Auto Add Users To Groups After Changing User’s Organization Unit

Introduction

In this article, you will explore how to auto add users to groups after changing the user's Organization unit (OU). In today's fast-paced digital landscape, efficient user management is crucial for organizations of all sizes. The ability to seamlessly add members to groups after changing a user's Organizational Unit (OU) can significantly streamline administrative tasks and enhance overall productivity.

Understanding the Challenge

Managing user accounts and their corresponding group memberships can become a complex task, particularly in large organizations with constantly changing user roles and responsibilities. When a user's organizational unit is changed, it often requires manual adjustments to ensure they are added or removed from the appropriate groups. This manual process can be time-consuming, prone to errors, and hinder productivity.

How to Change an Organizational Unit for a User in Google Workspace

In Google Workspace, OUs are typically based on an organization's structure, such as departments, teams, or locations. Each OU can have its own set of policies, permissions, and settings, allowing organizations to apply specific rules and access controls at different levels. Move users to an organizational unit

Changing the Organizational Unit for a user in Google Workspace is a straightforward process. Step-by-step instructions are below:

• Sign in  Google  admin console.
• Go to the Users section.
• Locate the user whose Organizational Unit you want to change.
• Click on the user's name to access their details.
• Then, select Change Organizational Unit under More options.

Step 6: Select the desired Organizational Unit from the dropdown menu.

Step 7: Click Continue to apply the changes.

When an Organizational Unit changes, the user's settings, permissions, and policies are updated.

Introducing xFanatical Foresight Automation tool

xFanatical Foresight automation tool is a powerful user management solution designed to simplify and automate various administrative tasks. With its advanced features and intuitive interface, xFanatical Foresight offers an efficient solution for automatically adding members to groups after changing a user's organizational unit (OU). By leveraging the power of automation, xFanatical Foresight eliminates the need for manual interventions, reducing the risk of errors and enhancing overall efficiency.

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 User's organizational unit changed trigger from the select a trigger screen.
4. In the Edit Trigger screen, click Sign in with Google to grant approvals to Foresight in Google Workspace .
   • Select the New organizational unit in the New organizational unit field where you want to move the users.
   • Leave the Present Organizational Unit and Primary Email fields empty unless you want to add more specific rule restrictions.
   • Click Next.
5. On the Select an action screen, click the Add group member action.
   • In the Member email field, select the User Primary Email variable from the dropdown menu. This variable will be used as the user's primary email address in the new OU.
   • In the Group Email field, select one of the groups you want the user to be added to. 
6. Click the + button at the top to add a parallel action.
7.  Repeat steps 4-5 for each group associated with the destination Organizational unit. Once you have finished adding all actions.
8. Click Review.
9. Enter the Rule name, click Create.

Rule Triggering

1. Now, see the rule interface, the rule has been created.
2. To trigger the rule, go to the Admin console and change the user’s organization unit.

Verifying Results

1. A notification will appear in the top right-hand corner. Click on it, then select View log.
2. Additionally, access the Logs page from the left sidebar to view logs of successful rule triggers.

Remove the User From All Existing Groups

You also have the option to first remove the user from all existing groups before adding them to the new groups. The rule will follow a sequential structure as outlined below: When a user is moved to a new OU, they are first removed from all groups they currently belong to, and then added to new groups.
xFanatical Foresight rule graph for Remove the User From All Existing Groups

Conclusion

Efficient user management is vital for organizations striving to optimize productivity and minimize administrative overhead. By leveraging xFanatical Foresight automation tool, organizations can automate the process of adding members to groups after changing a user's OU. This not only saves time and effort but also reduces the risk of errors and ensures accurate user management. With xFanatical Foresight, organizations can streamline their user management workflows and focus on driving their core business objectives.

If you have yet to install Foresight, check out this quick start.

Please visit the  xFanatical Foresight Automation tool to learn more and sign up for a free trial.