Introduction

In this blog post, you will explore how to utilize the xFanatical Foresight Automation tool to automatically hide a suspended user from directory sharing. Managing user accounts in Google Workspace can be a complex task, especially when it comes to handling suspended users. This powerful feature ensures a streamlined user management process and enhances security within your Google Workspace environment.

Understanding the challenges

When a user account is suspended in Google Workspace, it is crucial to restrict their access to sensitive information. However, by default, suspended users can still be visible in the directory and may have access to certain shared resources. This poses a potential security risk and requires manual intervention to resolve. xFanatical Foresight automation tool offers a solution to this challenge by allowing you to automatically hide suspended users from directory sharing.

How to perform Auto-Hide a suspended user from directory sharing in Google Workspace with Foresight?

xFanatical Foresight Automation is a no-code platform for Google Workplace workflow automation. That means you can obtain the benefits of Google Workspace with some automated workflows. The automation makes your tasks simple and hassle-free. In this way, a user can streamline business processes and increase productivity.

You can perform the auto-hide suspended user from directory sharing from the admin console. But by using Foresight you create an automation rule for hiding the suspended users from the directory. That means you don’t need to manually turn off the directory sharing of the suspended user from the admin console. This is the advantage of using Foresight.

Demo video

From this video demo, you will learn about the auto-hiding of suspended users from directory sharing with the help of Foresight.

Rule Creation with Foresight Automation tool

  1. Log in to your xFanatical Foresight account with your Google Admin account. 
  2. Go to the Rules page and click the New Rule button.
  3. Select the User suspended trigger from the select a trigger screen.Select the User suspended trigger
  4. Click Sign in with Google to grant approvals to xFanatical Foresight in Google Workspace .Click Sign in with Google to grant approvals to Foresight
  5. Next, you'll find the Primary email field. However, this is an optional step. If you want to watch a specific user be suspended, you can provide your input. We'll leave that empty. Click Next.u'll find the Primary email field
  6. On the Select an action screen, click the Update user directory sharing action.On the Select an action screen, click the Update user directory sharing action
  7. Select the User Primary Email address in the Primary email field and false in the Share user in the directory field. When you select false, the suspended user's information will be hidden from the directory. Click Review.Select the User Primary Email address in the Primary email field and false in the Share user in the directory field. When you select false, the suspended user's info
  8. Give a Rule name and click create. The rule has been created now.Give a Rule name and click create

Rule Triggering

  1. To trigger the rule from the Google Admin console, navigate to Menu > Directory > Users.To trigger the rule from the Google Admin console, navigate to Menu Directory Users
  2. Select a user, then click More options > Suspend user > Suspend. This will suspend the user and activate the rule.Select a user, then click More options Suspend user

Result Verification

  • Notification will pop up in the top right-hand corner. Click, then choose Show All to view the details.A notification will pop up in the top right-hand corner. Click on it, then choose Show All
  • You can also access the Logs page to view the result. You'll notice that the rule has been successfully executed.You can also access the Logs page to view the result. You'll notice that the rule has been successfully executed
  • Now, click on the name of the user we suspended. You'll notice that Directory sharing is turned off. This indicates that the suspended user is automatically hidden by Foresight's automated rule.Now, click on the name of the user we suspended. You'll notice that Directory sharing is turned off

Conclusion

Automating the process of hiding suspended users from directory sharing in Google Workspace brings numerous benefits to organizations. By utilizing the xFanatical Foresight automation tool, administrators can ensure a more secure user management environment, reduce manual efforts, and enhance overall productivity. Streamline your user management processes today by implementing this powerful automation feature.

Try a 14-day free trial with Foresight. Also, you can learn other relevant topics like - Automatically Suspend Inactive Users in Google Workspace, Hiding a user from the Directory, Suspending a user temporarily, etc.

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