Automated Email to New Users’ Manager in Google Workspace

Introduction

In this article we will learn about how to send automated email to new users' manager in Google Workspace. Effective communication is the cornerstone of any successful organization. It ensures that information flows smoothly between team members, departments, and management, facilitating collaboration and decision-making. In a fast-paced business environment, timely and accurate communication is crucial for productivity, customer satisfaction, and overall success.

Challenges of manual communication processes

Traditional manual communication processes can be time-consuming, error-prone, and inefficient. For example, when a new user joins a team, it often requires manual intervention to notify their manager about the onboarding process. This can lead to delays, miscommunication, and a loss of productivity. Moreover, with the increasing complexity of organizations and the rise of remote work, manual communication processes become even more challenging to manage effectively. Google admins console do not have an option to automate this task in the Google Admin Console yet.

Introducing the xFanatical Foresight Automation Tool

xFanatical Foresight Automation Tool is an innovative solution designed to streamline communication processes in Google Workspace. It leverages automation to send automated emails to new users' managers, ensuring that they are informed promptly about the onboarding process. By automating this critical step, Foresight Automation Tool helps organizations save time, reduce errors, and improve communication efficiency.

As you add new users to your domain, Foresight can automate sending their information to their managers, saving you a significant amount of time and increasing productivity.

Video Demo

This video demo illustrates a simple example case. Suppose you are setting up a new user’s profile in your Admin Console and want his or her manager to get their relevant details like work email, work phone, and employee ID. You can automate sending a personalized onboarding email to the respective manager.

How the Foresight Automation tool works

The Foresight Automation Tool works by integrating seamlessly with Google Workspace. It allows organizations to set up rules and triggers that determine when and how automated emails should be sent to new users' managers. These rules can be based on various criteria, such as the user's department, role, or location. Once the trigger conditions are met, the Foresight Automation Tool automatically generates and sends personalized emails to the designated managers.

Setting up automated emails to new users' managers

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 User created trigger from the select a trigger screen.
4. Click on Next, select Wait action.
5. In the Edit action screen, change the wait time to 300 seconds.
6. Click on the Add next action.
7. Select the Get user info action.
8. In the Primary email field, select the Primary Email variable in the drop down list.
9. Click on the Add next action and, select the Email action.
10. In the Email action, select the recipient in the To field. The To field is the manager’s email address, which receives new employee details. Add a Subject line.
11. Compose an email message containing the new employee's information, then click Review.
12. In the Review page, name the new rule, click Create.

Rule Verification

1. Go to Google Admin Console > Users.
2. Select the Add new user option.
3. Click Done to save the new user details in admin console.
4. Now, Go to the new user's page and select User information.
5. In the User information screen, fill out the fields that are required to be filled.
6. Click Save.
7. Now, go back to Foresight.
8. Click on the New Notifications bell icon.
9. Go to the manager's email inbox and check if the auto generated email was received as intended.

Notes

1. We add a 5-minute Wait action between the creation of a user and sending the email to the manager to account for the time it takes to add the user's manager's email address after creating a new profile.
2. You can also choose to send the onboarding email to yourself or to any other user in the system by inputting your/ their email from in the cc and bcc fields when editing the Email action.
3. You can include other variables in the email body as well such as the new user's work phone and employee ID. You can do this by selecting in the email body where you want the relevant data to appear and select your preferred variable from the drop down menu.

Best practices for using automated email in the onboarding process

While automated email in Gmail can greatly enhance your onboarding process, it's important to follow best practices to ensure its effectiveness. Consider these tips:

• Keep it personalized: Even though you're using automated email, make sure to personalize the content as much as possible. Address the new hire by name, tailor the instructions to their specific role, and include relevant links and resources.
• Timing is key: Set up triggers and timing that align with your onboarding process. Make sure the emails are sent at the right stage of the process and provide the new hire with the information they need when they need it.
• Monitor and update: Regularly review and update your email templates to ensure they remain relevant and up to date.
• Test and refine: Continuously test your automated email system to ensure everything is working as intended. Send test emails, gather feedback, and make necessary adjustments to improve the overall onboarding experience.

Conclusion

Effective communication is vital for the success of any organization. By streamlining communication processes in Google Workspace using the Foresight Automation Tool, organizations can save time, reduce errors, and improve collaboration. The Foresight Automation tool actively enhances communication efficiency and promptly informs managers of new users about the onboarding process through its seamless integration and automation capabilities.

Embrace this innovative solution and optimize your communication in Google Workspace for enhanced productivity and success.

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

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