How to automatically update departments by Organization Unit

In this blog post, we will learn how to automatically update departments by Organization Unit (OU) using the powerful capabilities of Foresight. In today's fast-paced business environment, organizations are constantly seeking ways to enhance efficiency and optimize their operations. One area that often requires manual intervention is updating department information by organization unit. However, with the advent of advanced automation tools xFanatical Foresight Automation tool, this cumbersome task can now be streamlined and simplified.

Why should you automatically update departments by Organization Unit?

The department and Organization Unit are related to each other. In the company Directory, the department field is visible to administrators and other users. Furthermore, the Organization Unit is only visible to administrators. Organization Unit is a type of group, and it helps the admins to create particular settings for the users. Sometimes, companies may want to sync the department as per the Organization Unit (OU). The admin can manually update the department from the Admin Console. Thus, the Foresight Automation Tool, will save them a lot of time and effort if departments are automatically updated by the Organization Unit. As a result, this feature benefits them.

xFanatical Foresight Automation tool

xFanatical Foresight Automation tool is a cutting-edge automation tool that enables organizations to automate various processes, saving time and effort. It leverages artificial intelligence and machine learning algorithms to intelligently analyze data and perform tasks automatically. By harnessing the power of Foresight, businesses can significantly reduce manual efforts and improve overall productivity.

Instructions

1. Bulk update department by OU [After exporting users' CSV files, this rule will update their departments according to their organizational unit.]
2. Automatically update department by OU [It will create the automation after a time transition.]

Video Demo

Rule Creation

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 Manual trigger from the select a trigger screen.
4. Click Next.
5. On the Select an action screen, click the List users action.
6. Specify the columns, such as - Email, Org Unit Path columns, Leave the rest of the things as default.
7. Enter Rule name and click Create.

Rule Triggering

Trigger the rule to retrieve the CSV file and download it from the provided link. 

Note that for this demonstration, we've prepared a list of 51 users. In real-world scenarios, you can create a list of up to 1,000 individuals.

Create Second Part of the Rule 1:

1. Go to the Rules page and click the New Rule button.
2. Select the Data uploaded trigger from the select a trigger screen.
3. Click on the upload box and upload thesame .CSV file, wait for the CSV to be parsed.
4. In the Edit trigger screen, Leave all settings at their defaults.
5. Click Next.
6. On the Select an action screen, click on the If action.
7. Add a condition for Branch 1. In the Select variable field, choose Org Unit Path, and in the Select operator field, choose text starts with. Then, add your organizational unit's path: Marketing/Social Media.
8. Click Add next action. And, select the Update employee department.
9. Select Email in the User primary email and Social Media in the Department field.
10. Return to the If action and add Branch 2. Select Org Unit Path and the text starts with operator. Then, enter your organizational unit's path: /Marketing.
11. Select the Add next action and select the Update employee department action.
12. Select Email in the User primary email and Marketing in the Department field.
13. Again you should return to the If action and create the Fallback branch or click Add next action. Select Update employee department action.
14. Select Email in the User primary email and IT in the Department field.
15. Enter the Rule name , click on Create.
16. Verify the result of Rule 1 in the Google Admin Console. Check any user to see that the OU path is Social Media. Note that the department is not updated yet. You'll see the same results for other users. Finally, click Create to execute the rule.

Rule Triggering

Upload the same CSV file. You will the successful rule execution on the Log page. Now, the OU path and department have been successfully changed to Digital Marketing. You can verify in the Admin Console.

Create Second Rule

1. Go to the Rules page and click the New Rule button.
2. Select the User’s organizational unit changed trigger from the select a trigger screen.
3. Select the /IT/Tech Writing in the New organizational unit and /Marketing/Social Media in the Present organizational unit field.
4. Click Next.
5. Select the If action. Set the conditions for Branch 1. Select New Organizational Unit Path and the text starts with the operator. Now, again select your OU’s full path.
6. Click Add next action. And, select the update employee department action.
7. Select the User Primary Email in the User primary email field and Tech Writing in the Department. Click Review.
8. Enter the Rule name and click Create.

Verifying the Result

To verify the result, go to the Change Organizational Unit section in the Admin Console. You'll see that your department is listed as Social Media. Change it to Tech Writing, then click Continue > Change.

Conclusion

Automating department updates by organization unit using Foresight automation tool brings numerous benefits to organizations. By eliminating manual efforts, streamlining processes, and ensuring data accuracy, Foresight empowers businesses to focus on strategic initiatives and improve overall productivity. Embracing this innovative automation tool unlocks new possibilities for organizations to enhance operational efficiency and stay ahead in today's competitive landscape.

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