Google Apps: Mastering Integration

Transcription

1 Google Apps: Mastering Integration and Customization Scale your applications and projects onto the cloud with Google Apps Mederic Morel Manuel Alves Pascal Cadet Pirmin Lemberger PUBLISHING - BIRMINGHAM MUMBAI

2 - Cloud Table of Contents Preface 1 Part 1 Computing in the Corporate IS Chapter 1: Google and the Basics of Cloud Computing 11 A few words about Google 11 Google Figures 11 From online search to Enterprise computing 12 Google and Cloud Computing 12 Is Cloud Computing any different from ASP? 13 The nature of the players and billing 13 Internal solution architecture and access to hardware resources 14 The different hosting modes 14 Traditional In-House hosting 15 The Infrastructure as a Service laas 15 The Platform as a Service PaaS 15 The Software as a Service SaaS 16 Conclusion 16 SaaS and software architectures 16 Centralized architectures 17 The client-server architecture 17 Web architectures 18 Standalone architectures 18 Private or public cloud? 19 Impact of the Cloud on the IS 20 The IS in the 2000s 20 The IS in the 2010s according to Google 21 The economic impact of Cloud Computing 22 A new economic approach to computing 22 Reducing costs and investments 23

3 The Table of Contents Reduced cash requirements 23 Improving cost visibility 23 Should the Cloud and Google be adopted now? 24 Summary 24 Chapter 2: Why Trust Google? 25 SaaS and data security 25 SaaS opportunities 26 What's Google's take? 27 The multi-layer security strategy 27 Google corporate security policies 27 Organizational security 28 Asset classification and control 29 Personnel security 29 Physical and environmental security 29 Operational security 30 Access control 30 Systems development and maintenance 31 Disaster recovery 31 Regulatory compliance 31 Security at the user level 32 Data privacy 32 The privacy principles that are implemented 32 What data is collected? 33 Use of personal information 33 Cookies 34 Connection data 34 Geographic location 34 Technical means 34 Availability of data and services 34 How difficult is it to leave Google? 35 Is it legal to use Google Apps? 37 Summary 37 Part 2 - Google Apps Platform Chapter 3: Communication Tools 45 A brief history of Gmail 45 Gmail in detail 46 How is Gmail different from traditional messaging tools? 46 Nothing to set up on the client machine 46 Constant improvements 46 No more mail servers! 47

4 State-of-the-art security tools 47 A high level of reliability 48 General information 48 A search- and conversation-oriented GUI 48 Spell-checking and formatting 49 The auto-completion feature 50 Import-export features 50 The main features 50 Labels 50 Searching for messages 52 Filters 52 Contact management 53 Anti-spam and Antivirus 54 Translation tools 55 IMAP and POP access 56 Google Calendar in detail 57 General information 57 Multi-calendar-oriented GUI 57 Predefined calendars 58 Import/export features 58 The main features 58 Creating calendars and events 58 Defining reminders and notifications 59 Sharing calendars and setting privacy levels 60 Resource planning 62 Publishing a calendar 63 Instant messaging with Google Talk 65 Integration with Gmail 65 Audio and video 66 Blocking a contact 66 Instant translation 66 Privacy 67 Standalone application 67 Other ways to access Gmail and Google Calendar 68 Mobile access 68 Gmail 68 Google Calendar 69 Access using a fat client 70 Gmail 70 Google Calendar 71 The offline mode 71 Gmail Google Calendar 72 Summary [i'i]

5 Chapter 4: Collaboration Tools 73 Google Docs 73 How does Google Docs differ from a conventional Office Suite? 73 Word processing with Google Docs 74 Creating and editing text documents 74 Searching for documents 75 Accessing document history 76 Using Google Documents as attachments 76 Google Spreadsheets 77 Creation and editing of spreadsheets 77 Tabs 77 Formulas 78 Formats and display rules 78 Data validation 79 Charts, drawings, and gadgets 80 Creating forms 81 Google Presentations 82 Creating, editing, and organizing a presentation 82 Inserting images and videos 82 Making a presentation 82 Google Drawing 83 Sharing documents 83 Sharing a document with authenticated users 84 Sharing a document using a link 85 Publishing a document as a web page 85 Collaborating on a document 86 Using templates 88 Importing and exporting documents 88 Text documents 89 Spreadsheets 89 Presentations 89 The offline mode 90 DocVerse 90 Google Sites 91 Between a Wiki and a Content Management System 91 One template for each use 91 Creating pages 93 The five types of pages 93 The three categories of objects 94 Defining access rights for collaboration 95 Google Video 95 Summary 96

6 Chapter 5: Security Tools 97 Overview 97 The Message Center and the personal archive 99 The Message Center 99 The quarantine for spam 100 The quarantine for infected messages 100 The early detection quarantine 101 The personal archive 101 Defining Options 102 Defining Whitelists 102 Defining Blacklists 102 Defining a threshold for the anti-spam filter 102 The main administration features 103 Managing user accounts 103 Creating users and organizations 103 Default authorizations 104 Defining user authorizations 104 Managing filters for Gmail 105 The Antivirus filters 106 The anti-spam filters 106 Content filters 107 Attachment filters 109 Defining notifications 110 Managing archives 111 Optimizing the security settings 112 Adjusting the anti-spam filter 112 Recovering a message from the quarantine 112 Summary 112 Chapter 6: Extending the Platform 113 Google Apps Marketplace 113 Introduction 113 Installing an application 115 Google App Engine for business 116 The deployment environment for GAE 118 The sandbox 118 The Java environment 119 The GAE services 120 Meeting the constraints 121 The Datastore 121 Quotas 121 A few examples of sites running on GAE 121 Summary 122

