Introduction

This blog explains how to schedule the bulk suspension of users in a specific organizational unit (OU) in Google Workspace using xFanatical Foresight as an administrator. In large organizations, managing account suspensions for hundreds or thousands of users can be a repetitive and time-consuming task, especially when the suspension needs to happen at a specific time. One key reason to automate bulk suspensions is to make sure accounts are turned off exactly when they should be, like when a project wraps up, a semester ends or a contractor’s work is finished. This keeps your workspace secure, blocks unauthorized access and ensures your user directory stays up to date.

With xFanatical Foresight, administrators can automate the scheduling of bulk user suspensions in an OU. By automating this process, IT teams can eliminate manual errors, save valuable time and maintain compliance with organizational security policies without constant oversight. 

Illustration of how xFanatical Foresight automates scheduling bulk user suspension in an organizational unit.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation platform designed specifically for Google Workspace. It enables administrators to schedule the suspension of multiple Google Workspace users in a specific organizational unit effortlessly. Instead of manually suspending accounts one by one through the Google Admin Console, you execute bulk suspensions at a specific time. With xFanatical Foresight’s user-friendly interface and powerful automation, the entire process is fast, accurate and hassle-free, saving time and improving overall account management efficiency.

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.

The template is designed with two rules to simplify and streamline the bulk suspension of users in a specific Organizational Unit (OU):

  1. Rule 1: This rule handles the suspension of users whose primary email addresses are listed in a CSV file. The CSV file is automatically generated by Rule 2, ensuring that the correct users are targeted without manual selection.
  2. Rule 2: This rule schedules the process by generating the CSV file of users in the selected OU and sending it to Rule 1 at the specified date and time. 


Rule 1: Bulk suspend users in Google Workspace

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search for Schedule bulk user suspension in an organizational unit and click on it.
    Set Up Automation From a Template Supported plans: xFanatical Foresight Elite plan. The template is designed with two rules to simplify and streamline the bulk suspension of users in a specific Organizational Unit (OU): Rule 1: This rule handles the suspension of users whose primary email addresses are listed in a CSV file. The CSV file is automatically generated by Rule 2, ensuring that the correct users are targeted without manual selection. Rule 2: This rule schedules the process by generating the CSV file of users in the selected OU and sending it to Rule 1 at the specified date and time. Rule 1: Bulk suspend users in Google Workspace Sign into xFanatical Foresight with your Google Admin account. Go to the Templates page. Search for Schedule bulk user suspension in an organizational unit and click on it. In the Templates > Schedule bulk user suspension in an organizational unit page, click Copy Rule 1. 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. Upon authorization, a dialog titled Copy of bulk suspend users in Google Workspace will display. Click Next. No configurations required. Click Review. In the Review screen, In Rule name, customize the automation rule name. Click Create. The rule is created in the Rules page. xFanatical Foresight rule graph for bulk suspending users in an organizational unit. Rule 2: Schedule exporting all users in an OU In the Templates > Schedule bulk user suspension in an organizational unit page, click Copy Rule 2. In the Edit trigger > Time screen, In the Tigger time field, select the scheduled time to automatically retrieve users from the selected OU, generate a CSV file and suspend the listed users at the specified time. Click Next. In the Edit actions > List users screen, In the Organizational unit field, select the Organizational Unit (OU) containing the users you want to suspend. In the Edit actions > Upload data to rule screen, In the Rule field, select the previously copied Rule 1. If Rule 1 has not yet been copied, create it before proceeding. Click Review. In the Review screen, In Rule name, customize the automation rule name. Click Create. The rule is created in the Rules page. xFanatical Foresight rule graph illustrating the scheduled automation of uploading user data to trigger the corresponding rule.
  4. In the Templates > Schedule bulk user suspension in an organizational unit page, click Copy Rule 1.
    Copy Rule 1 of Schedule bulk user suspension in an organizational unit template 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 bulk suspend users in Google Workspace will display.
  7. Click Next. No configurations required.
  8. Click Review.
  9. In the Review screen,
    In the Review page, provide rule name and create bulk suspend users in Google Workspace rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  10. The rule is created in the Rules page.

xFanatical Foresight rule graph for bulk suspending users in an organizational unit.

