Introduction

This blog explains how to bulk create Gmail labels for multiple Google Workspace users using xFanatical Foresight. Gmail labels help users organize and manage emails based on departments, teams, projects, or other organizational requirements. Google Gmail allows users to create and manage labels in their mailboxes, but creating the same label manually for multiple users can be time-consuming for Google Workspace administrators. 

For organizations with many users, administrators may need to create a standard Gmail label such as HR, IT, Marketing, Accounting, or Restricted across multiple user mailboxes. The Gmail API provides programmatic capabilities to manage labels, including creating labels in a user's mailbox which require complex project setup and technical knowledge.

With xFanatical Foresight, administrators can simplify this process without manually creating the same label in each mailbox. The automation exports the required user email addresses into a CSV file and then creates the specified Gmail label in each selected user's mailbox. This helps administrators save time, maintain consistent Gmail organization, and efficiently manage Gmail labels across multiple users.

Introducing xFanatical Foresight Automation

xFanatical Foresight  is a powerful automation platform designed for Google Workspace. It helps administrators automate repetitive administrative tasks and manage users and Gmail settings more efficiently. Using xFanatical Foresight, administrators can create a Gmail label across all active users without manually opening and configuring every user's mailbox.

The template includes two rules:

Rule 1: List all users
Exports the email addresses of active Google Workspace users into a CSV file.

Rule 2: Bulk add Gmail label to all users
Uses the CSV file to create the specified Gmail label in each user's mailbox.

Administrators can customize the label name, its visibility and color settings according to their requirements.

Automation Setup Instructions

In this section, we guide you through the automation setup in xFanatical Foresight.  Set up automation from a template and after completing the automation rule, verify whether the automation meets your requirements.

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

The template includes two rules to bulk add a Gmail label to all active Google Workspace users:

  • Rule 1: List all users
  • Rule 2: Bulk add Gmail label to all users

Prerequisites

Before setting up the automation, make sure the following requirements are met:

  • You have a Google Workspace Admin account with the required permissions.
  • A service account with ready state in xFanatical Foresight.  Checkout create service account in xFanatical Foresight for more details. 

Rule 1: List all users

  1. Sign into xFanatical Foresight with your Google Admin account.
  2. Go to the Templates page.
  3. Search for Bulk add Gmail labels to all users and click on it.
    Bulk add Gmail labels to all users
  4. In the template page, click Copy rule 1.
    In the template page, click Copy rule 1.
  5. For the first-time use of the template rule, an Action needed dialog may appear requesting the required Google permissions. Click Connect with Google and authorize the permissions.
  6. Upon authorization, a dialog titled Copy of List users will display.
  7. Click Next.
  8. Click Review.
  9. Customize the Rule name if required.
  10. Click Create.
    In the Review page Click Create.
  11. The rule is created on the Rules page
    rule graph illustrating List all Users Rule
    xFanatical Foresight rule graph illustrating List all Users Rule.

Rule 2: Bulk add Gmail label to all users

  1. Go to the Templates page and search for Bulk add Gmail labels to all users and click on it.
  2. Click Copy Rule 2.
    earch for Bulk add Gmail labels to all users and click on it. Click Copy rule 2.
  3. For the first-time use of the template rule, an Action needed dialog will display requesting the necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
  4. (Conditional) If the service account is not configured or is not in the Ready state, a dialog will appear displaying the error message and possible solutions.
    • Resolve service account related errors and restart from step 2.
  5. Upon authorization, a dialog titled Copy of Bulk add Gmail label to all users will display.
  6. Click Next.
  7. In the Create Gmail label action
    In the Label name field, customize the Label name as needed.
    • In the Label name field, customize the Label name as needed.
    • Review the fields like Label list visibility, Message list visibility, Label text colour, Label background colour and change according to your requirement.
  8. Click Review.
  9. Customize the Rule name.
    Customize the Rule name in review screen
  10. Click Create.
  11. The rule is created on the Rules page
    rule graph illustrating Bulk Add Gmail Labels to All Users
    xFanatical Foresight rule graph illustrating Bulk Add Gmail Labels to All Users
Verify Automation

To ensure the automation works as expected, perform a simple test using a test user before applying the label across the entire organization.

Verify bulk Gmail label creation

  1. Go to the Rules page.
  2. First, click the play button from the Copy of List users rule to generate a CSV file containing all active users.
    Copy of List users rule to generate a CSV file containing all active users.
  3. Wait until you receive a notification in the top right of xFanatical Foresight. In the notification message, click View log. 
  4. In the Logs > Log details page, download the CSV file from the Rule history section. n the Logs > Log details page, download the CSV file from the Rule history section.
  5. Download the generated CSV file.
  6. Edit the CSV file downloaded from the Copy of List users rule. Keep only the email addresses of users for whom the Gmail label needs to be created.
    Edit the CSV file downloaded from the Copy of List users rule. Keep only the email addresses of users for whom the Gmail label needs to be created.
  7. Click on the upload-button. icon and upload downloaded CSV file to the  Bulk add Gmail label to all users rule.
    upload downloaded CSV file to the  Bulk add Gmail label to all users rule.
  8. Wait for the automation to process the uploaded data.
  9. When you receive the xFanatical Foresight notification, click View log.
  10. In Logs > Log details, review the rule history and confirm successful execution.In Logs > Log details, review the rule history and confirm successful execution.
  11. Open Gmail for one of the processed users.
  12. Verify that the configured Gmail label has been created successfully.Verify that the configured Gmail label has been created successfully.

Notes

  • The template requires a service account and domain-wide delegation for the first-time setup.
  • Rule 1 must be executed before Rule 2 because Rule 2 requires the CSV generated by Rule 1.
  • The template works with active users; suspended and deleted users are excluded from the exported list.
  • The Gmail label is created in each user's mailbox using the Email column from the uploaded CSV.
  • The template creates Gmail labels but does not apply them to existing messages.
  • Existing Gmail labels are not listed, modified, or deleted.
  • Keep Create Gmail label > Actor field unchanged to avoid mistakes in creating Gmail label.
  • If any error shown in Create Gmail label > Actor field, refer xFanatical Foresight Service Account Troubleshoot guide.
  • The label name must be verified in Rule 2 before uploading the user's CSV. Created Gmail Label can't be modified later by this template.
  • Administrators can configure the label visibility and color settings according to their requirements. 

Conclusion

Bulk creating Gmail labels helps Google Workspace administrators standardize mailbox organization across their organization without manually configuring every user.
With xFanatical Foresight, administrators can export their users and create the required Gmail label across all active users with a simple two-rule workflow.

Try a 14-day free trial with xFanatical Foresight and simplify your Google Workspace administration.

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