7 Advanced Table of Contents Part 3 - Integration with the IS Chapter 7: Managing a Google Apps Domain 127 Subscribing to Google Apps 127 Which version to choose? 127 Five steps to register for Google Apps 128 Registering for Google Apps 128 Confirming Domain ownership 129 Managing user accounts 130 Changing the MX-records to activate Gmail 130 Activation of Postini services 131 Creating users and groups 132 Manual creation 132 Uploading a CSV file 133 Creating a group 133 Advanced methods 135 The provisioning API 135 The Google Apps Directory Sync tool 135 The Google Apps Provisioning Toolkit 135 Activation of user-managed groups 135 Adjusting domain settings 136 Managing advanced elements 136 Application settings 137 Gmail 137 Google Docs 138 Google Talk 138 Google Calendar 138 Postini services 139 Google Video 139 Google Sites 139 Synchronization with smartphones 139 Additional services 140 Summary 140 Chapter 8: Federated Identity and SSO 141 The SSO issues 141 The SAML standard 143 The SAML concepts 143 Use case: IdP-initiated Web SSO 145 Use case: SP-initiated Web SSO 146 An implementation example: Shibboleth 146 Delegation of authentication for Google Apps 148 Workflow with Google Apps 148

8 Settings in the administration console 150 Shibboleth configuration 151 Describing the SP and the SAML binding 151 Specifying the SAML profile 151 Specifying which attributes to transmit 151 Strong authentication with Google Apps 151 Integrating Google Apps with an Enterprise SSO 153 The Kerberos protocol 153 Setting up Shibboleth for Kerberos 154 Google Apps as an ID provider with OpenID 155 Introduction to OpenID 155 OpenID and Google Apps 156 Summary 158 Chapter 9: Advanced Integration 159 Integration modes 159 Accessing Google Apps from a third-party application: APIs 160 APIs for application management 161 Calendar Data API 161 Contacts Data API 161 Documents List Data API 162 Sites Data API 162 Spreadsheets Data API 162 APIs for domain management 162 Domain Shared Contacts API 162 Migration API 162 Settings API 162 Provisioning API 163 Reporting API 163 User Profiles API 163 The Secure Data Connector 163 The workflow of a SDC call 163 Setting up an SDC 165 Activation in the console 165 Local configuration of the SDC 165 Running custom code on Google App Engine 166 Inserting Google Apps gadgets in a portal 167 Google storage 168 Summary 169 Chapter 10: Google "Workstation" 171 Accessing your Information System 171 The user desktop 172 Mobile devices 172 Google's offering 174

9 Managing Table of Contents Chrome OS and the user desktop The Chrome web browser The graphical interface Security and reliability Performance Miscellaneous features The Chrome OS operating system The graphical interface Performance Android and mobile devices Main features Competitive advantages Summary Chapter 11: Third-Party Extensions Convertigo 183 Introduction 183 Enterprise mashups 183 Convertigo solutions 184 Example use cases 184 RunMyProcess 187 Introduction 187 Example use cases 188 Case 1: SaaS workflow 188 Case 2: SaaS synchronization 188 Case 3: Application gadget 189 Cordys 190 Introduction 190 Example use cases 191 Summary Part 4 - a Migration Project to Google Apps Chapter 12: Choosing a Migration Method 197 Identifying the company profile 197 Size of the organization 197 Geographic dispersion 198 Targeting the appropriate population 198 Existing mail 199 Expressing requirements 200 Functional requirements 200 Non-functional requirements 201 The migration strategy 201 Projects, phases, and strategies 201

10 The elementary phases 202 Performing the preliminary study 202 Designing a pilot 202 Training users 202 Setting up User Support 203 Setting up a rollback plan 203 Performing advanced integration 203 Performing the migration 204 The five types of strategies 204 "Flash" strategy 204 "Do It Yourself strategy 205 "Light" strategy 205 "Standard" strategy 205 "Advanced" strategy 206 Which strategy for which kind of organization? 206 Organization of Type 1 (OT1) 206 Organization of Type 2 (OT2) 206 Organization of Type 3 (OT3) 207 Organization of Type 4 (OT4) 207 Organization of Type 5 (OT5) 207 Organization of Type 6 (OT6) 208 Organization of Type 7 (OT7) 208 Organization of Type 8 (OT8) 209 Conclusion 209 Summary 210 Chapter 13: The Pilot Project 211 Why a pilot project? 211 The issues 211 Scheduling 212 Defining a scope 212 Choosing the applications 213 Choosing pilot users 214 Extending the scope 215 The user-identity lifecycle 215 Managing external mailing lists 215 Access channels 216 The authentication mechanism 216 Transferring archives 216 The TCO of the target solution 217 The rollback and reversibility mechanisms 218 Implementing the pilot project 218 Signing up for a Google Apps account 218 Choosing a domain name 218 Choosing a version 219

11 Adding users to Google Apps Enabling and configuring the Google Apps services 220 Dual-delivery via the Enterprise mail server 220 Dual-delivery via Google 221 Enhancing Gmail and Google Calendar 222 Evaluating the results of the pilot project 222 Bringing support to users 222 Evaluating the results 225 Summary 227 Chapter 14: Performing the Migration 229 The steps of the migration 229 Data transfer 230 Data transfer checklist 230 Microsoft Exchange Environment 231 Administrator tools 231 User tools 233 Lotus Notes environment 235 Generic tools 237 IMAP method 237 Alternative solutions 239 Summary 239 Index