supply-chain suppliers. The library has custom permission settings, with Admin, Contributor, and Reader access levels. Contributors can add files to a document library, but don’t have editing access for individual documents. Editing rights must be granted at the individual file level.

 

Event Management: Produce memorable events for your audience.

Plan & launch memorable events.

Event Managers spend weeks/months/years planning, often for an event that lasts a few hours. For events large & small, event production companies turn to Google Apps for Work for best-in-class collaboration & productivity tools. With Hangouts on phones & desktops, remote staff can attend meetings with managers and relay information from the ground, tightening the feedback loop and empowering managers to make decisions more quickly. With Docs & Sheets, event managers plan and distribute instructions to staff.

Increase engagement with your audience. 

Event Managers use Google Apps to engage with the audience, often in real-time. With Google+, companies can gather photos from attendees, receive moments, and gather feedback. With Google Forms, venues can create custom registration forms for raffles, newsletters, or even to check-in at exclusive, invitation-only events.

Real-time collaboration, anytime, anywhere.

Effective communication & real-time feedback are critical components of any good event production company. With powerful mobile tools like the Gmail & Hangout apps, keep your staff in touch from anywhere on any device. Share the latest planning documents and budget spreadsheets with Docs & Sheets.

 

Streamline patient care & secure PHI with HIPAA compliance in Google Apps for Work

Create HIPAA Compliance File Repositories

Does your organization handle PHI? Healthcare companies can enable HIPAA compliant file repositories in Google Drive through a Business Associate Agreement (BAA) with Google. See this post for a basic overview of the process. As a Google for Work partner, we can assist you through the process.

eDiscovery & archiving made easy with Google Vault

To meet regulatory requirements, healthcare companies often implement Google Vault for eDiscovery & archiving. For only an additional $5/user/month, find and retrieve valuable information, even from closed accounts. Further, you will be able to track the files your employees upload, create, and share, to be sure that security policies are being followed to the letter.

Healthcare IT teams choose HiView Solutions

Healthcare businesses like Aventa Senior Care look to HiView Solutions for change management, product training, and admin support services. With knowledge of HIPAA compliance in Google Drive & recommended account security protocols (ie: 2 factor Auth), HiView Solutions helps you tailor the Google Apps for Work environment for your industry.

8 examples of how Healthcare businesses use Google Apps for Work:

  1. Streamline the hiring & on-boarding process for new employees (Forms, Hangouts, Sites)
  2. Train your healthcare professionals with powerful collaboration & messaging tools, working from anywhere & on any device (Drive, Sites, Hangouts)
  3. Improve clinical operations with an easy-to-use cloud storage file system (Drive)
  4. Secure information & enforce compliance policies with device management and HIPAA-compliant cloud file storage (Drive)
  5. Organize patient plans across multiple caregivers (Docs, Drive, Sheets)
  6. Improve the patient/client interaction with fast registration, communication, and feedback (Forms, Hangouts, Sheets)
  7. Migrate paper processes online/ empower your staff to work from any device. (Forms)
  8. Create central repository of key assets so employees know what's most important (Sites)

Bring media to market more quickly with G Suite

Media & Entertainment companies need real-time collaboration tools. 

With employees spread across the globe, leading companies in the Media & Entertainment industry turn to Google Apps for Work to make sure employees have the right tools for collaboration. Remote employees can easily attend meetings with Google Hangouts, contribute to go-to-market plans in Google Docs, and upload files remotely via Google Drive. With advanced admin capabilities, IT managers can place safeguards to prevent account hijacking and ensure data is safe & secure.

 

Why Media IT Managers partner with HiView on Google Apps for Work.  

Recent merger or acquisition? Hiring spree? HiView Solutions helps quickly migrate users to Google cloud productivity tools, helping onboard new users. Plus, we have experience with several helpful add-ons for administrators that streamline the management of even the largest Google Apps for Work environments. Plus, we help IT team remove the need for managing on-premise servers or the cost of upgrades, making the IT environment more scalable & manageable. This frees up the team members to work on more strategic initiatives.

