G Suite Updates: 2 new posts

Automate and expand Connected Sheets updates with new APIs, connections, and capabilities

Posted: 26 Aug 2020 09:31 AM PDT

What's changing

We recently launched Connected Sheets, which connects Google Sheets and BigQuery to help you analyze large datasets using familiar spreadsheet tools. We're now adding support for macros and APIs to help you automate tasks, as well as providing mobile access. Specifically, you can now use Connected Sheets with:

Sheets Macro Recorder, to record Apps Script scripts and automate daily tasks.
Apps Script and the Sheets API, to develop extensions, add-ons, and applications.
Sheets mobile apps, to view Connected Sheets on Android and iOS.

Who's impacted

Developers and end users

Why you'd use it

Sheets Macro recorder

You can use the macro recorder to record when to create, edit, delete, and refresh Connected Sheets objects. This generates macros which you can then directly run in Sheets to refresh the data. This can automate common tasks, saving time and reducing errors.

Apps Script and Sheets API

You can use these APIs to write scripts and applications that automate tasks. For example, you can automate CRUD functions for Connected Sheets objects, including sheets, formulas, pivot tables, and extracts. Additionally, you can use the APIs to refresh these objects, as well as to refresh charts.

Mobile app support

You can now view Connected Sheets on mobile devices. You can also copy and paste data from Connected Sheets using the mobile apps. At this stage, you can't create, edit, or refresh data in Connected Sheets on mobile.

Getting started

Admins: There is no admin control for this feature. Learn more about how to use Connected Sheets in your organization.
End users and developers:

Macro recorder in Sheets: Find the tool at Google Sheets > Tools > Macros. Use our Help Center to learn how to use macros to automate tasks in Google Sheets.
Apps Script and Sheets API: See our guide to using Apps Script and Connected Sheets, the Apps Script spreadsheet service documentation, and the Sheets API documentation.
Mobile apps: Make sure you're using the latest versions of the Sheets Android and iOS apps.

Rollout pace

Rapid and Scheduled Release domains:

Sheets Macro recorder: Gradual rollout (up to 15 days for feature visibility) starting on August 26, 2020.
Apps Script: Available now for all users.
Sheets API: Available in September.
Android app: Gradual rollout (up top 15 days for feature visibility) starting on August 17, 2020. To get access, update to the latest version of the Sheets Android app.
iOS app: Gradual rollout (up top 15 days for feature visibility) starting on August 24, 2020. To get access, update to the latest version of the Sheets iOS app.

Availability

Connected Sheets is available to G Suite Enterprise, G Suite Enterprise for Education, and G Suite Enterprise Essentials customers
Connected Sheets is not available to G Suite Basic, G Suite Business, G Suite for Education, G Suite for Nonprofits, and G Suite Essentials customers

Resources

Expanding shortcuts in Google Drive, reducing unorganized files

Posted: 26 Aug 2020 09:06 AM PDT

What's changing

Earlier this year, we made shortcuts in Google Drive generally available. Shortcuts simplified file and folder structures in Drive by creating pointers to items, rather than having items which existed in multiple locations. This helps ensure easy access to files and folders for different users while reducing possible confusion about how files are owned, managed, and updated.

Now, we want to share three updates to our plans for shortcuts and file locations:

Expanding use of shortcuts: Removing some specific actions which still created multiple locations for files.
A migration update: More details on migration of existing multiple-location files to shortcuts.
Improving file management and reducing "unorganized" files: Ensuring files which have their last location removed are now placed in the owner's My Drive folder. See more details below.

Who's impacted

Admins and end users

Why it's important

Expanding the use of shortcuts will increase the consistency of behavior and make it easier for users to understand how their Drive is structured.

Additional details

Expanding use of shortcuts

After launching shortcuts, there were still some ways for users to add files to multiple locations. We're now stopping some of those to create a more consistent experience across different platforms and ways of using Drive. Specific changes include:

When using Drive on the web, the keyboard shortcut Shift+Z on a shared file used to place the file in multiple locations. Now, when a single file or multiple items are selected, Shift+Z will create a shortcut instead. However, if a single folder is selected, Shift-Z will still add another location for the folder to ensure continued compatibility with offline access via Backup and Sync.
When using Drive on the web, making someone else the owner of a file used to create multiple locations for the file. Now, if the new owner can see the file's existing location, it will remain there. If the new owner can't see the existing location, it will be moved from its current location to the My Drive folder of the new owner, and a shortcut will be created in its place

Visit our Help Center to learn more about shortcuts in Drive.

A migration update

In our original announcement, we mentioned that we would be migrating existing files in multiple locations to shortcuts. We'd like to share more details on these plans:

We will start this migration some time in 2021. We'll announce the migration on the G Suite Updates blog and with an in-product notification banner at least 2 weeks before it starts.
The migration will remove all but one location of files that currently are in multiple locations, and will replace the removed files with shortcuts.
The migration heuristics will be based primarily on original ownership, but will also take signals about access and activity on other parent folders into account, to ensure the least possible disruption for collaboration.
File access and ownership will not be impacted.
The migration will be automatic and won't require manual work from users or admins.

Improving file management and reducing "unorganized" files

A file can become unorganized when its last previous location is removed. For example, this could happen if you had added a file to a shared folder that was later deleted by the owner of the shared folder.

Previously, in those situations you would only have been able to find the file by specifically searching for it, not by browsing for it. This led to some instances where it appeared a file was lost. Now, we will add these items to the owner's My Drive. This change will make it easier to locate files which have had their locations removed.

API updates reminder

Earlier this year, we announced changes to the Drive API which would support the transition to file shortcuts. These changes will start to go into effect on September 30, 2020. Read more details about the API changes here.

Getting started

Admins: There are no admin controls for the expanded use of shortcuts in Drive.
End users: Visit our Help Center to learn more about shortcuts in Drive.

Rollout pace

Expanded use of shortcuts and improved file management:

Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on August 26, 2020
Scheduled Release domains: Gradual rollout (up to 15 days for feature visibility) starting on September 9, 2020

Migration of existing files in multiple locations:

Will not start until 2021, and will be announced in advance on the G Suite Updates blog and with an in-product notification banner.

Availability

Available to all G Suite customers and users with personal accounts

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2020/08/27