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It’s now easier to find Drive files to embed

Thousands of WordPress pages contain embedded Google Drive files and folders thanks to our Google Drive Embedder plugin. It’s easy to embed a file: when composing a post in WordPress, click our ‘Add Google File’ button to bring up a dialog box where you can search for the file or folder you want. That works well if you know how to search for the Drive file, but if you only know which folder it is in, it can be harder to find.
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Drive Folders embedded in BuddyPress Groups

We have sometimes been asked if our Google Drive Embedder Enterprise plugin can be used to embed folders within a tab of a BuddyPress Group. That way, each group – maybe a department within a company – would have a space on the intranet to share commonly-used files; but rather than getting lost inside WordPress’ file system, the files would also be immediately available on Google Drive as well. Even better, it would be possible to drop files straight into the corresponding Drive folder and have them show up straight away in the BuddyPress Group without even having to log in to WordPress at all.
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Friendly usernames for auto-created WordPress users

Our Google Apps Login Premium and Enterprise plugins allow all users with an email address in an organization’s Google Apps domain to log in to the WordPress site with one click. If the user doesn’t have an account in WordPress already, one is automatically created based on their Google profile information – taking their first name and last name, for example. The plugin needs to generate a unique WordPress username, so the simplest thing is for it to use the email address as the username directly. This ensures it is unique – but an email address can be long and cumbersome as a username when used throughout the site.
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Google API Changes – our plugins will not be affected!

Google has emailed some of our users to remind them that a selection of their old APIs are to be deprecated on 20th April 2015. Users of all our Google Apps plugins for WordPress – Google Apps Login, Google Drive Embedder, etc – can rest assured that we migrated to the new versions of all of Google’s APIs a long time ago, so their service will not be affected.
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Using Google profile photos on a BuddyPress site

Update – we have now built the BuddyPress extension right into the full version of Google Profile Avatars. If you are using BuddyPress and Google Profile Avatars but aren’t seeing Google profile photos throughout your site, please get in touch to ask for version 1.1 of the plugin.

We provide a small plugin extension called Google Profile Avatars that takes your users’ Google profile photos and substitutes them in place of the user’s WordPress avatar pictures throughout your site. That brings an easy level of personalization to the site, and saves users having to upload a photo directly – which they often won’t take the time to do anyway.
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Allowing only some employee Groups to access your WordPress intranet

Cyber security image

[Image via Pexels]

Many customers use our Google Apps Login Enterprise version to restrict access to their WordPress intranet so that not only should it be inaccessible to non-employees, but certain groups of employees should have different WordPress roles, and perhaps some employees should not have access at all.

Why is this so important? In the past, employees worked on-premises, and it was easier to monitor who was working on certain documents and data sets at a given time. For example, if a project was in a draft stage — and not ready for the eyes of senior staff or outside consultants — an employee could hold the file on his or her desk until it was finalized. There were few ways for others to access the file short of stealing the physical copy.

Yet in today’s flexible working environment, employees are constantly logging in to work on projects from different locations and time zones. They might have separate sets of credentials after re-setting their password or for use on multiple devices. It’s much more complicated to confirm who is accessing and editing documents than when employees worked in the same physical space. If you’re trying to keep certain information privileged, tightening access measures can provide an extra security in this opaque environment.

In this post, we’ll break down how we’ve made permissions for users easier for admins to control.

Configuration Steps for Enhanced WordPress Security

 

 

For your sales team’s intranet, maybe you want things to work like this:

Members of the Google Group management@mycompany.com should be Administrators.
Members of the Google Group sales@mycompany.com should be Contributors.
All other members of mycompany.com should be barred (as should non-employees and anyone who is not logged-in).

We’ve recently made this easier by combining improvements to the Enterprise product (version 2.8.2) and also our free All-In-One Intranet plugin.

Here we talk through the key configuration steps required.

Install your Google Apps Login Enterprise version and configure as directed – follow the instructions in Settings -> Google Apps Login, including setting up a Service Account.

You’ll also need to install All-In-One Intranet. Since that is available in the WordPress directory, the easiest thing will be to go to the Plugins page in your WordPress admin panel, click Add New, and then search for ‘All-In-One Intranet.’

There are quite a few steps required to configure Google Apps Login, so below we are just showing the screenshot of the Domain Control tab in Settings -> Google Apps Login from your WordPress admin panel, so you can see how to set up rules for the different Google Groups. You’ll also want to set the Default Role to ‘No Access’ to ensure non-employees, and those members of staff who aren’t in sales or management, won’t have access to the site.

At this stage, staff members should be able to use the Login with Google button on your WordPress login page to access the site. If they should have ‘No Access,’ then they won’t be able to do much in the admin panel, but everyone will still be able to view the front end of your website. That’s because WordPress is set up for your site to be public by default (users only need to be logged in to access the admin area).

This is where All-In-One Intranet comes in. Go to Settings -> All-In-One Intranet, and check the box labeled ‘Force site to be entirely private.’

Now, logged-out users and ‘No Access’ users should be forbidden from viewing any part of the site!

The above assumes you have WordPress in its default mode – if you are running ‘Multisite WordPress,’ you have a lot more flexibility over access to your various subsites — but that is for another post.

Please contact us if you have any questions at all!

Bring the power of Google Drive to your employees without them even knowing!

How Flat Branch uses Google Drive Embedder Enterprise version to bring the power of Google Drive to its employees – without them even realizing they have learnt how to use it!

Flat Branch Home Loans simplifies home buying for thousands of Americans each year by ensuring its 100+ staff members work closely together to deliver a seamless service.

Their WordPress-based intranet is central to ensuring their entire staff base – covering 14 offices in the state of Missouri alone – operates as a tight-knit community.
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Video explaining Google Drive embedding

Check out our brand new video explaining more about our Google Drive Embedder plugin for WordPress!
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Africare uses Google Apps Login for WordPress to connect staff across continents

Africare is a leading US non-profit working to improve the lives of the people in Africa. Founded in 1970, and now employing over 1,200 people in 17 African countries, their international staff need to communicate and work together efficiently.

During a recent revamp of their public-facing website, they realized that moving the site over to the WordPress platform presented an opportunity to incorporate new knowledge management systems for staff and donors – right into their web presence at africare.org.
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Google Apps Login is trusted by thousands of organizations from small businesses to NASDAQ-listed companies and government organizations.

Users click their way through Login via Google (just one click after the first time)

Users click their way through Login via Google (just one click after the first time)


You can try it out by clicking below to auto-create a test account on this site! This will show you the basic Google login process.
Try out Google login

Logging in is only the start – Google Apps Login takes care of all your WordPress user management. Find out more here.

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