In the digital age, managing online resources effectively is crucial for end users and administrators. Chrome extensions, while powerful tools, can sometimes introduce distractions or security risks. This article is your guide to understanding and managing Chrome extensions for users to enhance productivity and security.
At Cloud Sultans, our mission is to help small and large businesses better collaborate and achieve high productivity with their teams by maximizing the power of Google Workspace (formerly GSuite).
Chrome Extensions: Friend or Foe? 🤔
Chrome extensions can be valuable assets in all types of departments including IT, DevOps, Finance, HR, and even in classrooms to perform specialized tasks or streamline workflows. However, unchecked access can lead to distractions, security vulnerabilities, or misuse. By managing Chrome extensions effectively, administrators can maintain a balance between enabling productivity and ensuring safety.
Organizing Your Chrome Extension Policies 🌟
The first step in managing Chrome extensions is accessing the Google Admin Console and navigate to Devices > Chrome > Apps and Extensions to get started.
Now you can see an overview of your extensions. Please switch to the “Users and Browsers” section shown in the below screenshot to review the extension list with respect to the selected OU.
Building Your Extension Allowlist 🛠️
Creating an allowlist can seem daunting, but it’s a vital step in managing Chrome extensions effectively. In the same section of “Users and Browsers” shown above, we can add the Chrome Extensions. You simply need to hover the mouse cursor over the “Plus icon” from the bottom right corner.
You should see the following options to add the Chrome extensions.
1. Add from Chrome Web Store
2. Add from Google Play
3. Add Chrome app or extension by ID
4. Add by URL
5. Add an isolated web app
These are the methods that you can use to add Chrome extensions and the most familiar methods are adding the extension by ID, by URL, or Chrome Web Store. Let us assume that we have selected the “Add from Chrome Web Store” option and it should show the Chrome Web Store in a new pop-up window like below.
Now search and select the Chrome App that you would like to add.
Blocking all extensions except from the Allowlist 🚫✅
Default Chrome extension settings permit all apps unless blocked, a risky setup for organizations. A better approach is to block all extensions by default(explained below) and create an extension allowlist as mentioned above. This ensures that only vetted extensions make their way into the browsers, minimizing risks while maintaining utility.
In the Google Admin Console, please go to Devices > Chrome > Apps and Extensions, click on the tab named User app settings, and then select the Edit option
It should show the new pop-up window like the following. The first menu represents the “Play Store” to manage the apps for Chromebook/ChromeOS whereas the other menu is our targeted option “Chrome Web Store” which applies to all Chrome browsers installed on Windows, Mac, or Chrome OS machines.
Carefully select the dropdown menu available under the Chrome Web Store and select the option named “Block all apps, admin manages allowlist” to block all extensions except the allowlist and save the settings.
Enforce extension installation to Chrome Profiles
We were able to manage the allow/block list of Chrome Extensions but now assume that you also need to enforce the extension installation from the Admin Console. You can do that from the “Users and Browsers” section by selecting the Chrome Extension from the list and then under the “Installation policy” section, we can choose the “Force install” or “Force install + pin to browser toolbar” and save the configurations.
Best Practices for Administrators 🧩
- Pinning Essential Extensions: Make critical tools easily accessible by pinning them in the browser.
- Minimizing Pre-Installs: Avoid overloading devices with pre-installed extensions. Allow users to install what they need from the approved list.
- Regular Audits: Periodically review installed extensions to identify unauthorized or underutilized tools.
How to remove the extension from the list?
Sometimes you may need to revert changes in the allow list or for any reason you may want to remove an extension from the list, you can do that using the same Chrome Extension list.
You need to choose the extension that you want removed by clicking the extension list and then carefully clicking on the “Trash Icon” highlighted in the below screenshot.
Managing Extensions for Special Use Cases 📚
There may be instances where specific teams or departments require access to specialized tools. Instead of disrupting your organizational structure or moving users to different OUs, use groups to grant temporary or selective permissions. For example, developers might need a programming extension that isn’t suitable for the general user population.
In these cases, we can allow extensions using the “Groups” instead of using “OUs“. In the Users and Browsers section, carefully click on the Groups option.
Now write the full email address of a group for which you wanted to add the extension and then select the desired group from the list. Now you can continue adding the extension as described initially in this article.
Conclusion:
Chrome extensions are powerful when managed correctly. By following these guidelines, administrators can create a productive and secure environment for staff and students.
Any questions, comments, or reactions about our article, we’re happy to hear them in the comment section below. We always love diving into healthy discussions. If you also feel that you haven’t been using Google Workspace at its best, reach us at Cloud Sultans: contact@cloudsultans.com.
