Automate your Google Workspace user management tasks, such as creating user accounts or managing group memberships, directly from Atomicwork by incorporating Google Workspace actions into your workflows. This can streamline processes like employee onboarding, offboarding, or team changes.
Before you can use Google Workspace actions in workflows, ensure that your Google Workspace account is connected to Atomicwork. This integration must be configured by an administrator, typically within the Integrations or App store section of Atomicwork's settings.
Understand available Google Workspace actions
You can add the following Google Workspace actions to your workflows:
Create a user: Automatically provision a new user account in Google Workspace.
Suspend a user: Temporarily block a user's access to Google Workspace services.
Delete a user: Permanently remove a user account and their data from Google Workspace.
Add a user to a group: Assign a user to one or more Google Workspace groups.
Remove a user from a group: Revoke a user's membership from a Google Workspace group.
Add Google Workspace actions to your workflows
Workflows in Atomicwork can be triggered by various events, such as when a new service request is created. You can then add Google Workspace actions to these workflows to automate user management tasks. Here’s how to add them:
Navigate to Settings > Your Workspaces > (Deflection and Automation) Workflows.
Click Create a workflow to start a new one, or select an existing workflow to modify it.
In the workflow canvas, click on the Add action node (or the "+" button after a trigger or another action).
In the right-hand panel that appears, select Google Workspace from the list of integrations.
Choose the specific Google Workspace action you want to perform (e.g., "Create a user").
Configure the required fields for the selected action. You can often use dynamic placeholders from the trigger event (like request details) to populate these fields. For example, when creating a user, you can use placeholders for the first name, last name, and email from the service request that triggered the workflow.
Once configured, click Done.
Add any other necessary actions or conditions to your workflow.
Click Publish to save and activate your workflow.
Explore Google Workspace action details
Here’s more information on configuring each Google Workspace action within your workflows:
Create a Google Workspace user
This action is particularly useful for automating employee onboarding. When a new hire request triggers a workflow, you can automatically create their Google Workspace account.
First name and Last name: Enter the user's names. You can use dynamic placeholders like
######{{requester.first_name}}and######{{requester.last_name}}.Primary email: Specify the user's primary email address. Consider your company's email format (e.g.,
[email protected]) and use placeholders accordingly, such as######{{requester.first_name}}.######{{requester.last_name}}@yourcompany.com.Password: Set an initial password for the user.
Require password change at next login: It's a good security practice to select 'Yes' for this option, forcing the user to set their own password upon first login.
Tip: For temporary passwords, use a combination of dynamic placeholders to ensure uniqueness and strength, even if the user will change it soon. Refer to Google Workspace actions in journeys for more ideas on password placeholders, although the context here is workflows.
Add a user to a Google Workspace group
Use this action to automatically grant users access to necessary resources and mailing lists by adding them to relevant groups, for instance, as part of an onboarding workflow or when a user changes roles.
User: Specify the email address of the Google Workspace user you want to add to a group. This user must already exist in Google Workspace.
Group: Select the Google Workspace group to which the user should be added.
Note: You can add a user to one group per action. To add a user to multiple groups, configure multiple "Add a user to a group" actions in your workflow.
Remove a user from a Google Workspace group
This action is useful during offboarding processes or when a user's access rights change, requiring their removal from certain groups.
User: Specify the email address of the Google Workspace user.
Group: Select the Google Workspace group from which the user should be removed.
Suspend a Google Workspace user
Suspending a user temporarily blocks their access to Google Workspace services without deleting their data. This is useful for employees on extended leave or as an initial step in an offboarding workflow before account deletion.
When you suspend an account:
The user's email, documents, calendars, and other data are not deleted.
Shared documents remain accessible to collaborators.
New email and calendar invitations are blocked.
To configure this action, you primarily need to specify:
User: The email address of the Google Workspace user to suspend.
Delete a Google Workspace user
This action permanently removes a user and their associated data from Google Workspace. It's typically used as a final step in an offboarding workflow.
Caution: Deleting a user is an irreversible action. All their Gmail data, Drive files, and Calendar events will be permanently deleted. Consider suspending the user and transferring their Google Workspace files and events (as detailed for journeys) before proceeding with deletion.
To configure this action, you need to specify:
User: The email address of the Google Workspace user to delete.
By leveraging Google Workspace actions within Atomicwork workflows, you can significantly reduce manual effort, ensure consistency in user management, and free up your IT team to focus on more strategic initiatives. These automations help maintain an up-to-date and secure Google Workspace environment in response to employee lifecycle events.