Auto Add members to Groups After Changing User’s OU

Introduction

This article is written for Google Workspace administrators, we will explore how to auto add users to groups after changing user's OU.

Google Groups is a powerful tool that allows organizations to easily communicate and collaborate with their members. It provides a platform for sharing information, discussions, and resources within a defined group. However, manually managing user memberships in Google Groups can be a time-consuming and tedious task.

Challenges of manually adding members to Google Groups

When managing user memberships in Google Groups manually, there are several challenges that organizations may face:

• Firstly, it is a time-consuming process. Manually adding each member to a group can take hours, especially for organizations with a large number of members or multiple groups.
• Secondly, there is a higher chance of human error. Manually entering email addresses or usernames can result in typos or mistakes, leading to incorrect member assignments.
• Lastly, Maintaining and updating user memberships manually becomes increasingly difficult as an organization grows or undergoes changes, such as restructuring.

Benefits of auto add members to groups after changing user’s OU

Auto add members to groups after changing user’s OU brings several benefits:

• It saves time and effort. By automating the process, organizations can significantly reduce the time spent manually adding members to groups.
• Automation helps to minimize human error. Manual data entry eliminates the possibility of errors or typos. 
• Furthermore, automating the process of adding members to Google Groups provides scalability. This ensures that user memberships are always up to date and accurately reflect the organization's structure.

Understanding Organizational Units in Google Workspace

Before diving into the process of auto add members to groups after changing user’s OU., it is important to understand Organizational Units (OUs) in Google Workspace. OU’s are a way to organize users and resources in a hierarchical structure within an organization and manage access to resources, apply policies, and delegate administrative tasks.

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

How to change an Organizational Unit for a user

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.

Foresight

Introducing the Foresight automation tool, a revolutionary solution that will save you time and effort by auto add members to groups after changing user’s OU. Just a few clicks will ensure that all users are added to the appropriate groups, without having to manually add them.

The foresight automation tool is a game-changer for anyone who needs to auto add members to groups after changing user’s OU. With its user-friendly interface and powerful features, it will revolutionize the way you manage group memberships. Embrace the future of group management with the foresight automation tool!

Try a 14-day free trial foresight automation tool today and experience the joys of hassle-free group management.

Video demo

Given that we are moving 3 users from different OUs to the OU /Marketing/Digital Marketing, see as below:

They are supposed to be added into a 4 new groups, Online Advertising Age, B2B Content Marketing, Social Media Hub and Video Production Workshop.

After they are moved to the /Marketing/Digital Marketing OU in your Admin Console, Foresight automates adding them to the given groups.

Instructions

1. Sign into Foresight.
2. Go to Rules.
3. Click the button to create an automation rule.
4. In the Select a trigger page, select User's organizational unit changed trigger.
5. In the Edit trigger > User's organizational unit changed step,
   
   1. Sign in with Google
   2. In the New organizational unit field, select the new OU you move the users to.
   3. Leave the Present organizational unit and Primary email fields empty unless you want further restriction on how this rule triggers.
6. Click Next.
7. In the Select an action page, select the Add group member action.
8. In the Edit actions > Add group member page,
   
   1. Sign in with Google
   2. In the User field, type {{ and the select the User Primary Email variable. In the new OU, this variable will be used as the user's primary email address.
   3. In the Group email field, select one of your groups you want to the user to be added into.
9. Click the + button at the tab to add a parallel action.
10. Repeat steps 7-9 for all other groups associated with the destination OU.
11. When you finished adding all actions, click Review.
12. Name the rule.
13. Click Create.
14. Your automation is rule is created like this
    Add to OU specific groups">

That's all for setting up the automation in Foresight. Now in your Admin Console, move a couple of test users into the OU as you configured in the Step 5 above. You'll be notified for the results momentarily in Foresight.

Notes

• This rule covers only one destination OU. For more OUs, duplicate the rule and change the settings in the trigger and actions for each OU.
• You also have an option to remove the user from all existing groups before you add the user to the new groups. The rule structure will look more sequential like the following. In plain language, when a user is moved to a new OU, remove the users from all groups s/he is in, and add the user to new groups one by one.
  

If you have questions or new automation use cases, please leave comments in the Foresight community.