Administration Tools

Administration Capabilities

What You Can Do
  • Org Settings (can be set by Organizational Unit)  Set whether a user can/cannot create a Google Site; and the default visibility for newly created Sites (Private vs. Domain users can access).
  • General Settings (can only be set at domain level)  Set the highest level of access allowed for Google Sites created in this domain (Public, Share outside of domain, can only share within the domain) and the URL used to access Google Sites in your domain.
  • Templates (can only be set at domain level)  Allow the use of templates, define what your default templates and categories will be.
  • Web Address Mapping  Allows a site to appear under a custom domain URL that you control, such as www.example.com (note: you might also have to make changes to your CNAME record, which controls what aliases are associated with your domain).
What You Can't Do
  • Block public templates and utilize corporate templates.  Create some corporate standard templates so that people don't get overwhelmed with the choice of public templates.
  • There are no native monitoring tools. Investigate monitoring tools for lifecycle management of sites and content. You can grow your own using the APIs or go to the Google Apps Marketplace to buy one. We recommend: CloudLock or General Audit Tool from Baker Security and Networks.
  • No "backup" toolsRecommendation for the user: Make a "copy" of critical Sites on a regular basis.
Hidden Administration Capabilities


Lifecycle Management

Google Apps Administrator Priveleges
  • Google Apps Admins have "owner" rights on all Sites in the domain.
  • You can only delete sites one by one through the same method as the owner. 
  • You will need to develop a script using the Google Sites API to do any type of mass deletion in Sites (or use a Market place app like CloudLock to do this).
Control Sharing
  • Set the default sharing for a new Site to Private so that Sites created on a whim do not clutter search results.
Set Standards
  • Users can create their own categories, these ARE case sensitive. Two users can type in "it" and "IT" as a category and it will be listed as 2 different categories by Google Sites. There is no way for admins to come up with any predefined categories within Sites.
  • Set some standards for your users on categories (i.e. recommend some category names along with whether they are upper or lowercase names).
  • Create or "reserve" some key Sites URLs before users take them and don't use them. For example, we had one user create a "test" Google site with the URL "Helpdesk". They never used it and the helpdesk couldn't use that URL either and had to come with a derivative of it.
Unused Sites

Metrics

Google Analytics provides a LOT of data that will be valuable. Be sure to set up Google Analytics at the domain level right away (instructions). This will automatically capture all Google Site information (in addition to Docs and Mail).

Google Site Owner Metrics

Access to this Google Analytics data requires admin access in Google Analytics AND will provide the user with all usage data within the domain, including usage data on individual Google Docs. This would not be appropriate for just anyone to see.
  • To provide a view for Google Site owners to a limited amount of data, you can:
    • Have a Google Apps Admin extract the content on a periodic basis for site owners upon request  OR
    • Use the Google Analytics API to write a site specific extract script  OR
    • Create a site specific website profile in Google Analytics for key sites/owners. 
  • Important note: your are limited to 50 unique website profiles per domain.
    • Set up a process for requesting Google Analytics codes on Sites to ensure that only "important" sites get unique website profiles. 
Management Metrics
  • Use the main Google Analytics code (which you set up using these instructions) for the domain to provide the data.