Introduction

This blog explains how to automate new user emails to managers in Google Workspace. When a new employee joins an organization, their manager needs timely updates about their account setup, onboarding progress, and necessary resources. Manually sending these notifications can be time-consuming and prone to errors. Automating this process with xFanatical Foresight ensures that managers receive instant, consistent, and accurate emails, improving communication and streamlining onboarding workflows.
Illustration of automated welcome email to new employees in Google Workspace with xFanatical Foresight Automation.
Illustration of automated email to new users’ manager in Google Workspace for timely onboarding updates.

By automating email notifications to new users' managers, admins can streamline the onboarding process, ensure timely and consistent communication, and significantly enhance workflow efficiency in Google Workspace.

Now, let's demonstrate how xFanatical Foresight can automate these notifications, saving time and improving overall communication for smoother onboarding and better management of new users.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace, enabling administrators to automate email notifications to new users' managers. This ensures timely communication, enhances onboarding efficiency, and improves overall workflow management. With its easy-to-use interface and flexible workflows, xFanatical Foresight makes it simple to automate notifications to managers. This not only saves time but also ensures that important updates are sent reliably and on time, every time.

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. Click the Automated email to new users’ manager in Google Workspace template.
    In the Templates search for Automated email to new users' manager in Google Workspace template in xFanatical Foresight
  4. In the Templates > Automated email to new users’ manager in Google Workspace page, click Copy rule.
    In the Templates then Automated email to new users' manager in Google Workspace page, click the 'Copy rule' button to duplicate the automation rule 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 Suspend users by schedule will display.
  7. In the Edit triggers > User created screen, click Next. No configuration is required.
    User created trigger used to trigger the rule
  8. Click the Email action.
  9. In the Edit actions > Email screen,
    In the template, customize email to share with users' manager.
    1. In Subject, customize the email subject to include new user information.
    2. In the Email body, personalize the content with the new user’s details.
    3. Click Review.
  10. In the Review screen,
    In the Review page, provide rule name and create rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  11. The rule is created in the Rules page. 
    Automated email to new users' manager in Google Workspace workflow
    xFanatical Foresight workflow for automatically sending emails to new users’ managers
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 new rule button at the bottom right to create a new rule.
  4. In the Select a trigger screen, select User created trigger.
    Select the user created trigger for the rule.
  5. Click Next.
  6. On the Select an action screen, select the Wait action.
    Select the wait action for the rule.
  7. In the Edit actions > Wait screen,
    In the edit wait action screen, provide waiting time.
    1. In Wait time, set the time to wait before executing the next action.
    2. Click Add next action.
  8. Select the Get user info action.
    Select the get user info action in the rule.
  9. In the Edit actions > Get user info screen,
    In the edit get user info action screen, provide user email.
    1. In the Primary email field, select the Primary Email variable in the drop down list.
    2. Click Add next action.
  10. Select the Email action.
    Select the email action in the rule.
  11. In the Edit actions > Email screen,
    In the edit email action screen, customize subject line and email body.
    1. In To, select the Manager email variable from the list.
    2. In Subject, customize the email subject to include new user information.
    3. In the Email body, personalize the content with the new user’s details.
    4. Click Review.
  12. In the Review screen,
    In the Review page, provide rule name and create rule.
    1. In Rule name, give your rule a name for easy identification.
    2. Click Create.
  13. The automation rule appears on the Rules page and is active by default upon creation.
    Automated email to new users' manager in Google Workspace workflow from scratch.
    xFanatical Foresight workflow for automatically sending emails to new users’ managers
Verify Automation

Verify Automation

To ensure that your rule setup automates as expected, it’s essential to conduct a simple test. The following instructions demonstrate how xFanatical Foresight automates sending email to new users’ managers in Google Workspace.

  1. Sign into xFanatical Foresight with the same Google Admin account. 
  2. Go to the Google Admin Console using your super admin account.
  3. Navigate to Directory > Users, then click Add new user.
  4. In the User information section, fill in the basic details like first name, last name, and primary email.
  5. Click Add new user to create user.
  6. After creating the user, go to the Employee information section.
  7. In the Manager’s email field, enter the new user’s manager’s email address. Note: ensure you complete this step accurately within 5 minutes. This is essential for automate sending the email to the right manager.
  8. Once completed, wait up to 5 minutes for the notification in the top-right corner of xFanatical Foresight. To view the details, simply click View log in the notification message.
    A notification will be triggered and sent upon the execution of the rule, informing users of the action taken.
  9. 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
  10. Verify with the manager regarding the email notification for the new user joining to ensure the rule triggered successfully.
    Verification for the rule triggered successfully

Notes

  • Once the automation rule is set up, xFanatical Foresight takes over by automatically sending email notifications about new users to their managers. With no manual intervention needed, xFanatical Foresight eliminates the need to monitor each new user joining, saving you valuable time and effort.
  • When creating a new user account in Google Admin, admins must specify the new user's manager email in the Employee information within 5 minutes after the user is created.
  • 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.

Conclusion

Automate New User Emails to Managers in Google Workspace with xFanatical Foresight ensures timely, consistent communication and smooth onboarding. By removing manual tasks, it saves time, reduces errors, and enhances workflow efficiency. With this automation in place, administrators can focus on more strategic tasks while ensuring that managers stay informed and prepared for new team members.

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

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