Rule 2: Schedule exporting all users in an OU

  1. In the Templates > Schedule bulk user suspension in an organizational unit page, click Copy Rule 2.
    Copy Rule 2 of Schedule bulk user suspension in an organizational unit template in xFanatical Foresight.
  2. In the Edit trigger> Time screen,
    Provide trigger time for the rule to execute
    1. In the Tigger time field, select the scheduled time to automatically retrieve users from the selected OU, generate a CSV file and suspend the listed users at the specified time.
    2. Click Next.
  3. In the Edit actions > List users screen,
    Provide organizational unit for listing the users.
    1. In the Organizational unit field, select the Organizational Unit (OU) containing the users you want to suspend.
  4. In the Edit actions > Upload data to rule screen,
    Provide the rule to which you want to upload the data.
    1. In the Rule field, select the previously copied Rule 1. If Rule 1 has not yet been copied, create it before proceeding.
    2. Click Review.
  5. In the Review screen,
    In the Review page, provide rule name and create bulk suspend users in Google Workspace rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  6. The rule is created in the Rules page.

xFanatical Foresight rule graph for scheduled automation of uploading user data to trigger the corresponding rule.
xFanatical Foresight rule graph illustrating the scheduled automation of uploading user data to trigger the corresponding rule.

Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

To automate bulk user suspension from scratch, you will configure three rules. First, a preliminary rule is used to generate the initial CSV file for setting up the suspension rule. Then, you will configure the primary automation rules: one for suspending users and another for scheduling the export and upload of user data to first rule.

Prerequisite rule: Generate sample user list CSV

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page and click button.
  3. In the Select a trigger screen, select the Manual trigger.
    Select the manual trigger for the Export user's organizational unit information rule.
  4. Click Next.
  5. In the Select an action screen, select the List users action.
    Select the list users action within the rule.
  6. When using the action for the first time, you may not have the required access permissions. Click Sign in with Google  and grant the necessary authorizations to proceed.
  7. In the Edit actions > List users screen,
    Edit the list users action for List Google Workspace users from specific Organizational Unit rule.
    1. In the Columns field, select the required columns you want to export.
    2. In the Organizational unit field, select the Organizational Unit (OU) containing the users you want to suspend.
    3. Click Review.
  8. In the Review screen,
    Create List Google Workspace users from specific Organizational Unit rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  9. The rule is created in the Rules page.
    Rule graph for List Google Workspace users from specific Organizational Unit rule.
  10. Click on the manual icon icon to trigger the rule and get the list of users.
    Execute List Google Workspace users from specific Organizational Unit rule.
  11. Once you receive the notification in the top-right corner of xFanatical Foresight, open the log and download the CSV file.
    Download List of Google Workspace users from specific Organizational Unit.

Rule 1: Bulk suspend users in Google Workspace

Next, configure a second rule to bulk suspend users in Google Workspace.

  1. Click the New Rule button.
  2. In the Select a trigger screen, select the Data uploaded trigger.
    Select the Data uploaded trigger for Bulk suspend users in Google Workspace rule.
  3. In the Edit triggers > Data uploaded screen,
    Select the CSV file for Bulk suspend users in Google Workspace rule.
    1. Select the CSV file downloaded within Rule 1.
    2. Click Next.
  4. In the Select an action screen, select the Suspend user action.
    Select the suspend user for Bulk suspend users in Google Workspace rule.
  5. In the Edit actions > Suspend user screen,
    Edit the suspend user action for Bulk suspend users in Google Workspace rule.
    1. In the Primary email field, select Email variable from Data uploaded trigger.
    2. Click Review.
  6. In the Review screen,
    Create bulk suspend users in Google Workspace rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  7. The rule is created in the Rules page.


xFanatical Foresight’s rule graph for bulk suspending users in an organizational unit.
xFanatical Foresight rule graph illustrates the bulk suspension of users in Google Workspace.

Rule 2: Schedule exporting all users in an OU and upload to Rule 1

Next, configure a third rule to automate the scheduled upload of data, triggering the specified rule at the designated time.