 

Best in class uptime

For media & entertainment companies, tools must be available 24/7/365. With Google’s impressive 99.9% uptime service level agreement (SLA), world-class collaboration & sharing tools, production companies have the resources to deploy news stories in the quickest way possible.

 

10 ways that Media & Entertainment companies use Google Apps for Work

  1. Easily recruit, interview, and onboard media candidates (Forms, Hangouts, Sites)
  2. Project manage tasks & schedules for media production (Sheets, Calendar)
  3. Create, share, and manage digital assets (Drive)
  4. Collect feedback from the public on new products (Google+)
  5. Move media operation and administration processes to the cloud (Docs, Sheets, Forms)
  6. Launch & run branded production websites (Drive, Sites)
  7. Improve supplier collaboration and bring products to market faster (Drive, sheets, calendar, hangouts, google+)
  8. Train your employees anytime, anywhere, from any device (Drive, Sites, Hangouts)
  9. Empower employees and vendors (Google+)
  10. Consolidate important corporate or customer data (Sites, Drive)

Manage your omni-channel retail strategy with Google Apps for Work

Improve communication between stores & HQ.

With Google Hangouts, HQ executives can share news & speak with store-levels managers anytime, face-to-face. Stay in touch with what’s happening in your stores, without needing to visit in person. Do you have a large franchise division? Host a routine group Google Hangout with key regional managers to ensure your everyone understands the company strategy. With an integrated suite of tools, your entire organization can communicate openly and start moving more quickly.

 

Now that’s effective product training.

Distribute training plans through Google Drive & host interactive training sessions in Google Hangouts. Get the most out of our scheduled training time with staff, and ensure they have the knowledge to sell products that matter. Leverage Google Groups, Sites, and Google+ to foster discussion amongst employees. Empower employees to share their most effective tactics and sell more inventory.

 

Create & launch internal websites for your organization.

Everyone misses notes sent via email. Ensure your employees get the information most important with internal company websites (often called intranets). With Google Sites, anyone can create a websites for their organization, guaranteeing that critical announcements (like from the IT team) aren’t missed or ignored. Incorporate edit permissions to allow others to create 'file cabinets'. HR can share the information employees need, and marketing can share logos, promotions, and other updates. As part of our Admin Support offering, HiView Solutions can build your Google Site complete with brand, colors, and other specific information

Sync & Share digital brand & production assets (Drive)

 

10 ways leading companies in Retail use Google Apps for Work: 

  • Train your store employees anytime, anywhere, from any device (Drive, Sites, Hangouts)
  • Improve information sharing between corporate and store employees with social networks (Google+)
  • Empower store associates for better customer service (Drive, Google+)
  • Manage store operation processes online, from any device (Forms)
  • Manage tasks and schedules for all stores and employees online (Calendar, Sheets)
  • Centralize key assets so employees can find all important updates and documents in one place (Sites)
  • Quickly recruit, interview, and onboard store employees (Forms, Hangouts, Sites)
  • Bring products to market faster with increased collaboration and task management (Calendar, Drive, Google+, Hangouts, Sheets)
  • Manage and track store construction projects (Calendar, Hangouts, Sheets)

7 Pro tips from gmail power users

Pro tip #1 -- Create a simple process for managing email

Can you describe your process for managing email? Most people can’t. Most of us simply click through emails, answering some, marking ‘unread’ for those emails that we need to return to later. Several productivity consultants have developed approaches to managing email, and you can read some detailed guides here & here. The simplest framework for managing email goes like this:

Whenever you click an email, force yourself to take one of 3 actions:

  1. Archive the email (no need to delete, as you might want to reference later)
  2. Respond right away if it only takes 1 minute
  3. If a response would take more than 1 minute, add it to your ‘to do’ list. Add the mail URL or some context so you can find the email thread later on.

Pro-tip #2. add context to your 'to-do' list by adding email urls. 

You can copy the URL of any email & save in a document for reference later on. Remember these links are unique for your email inbox, so you can’t share them. I still find it useful for adding context to my to-dos/ action items:

 

Pro-tip #3: Enable Priority Inbox.

