Introduction

In this article, you will explore how to utilize the xFanatical Foresight Automation tool to automatically hide a suspended user from directory sharing. Managing Google Workspace user accounts efficiently is essential for maintaining security, privacy, and operational effectiveness. One common challenge organizations face is handling suspended users, who remain visible in the Google Workspace directory, leading to confusion and potential security risks. Manually updating directory settings to auto hide suspended users can be cumbersome, time-consuming, and prone to human error, especially in large organizations with frequent user status changes.

The demand for automated Google Workspace management is rising as businesses look for efficient solutions to enhance security and productivity. Relying on manual intervention to auto hide suspended users in Google Workspace not only increases administrative burden but also heightens the risk of missing critical updates, potentially exposing sensitive information. Without a robust automation system, organizations face challenges such as directory management inefficiencies, security vulnerabilities, and compliance risks. Implementing an automated solution ensures seamless directory updates, reduces human errors, and strengthens overall Workspace security.

To address these issues, xFanatical Foresight Automation offers a no-code workflow automation solution that enables administrators to automatically hide suspended users from the directory. By setting up an automation rule, organizations can ensure that directory sharing auto hides suspended users instantly when an account is suspended without requiring manual action. This enhances security, maintains a cleaner directory, and allows IT teams to focus on more strategic tasks.

Illustration of automated aauto hide suspended user from directory in Google Workspace with xFanatical Foresight Automation Illustration of automated auto hide suspended user from directory in Google Workspace with xFanatical Foresight Automation

By leveraging xFanatical Foresight, businesses can automate Google Workspace admin tasks, improve security, and maintain an organized and efficient workspace with minimal effort.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed for Google Workspace that simplifies user management tasks. It enables administrators to auto hide suspended users from the directory, reducing security risks and administrative workload. By automating this process, xFanatical Foresight ensures that suspended users are immediately hidden from directory sharing, eliminating the need for manual updates. With its easy-to-use and no-code interface, organizations can improve security, maintain a cleaner directory, and save valuable time with minimal effort. 

Automation Setup Instructions

In this section, we guide you through the automation setup in xFanatical Foresight. We have 2 ways to set up automation rules, Set up automation from a template and Set up automation from scratch. After completing the automation rule, verify whether the automation meets your requirements.

Set Up Automation From a Template

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search for Auto hide suspended users from directory template and click on it.
    The auto hide suspended users from directory template card in xFanatical Foresight
  4. In the Templates > Auto hide suspended users from directory page, click the Copy rule.
    Click copy rule button in auto hide suspended users from directory of template details page in xFanatical Foresight
  5. For the first time use of the template rule, an dialog Action needed will display requesting necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
  6. Upon authorization, a dialog titled Copy of Auto hide suspended users from directory will display.
  7. At the bottom of the dialog, click Next.
  8. Now click Review.
  9. In the Review screen,
    The rule review screen to customize copy of auto hide suspended users from directory in xFanatical Foresight
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  10. The rule is created in the Rules page.
    The copy of auto hide suspended user from directory rule in xFanatical Foresight rules page
    xFanatical Foresight workflow for auto hide suspended users from directory
Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy)

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page. 
  3. Click the New Rule The New Rule button in xFanatical Foresight button.
  4. In the Select a trigger screen, select User suspended trigger.
    xFanatical Foresight user suspended trigger
  5. In the Edit trigger > User suspended screen,
    The user suspended edit trigger screen in xFanatical Foresight
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. Click Next.
  6. On the Select an action screen, select the Update user directory sharing action.
    The update user directory sharing action in xFanatical Foresight
  7. In the Edit actions > Update user directory sharing screen,
    The update user directory sharing edit actions screen in xFanatical Foresight
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. In Primary email, select User Primary Email from the dropdown list.
    3. In Share user in the directory, select false.
    4. Click Review.
  8. In the Review screen,
    The rule review screen to enter rule name to give name to new rule in xFanatical Foresight
    1. In Rule name, enter a rule name.
    2. Click Create.
  9. The automation rule is created.
Verify Automation

Verify Automation

To confirm that your automation rule is working correctly as intended, it’s important to perform a quick test. Follow these steps to see how xFanatical Foresight seamlessly auto hides suspended users from the Google Workspace directory. This verification ensures that suspended users are automatically hidden from directory sharing after user suspension, maintaining security and efficiency without manual intervention.

  1. Sign into your Google Admin Console.
  2. Suspend a user to your Google Workspace. For more information, see Google’s documentation to suspend a user in Google Admin.
    The Google Admin's interface to suspend a active user.
  3. Go back to xFanatical Foresight. 
  4. Wait a few minutes, and you will get a notification on the top right of xFanatical Foresight. In the notification message, click View log.
    In-app notification of successful execution of copy of auto hide suspended users from directory rule in xFanatical Foresight
  5. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    The rule automation history in xFanatical Foresight, including the automation data, trigger event and action history.
  6. Additionally to verify directory sharing status, go back to Google Admin Console and click on the name of the suspended user. You’ll notice that directory sharing is automatically turned off by Foresight’s automated rule.
    The Google Admin's interface to check suspended user directory sharing status

Notes

  • Once the automation rule is established, xFanatical Foresight will auto hide suspended users from the directory sharing. No manual intervention is required.
  • The automation also supports hiding suspended users from directory when you bulk suspend users in Google Workspace or suspend Google Workspace users by schedule.
  • Hiding a user from the directory may take a few minutes to hours after user suspension but typically happens more quickly.
  • At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules ran successfully or not.
  • The automation template does not automate hiding existing suspended users. It only hides users when they are suspended after the rule is created.

Conclusion

Automating the process to Auto Hide Suspended Users in Google Workspace provides significant advantages for organizations. With xFanatical Foresight Automation, administrators can effortlessly ensure that suspended users are automatically hidden from the Google Workspace directory. By eliminating the need for manual updates, this automation saves time, reduces administrative workload, and ensures that inactive accounts no longer appear in directory sharing. Auto Hide Suspended Users in Google Workspace enhances security, streamlines user management, and helps maintain a clean and clutter-free directory with minimal effort.

Try a 14-day free trial with xFanatical Foresight and manage your tasks.

Related Articles

For more article please visit our website: Articles