Introduction

In this article, you will learn how to auto add users to groups after changing the user's Organization Unit. 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. In today’s fast paced digital world, adding or moving users to a specific Organizational Unit, and group natively is not an efficient choice for organizations.

Illustration of auto add users to groups after changing user’s OU with xFanatical Foresight AutomationIllustration of auto add users to groups after changing user’s OU with xFanatical Foresight Automation

Automation is the key to unlock the efficiency and productivity of organizations. Google Workspace is a robust platform for collaboration and communication; however, managing user accounts and group assignments natively can be time-consuming. Moreover, it is often prone to errors, which, in turn, can hinder productivity. Furthermore, without automation, the process becomes inefficient and tedious. Therefore, finding a streamlined solution is essential for better management. Through xFanatical Foresight you can seamlessly add members to groups after changing a user’s Organizational Unit.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful platform that not only helps automate but also streamlines user management workflows in Google Workspace. In today’s fast-paced business environment, where efficiency is paramount, automation becomes even more essential. Moreover, by simplifying administrative tasks and reducing manual effort, it significantly improves overall productivity. xFanatical Foresight is a powerful platform that helps automate and streamline user management workflows in Google Workspace. In today’s fast-paced business environment, where efficiency is key, automation becomes essential. Specifically, xFanatical Foresight allows administrators to automatically add members to groups whenever a user's organizational unit (OU) changes. By leveraging the power of automation, it not only eliminates the need for manual interventions but also significantly reduces the risk of errors, thereby enhancing overall 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.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search Auto add to groups after changing user’s OU template, and click on it.
    Auto add to groups after changing user's OU template on xFanatical Foresight templates page
  4. In the Templates >  Auto add to groups after changing user’s OU page, click Copy Rule.
    Auto add to groups after changing user's OU template page with copy rule button
  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  Auto add to groups after changing user’s OU will display.
  7. In the Edit trigger screen,
    1. Configure the New Organization unit field to specify the target OU. When a user is moved to this OU, they should be automatically added to the designated groups.
    2. (Optional) Configure Present organizational unit and Primary email for more specific rule restrictions or just leave them empty.
      New organizational unit, present organizational unit and primary email field configuring on Edit trigger screen.
  8. Click on the Next button.
  9. In the Add group member actions, configure the Group email field with a new group email address to which the user will be added.
    Group email configuration on Edit action screen.
  10. Click on another Add group member actions from the rule diagram, and add more groups detail.
    Selecting Add group member action from Rule diagram
  11. (Optional) In Edit actions > Add group member screen,
    1. Click on the Add icon to add more group details.
      Selecting Add group member action from Rule diagram
    2. Select Add group member action from Select an action screen.
      Selecting Add group member action from select an action screen
    3. Select User Primary Email variable from User’s organizational unit changed trigger, and configure the Group email field with a new group email address to which the user will be added.
      Configuring Member email and group email fields on Add group member action field
  12. (Optional) To remove extra Add group member actions, click on Delete current action button.
    Delete current action button on edit actions screen
  13. Click on the Review button.
  14. In the Review screen, customize the Rule Name, and click on the Create button.
    Rule name configuring on rule review screen
  15. The rule is created in the Rules page.
    Copy of Auto add to groups after changing user's OU rule on xFanatical Foresight rules page.
    xFanatical Foresight workflow for auto add users to groups after changing user’s OU in Google Workspace
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, and click the new rule button button at the bottom right to create a new rule.
  3. Select the User’s organizational unit changed from Select a trigger screen.
    Selecting User's organizational unit changed trigger on select a trigger screen.
  4. In the Edit trigger > User’s organizational unit changed screen.
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
      Sign in with Google button on User organizational unit changed edit trigger screenSign in with Google button on User organizational unit changed edit trigger screen
    2. Configure New Organization unit field to specify the target OU. When a user is moved to this OU, they should be automatically added to the designated groups.
    3. Configure Present organizational unit and Primary email for more specific rule restrictions or just leave them empty.
      New organizational unit, present organizational unit and primary email field configuring on Edit trigger screen.
  5. Click on the Next button.
  6. Select Add group member action from Select an action screen.
    Configure Present organizational unit and Primary email for more specific rule restrictions or just leave them empty.
  7. In the Edit actions > Add group member screen.
    1. For the first time use of the action, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
      Sign in with Google button on Edit actions of Add group member screen
    2. Configure Member email as User Primary Email variable from User’s organizational unit change trigger.
    3. Configure Group email field with new group email address to which the user will be added.
      Sign in with Google button on Edit actions of Add group member screen
  8. (Optional) Click on plus icon on the top to add more group details where users can be added, and repeat steps 6 to 7.
    Click on plus icon on add group member edit action screen to add more group info
  9. Click on the Review button.
  10. In the Review screen, customize the Rule Name, and click on the Create button.
    Rule name configuring on rule review screen
  11. The Automation rule is created.
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 the xFanatical Foresight automates the auto user group assignment after changing the user’s Organizational unit.

  1. Change the organizational unit of a user from Google Admin Console.
  2. Check xFanatical Foresight notifications.
  3. Click on View log button on successful execution of automation rule. 
    Success notification of Copy of Auto add to groups after changing users OU rule execution with view log button
  4. In the log you can see user email, organizational unit and groups where users have been added.
    Success notification of Copy of Auto add to groups after changing users OU rule execution with view log button

Notes:

  • Since it’s an administrative rule, you not only need to grant access permissions but also enable the Admin API in the Admin Console. Otherwise, when the rule runs, it will ultimately fail. Therefore, ensuring both steps are completed is crucial for successful execution.
  • In template rule setup, there are three group config actions available by default, you can add or delete actions as per your requirements.

Conclusion

Automatically assigning users to groups after changing their organizational unit with xFanatical Foresight is a game-changer for boosting your organization’s productivity and collaboration. By leveraging its intuitive interface and powerful automation capabilities, you can not only streamline your workflow but also enhance team coordination. Moreover, with xFanatical Foresight, you can effortlessly manage and organize groups, thereby reducing manual workload. As a result, you can invest your valuable time in more strategic and important tasks.

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

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