Designed for power email users. 3 different inboxes (Important & Unread, Starred, and Everything Else). To enable:

You can use the “starred’ folder as an ad-hoc “to-do” list. This comes in handy when you are busting through tons of emails and need to take note of what’s important to respond to later on.


Pro-tip #4: Enable Undo Send

Delays sending of your email for 10,20,or 30 seconds. This allows you to “undo” emails that were sent too soon.


Pro-Tip #5: Enable Canned Responses

Saves template emails to use over and over. A helpful alternative to copy/pasting. Enable in Gmail settings → LABS→ Canned Responses.

 

pro-tip #6: Gmail App on iOS & Android

Most Apple users have the Apple Mail client set up, including myself. Ever tried to search for an old email? The search functionality sucks. Download the gmail app as a backup. If you are on the go and need to find an old email, you will have the full functionality of the gmail web app on your smartphone. (including advanced searches)

 

 

pro tip #7: Advanced search guide

Helpful search operators for gmail.

Compliace rules in Google Apps: Prevent employees from emailing PII

Are you concerned about HIPAA compliance standards & preventing employees from sharing sensitive information over email? Do you need to implement a data loss prevention policy within your organization? Even with clear communication to your employees that PII such as social security numbers should not be sent over email, mistakes happen.

You can configure the DLP policy so that Gmail automatically scans all mail automatically (including attachments), and take immediate action to quarantine the message. Here’s a quick guide for doing so, courtesy of Google:
 

Set up a compliance rule

  1. Sign in to the Admin console.

  2. Click Apps > Google Apps > Gmail > Advanced settings.

  3. In the Compliance section, hover over Content compliance, and click Compliance (appears on the right).

  4. In the Add setting popup, enter a short description, such as Social Security Number detected.

  5. In the Email messages to affect field, check the Outbound box to prevent emails containing SSNs from being shared outside your organization. You can also check the Internal – sending box to apply the same rule to messages sent within your organization.

  6. In the Add expressions field, click the Down arrowand select If ANY of the following match the message.

  7. In the Expressions category, click Add.

  8. Click the Down arrowand select Predefined content match.

  9. Click Predefined content match, and select United States – Social Security Number.

 

 

  1. (Optional) Enter a Minimum match count, which is the number of SSNs that must appear in an email before an action is triggered. If you leave this as 1, then messages containing a single SSN will be detected.

  2. (Optional) Click Confidence threshold and select High or Medium.

This indicates the likelihood that the content of the detected email meets your criteria. Some data, such as a SSN, can be detected with a high level of confidence because it has a well-defined pattern.

  1. Click Save.

Quarantine messages

  1. Click If the above expressions match..., and select Quarantine message, which allows you to check emails that have been detected.

  2. Click Add setting > Save.

  3. Review the Content compliance field for a summary of the new settings.

 

Check quarantined emails

  1. From the Quarantine Manager, click All quarantines. This displays the list of all quarantined emails.

  2. Click an email message to check the content.

  3. Check the box for one or more messages and click Allow or Deny to approve or reject the message.

    • If you click Allow, the email is sent.

    • If you click Deny, the sender receives a notification by email that the message was not delivered.

Is Google APPS HIPAA Compliant?

It’s possible to build HIPAA compliant file repositories in Google Drive. If you wish to store Personal Health Information in Google Apps, you must sign a Business Associate Agreement with Google. Administrators must also review & accept a BAA before working with Google Apps & PHI. The Google BAA covers Gmail, Calendar, Drive, Docs & Sheets, Slides, and Google Forms, Google Sites and Google Vault Services.

Every organization must determine if they are subject to HIPAA requirements and whether or not they will use Google services in connection with PHI. For more information, we recommend reviewing the following materials.

US Government HIPAA Compliance:

  • http://www.hhs.gov/ocr/privacy/hipaa/understanding/coveredentities/index.html

Google Apps HIPAA Implementation Guide:

  • https://static.googleusercontent.com/media/www.google.com/en/us/work/apps/terms/2015/1/hipaa_implementation_guide.pdf

For Admins - Reviewing & accepting the Google BAA:

  • https://support.google.com/a/answer/3407074