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Rolling out their latest feature, Google Drive is now offering labels to help you organize your files.
But what can you do with labels in Google Drive? And what are the limitations?
As Google describes it, “Labels are metadata you define to help you organize, find, and apply policy to items in Drive, Docs, Sheets, and Slides. Drive labels are useful for many common workplace scenarios for organizing files, including record management, classification, structured finding, workflow, reporting, auditing, and more.”
Currently coming out of limited release, Google Drive labels is available for Google Suite editions above Google Workspace Business Standard. It’s been coming for a while, but it looks like it might finally be here. But, you’ll need to have GSuite Business Standard, Plus or Enterprise or Education Standard or Plus to take advantage of it.
Google is introducing features like Labels to try and stay competitive in the market. Labels probably falls into a wider plan to support sales and sales enablement as well as marketing teams. But at the heart of labels, it’s a lot about retention policies (DLP) and removing files on a schedule than full-on organization.
Google Drive Labels are used to sort and search through your files more quickly and easily. The extra organization is definitely needed, and there are some cool capabilities, but there are also some limitations.
Let’s compare, see what we can do, and see where things get a little rough.
So, if you’re more focused on content organization, usage, publishing content – especially for marketing and sales – and need content analytics, then you should consider Content Camel. If you’re more focused on applying policies to content and don’t want to track links in your Drive, then using labels is the right way to go.
Originally promised years ago, Google Drive has finally introduced labels to streamline content organization.
As a reminder, Google Drive Labels is only available for specific Google Workspace editions including Business Standard and Plus; Enterprise; Education Standard and Plus. Not Business Standard.
Step by step guide on How to use Google Drive Labels:
But labels in Google Drive might not be quite what you’re expecting. They are less labels and more mini forms. They are much heavier than simple labels and take much more time to create and manage. That’s not necessarily bad – it’s just different.
If you’re looking to quickly configure labels for your organization and allow users to quickly categorize and search for content, then labels might be too limiting for you.
And, as far as heavy configuration goes, there are two types of labels.
Check it out.
There are actually two entirely different types of labels for GDrive. Badged and Standard. What’s the difference? Yeah, it wasn’t super clear to us, so we did some digging.
A badged label is the most important label that your entire organization can use. There’s actually a limit of only one badged label for the entire organization.
So, if you’re in marketing or sales, then the badge label chosen by finance really isn’t going to work for you 😜
With badged labels in GDrive, you get an optional color and the label is really a multi-select drop down of options.
Standard labels are simple labels or descriptive labels that have structured fields added to them.
A simple label could simply be a tag, like Project Name. After that’s created in the Label Manager, then you’re able to apply that simple label.
A more complex, structured label could be Content Status with fields of Assigned to, Due Date, and Status. Each field can be a number, date, person, text, or multiple choice selection.
Google drive is great for storing many types of content, but also fails just a bit in some areas. Labels follow along that path, too, but with some additional limitations.
Asset types that you can label:
But you can’t label Drive folders.
Oh, and Google Drive can’t store links – like those links to your blog posts, industry articles, or anything else, so you won’t be able to label those 😕.
👉 If you’re looking to tag, manage, track, and distribute all your content (including links!), check out Content Camel
Google Drive labels are turned on (or off) for the entire organization. As an admin, you can turn on labels via your Google Admin Console:
Great! Labels are now enabled for your entire organization. Now, admins and users that have edit access to file will be able to apply labels while only admins will be able to create labels.
Labels are tags and tags are labels in Google Drive. As mentioned above in the types of labels, you’re probably expecting tags to be more like standard, simple labels than the badged label or the multi-field standard label.
Creating a tag is done through the Label Manager if you have labels turned on in your supported GSuite edition.
Only one badged label exists in your whole account, so set it up wisely!
Standard labels can be simple tags or mini-forms that capture a lot of detail for a file. From the Labels Manager:
Labels go through a slightly complex process of draft -> published and once a field is configured on the label, it’s type can’t be changed.
Whether you call them tags or labels, they’ll all be managed from the Labels Manager. As an admin, you can:
Delete a label. After disabling a label, it can be deleted. Once the label is deleted, all traces of the label are removed including deleting any associated data stored in the label fields.
Google Drive has a few surprising limits and drawbacks associated with the way tagging is implemented. Here’s what we know:
When you’re looking for tagging in Google Drive, Google Drive Labels seems like the natural choice. But for a lot of teams – especially marketing and sales teams – it’s going to fall short. The tagging limits and lack of analytics mean that you’re still going to outgrow Drive and will need another solution that the team can use for content attribution analytics and really understanding what content is being used.
A purpose-built solution like Content Camel offers:
Content Camel extends your existing Google Drive as a key tool for your marketing and sales stack. Content Camel brings sales enablement software successfully by huge enterprises to all teams.
And when your sales team is equipped with the right content at the right time, they focus on being more productive, increasing sales, and generating untapped revenue.
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