  1. Click the New Rule button.
  2. In the Select a trigger screen, select the Time trigger.
    Select the Time trigger for Schedule exporting all users in an OU rule.
  3. In the Edit trigger>Time screen,
    Provide trigger time for the rule to execute.
    1. In the Tigger time field, Select the exact date and time when the users in the specified Organizational Unit should be suspended from Google Workspace.
    2. Click Next.
  4. In the Select an action screen, select the List users action.
    Select the list users action within the rule.
  5. In the Edit actions > List users action screen,
    Configure list users action for Schedule exporting all users in an OU rule.
    1. In the Columns field, select the required columns you want to export.
    2. In the Organizational unit field, select the Organizational Unit (OU) containing the users you want to suspend.
    3. Click Add Next Action. 
  6. In the Select an action screen, select the Upload data to rule action.
    Select the Upload data to rule trigger for Schedule exporting all users in an OU rule.
  7. In the Edit actions > Upload data to rule action screen,
    Edit the Upload data to rule trigger for Schedule exporting all users in an OU rule.
    1. In the CSV file URL field, select users CSV download link variable from List users action.
    2. In the Rule field, select the rule Bulk suspend users in Google Workspace.
    3. Click Review.
  8. In the Review screen,
    In the Review page, provide rule name and create Schedule exporting all users in an OU rule.
    1. In Rule name, enter a rule name.
    2. Click Create.
  9. The rule is created in the Rules page.


xFanatical Foresight rule graph for scheduling export of all the users in an OU.
xFanatical Foresight rule graph for scheduling export of all the users in an OU.

Verify Automation

Verify Automation

To ensure your rule setup automates as expected, it’s crucial to perform a simple test. The following instructions demonstrate how xFanatical Foresight automates the  process of scheduling bulk user suspensions within a specific Organizational Unit (OU).

Before starting the automation, go to Google Admin Console > Users > {User Name}. Confirm that the selected user from the targeted OU is currently active and not suspended. This ensures you can clearly see the suspension change when the rule executes.
Active user in an OU in Google Workspace.

Note: For demonstration purposes, we set the Trigger time field in the Time Trigger to 15 minutes from now.

  1. Go to xFanatical Foresight.
  2. Go to the Rules page.
  3. At the scheduled time, Rule 2 will automatically execute and upload the CSV file to Rule 1 for further processing.
  4. Wait for the scheduled time and once Rule 2 is triggered, you’ll receive a notification in the top right corner of xFanatical Foresight. Click View log.
    A notification will be triggered and sent upon the execution of the rule, informing users of the action taken.
  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.
    A detailed log screen, sent upon the execution of the rule, informing users of the action taken.
  6. After Rule 2 completes execution, Rule 1 will automatically begin processing the uploaded CSV file.
  7. Wait until the CSV file is processed. You’ll receive another notification for Rule 1. Click View log to confirm successful execution.
    A notification will be triggered and sent upon the execution of the rule, informing users of the action taken.
  8. 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.
    A detailed log screen, sent upon the execution of the rule, informing users of the action taken.
  9. Go to Google Admin Console > Users > {User Name}. Verify that the user from the specified Organizational Unit (OU) has been suspended by the automation.
    Automatically suspended user from an OU by the automation.

Notes

  • Once the automation rules are established, xFanatical Foresight will automatically suspend users in the selected Organizational Unit (OU) at the configured time.
  • At each time a rule is executed, you will receive a notification in the app indicating what happened with your rules and whether the suspensions were carried out successfully.
  • The rule execution and CSV processing may take a few minutes to complete as the system processes the file and updates account statuses efficiently.
  • The workflow does not delete user accounts, it only suspends them, revoking their access while retaining their data in Google Workspace.
  • The Rule 1: Bulk suspend users in an Organizational Unit must be created before Rule 2. Otherwise, Rule 2 cannot find Rule 1 to upload the CSV file.

Conclusion

In conclusion, automating bulk user suspensions in a Google Workspace Organizational Unit with xFanatical Foresight makes managing accounts faster, easier and more reliable. It takes the manual work out of suspending users, helping admins save time, avoid mistakes and stay on top of security and policy requirements. With this automation in place, you can be confident that user access is handled quickly, consistently and without the usual administrative hassle.

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