Introduction

In this article, you will learn about how to bulk move users to an organizational unit in Google Workspace. When it comes to managing users in Google Workspace, efficiency and organization are key. As an administrator, you need to ensure that users are properly grouped and assigned the right permissions and settings. This is where organizational units come into play. Organizational units (OUs) are a powerful feature in Google Workspace that allow you to group users based on departments, teams, or any other criteria that makes sense for your organization.

Understanding organizational units in Google Workspace

Organizational units (OUs) in Google Workspace act as containers for users, allowing you to easily manage and apply policies to specific groups. By organizing your users into OUs, you can streamline user management, simplify access controls, and ensure that the right users have the right permissions. OUs can be created based on various criteria, such as department, location, or job role, providing you with a flexible way to structure your organization within Google Workspace.

Why do you need it?

In simple words, we can say that moving users to an OU is a technique to deploy several enterprise policies. So, let us discuss the reasons to move users to an organizational unit deeply.

  • Bulk move users to OUs in Google workspace implies the specific tasks or actions for the users’ Google account. If the admin enables an app within an OU, then all the users will be able to access the app within that OU. For instance, there is a student’s OU in a school environment. Students of Grade 3 have access to different drive resources and classrooms than students of Grade 4.
  • Users gain a high level of security within an OU. Only specific users can access specific apps, data, and sensitive data to do their work.
  • The admin can turn on or off the Google services for particular users or groups of users. Also, they can change service settings for the users as per their requirements.
  • Users from different locations get the other services, and they require distinct settings.

Thus bulk moving users become an essential procedure in Google Workspace.

Bulk move users to an organizational unit in Google Workspace with xFanatical Foresight Automation tool

xFanatical Foresight Automation tool is a feature-rich tool that simplifies user management tasks in Google Workspace. It provides administrators with a centralized platform to perform various actions, including bulk moving users to different OUs. 

While the Google admin console can only transfer 50 users to an Organizational Unit (OU) at once, Foresight can handle more than 50 users in a single move. This feature not only saves users time but also signifies enhanced productivity.

Video Demo

From this demo video, you will learn about the bulk move users to OUs in Google Workspace with the help of Foresight.

Instructions

Currently, we have 10 users in the Google Admin Console under the Marketing interns group who have completed their internships. Now we're moving them into the Digital Marketing group. We will export this data as a CSV file. For this demo, we are working with only 10 users, but we can manage thousands in real life. Therefore, you will need to download the CSV file of the Google Sheet.Prepare CSV file. For this demo, we are working with only 10 users

Rule Creation

  1. Log in to your Foresight account with your Google Admin account. 
  2. Go to the Rules page and click the New Rule button.
  3. Select the Data uploaded trigger from the select a trigger screen.Click on the upload box and upload the downloaded (2)
  4. Click on the upload box and upload the downloaded .CSV, wait for the CSV to be parsed.Click on the upload box and upload the downloaded (1)
  5. In the Edit trigger screen, Leave all settings at their defaults.In the Edit trigger screen, Leave all settings at their defaults
  6. Click Next.
  7. On the Select an action screen, click the Move users to Organizational unit action.On the Select an action screen, click the Move users to Organizational unit action
  8. Click Sign in with Google to grant approvals to Foresight in Google Workspace .Click Sign in with Google to grant approvals to Foresight
  9. Choose Email in the User primary email field, and pick Digital Marketing in the Organizational unit field. Click Review.Choose Email in the User primary email field, and pick Digital Marketing in the Organizational unit field. Click Review
  10.  Enter the rule name and click Create.Enter the rule name and click Create

Rule triggering

  1. Click Upload Icon and then upload the same .CSV file again. The process will take a few seconds.Click on the Upload Icon and then upload the same .CSV file again

Verification of the rule

  1. Look for the notification in the top right-hand corner and click on it.
  2. Then, select Show All from the options provided.select Show All
  3. Alternatively, navigate to the Logs page from the left sidebar.Alternatively, navigate to the Logs page from the left sidebar
  4. Here, you'll find a record of successful rule triggers, displaying 10 entries for each intern.you'll find a record of successful rule triggers
  5. You can double-check the changes in the Google Admin console. You'll notice that the Marketing Interns have been successfully moved to the Digital Marketing Organizational Unit.You can double-check the changes in the Google Admin console

Conclusion

Moving users to an organizational unit is crucial for efficient user management in Google Workspace. xFanatical Foresight Automation  tool simplifies the process by enabling bulk user movements with ease. By leveraging Foresight's powerful features, administrators can streamline user management tasks, ensure accurate placements, and enhance security and compliance within their organizations.

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

Share on LinkedIn Share on Reddit Share on Pinterest