Automated Welcome Email to Google Workspace New Users

Introduction

In this article you will learn about how to send automated welcome emails to Google Workspace new users. When new employees join the company, we'd like to send a warm personalized welcome email to their new account to help them onboard smoothly.Furthermore, the welcome email plays a critical role in the onboarding process by sharing essential onboarding documentation, resources, and department-specific orientation information, ensuring that new users receive a comprehensive introduction to the organization.

By showcasing key features, offering helpful resources, and addressing common questions or concerns, welcome emails can significantly enhance user onboarding and drive adoption.

Now, we are going to show you how xFanatical Foresight Automation tool can automate sending tailored welcome emails to your new members. It will save you tons of time. If you have yet to install Foresight, check out this quick start.

Introducing xFanatical Foresight Automation Tool

xFanatical Foresight Automation tool is a powerful automation tool designed specifically for Google Workspace. It enables administrators to easily create and send automated welcome emails to new users, saving time and effort. xFanatical Foresight Automation tool allows administrators to design visually appealing and engaging welcome email templates. With its intuitive interface and customizable templates, xFanatical Foresight Automation tool simplifies the process of creating personalized welcome emails that resonate with users. 

Video Demo

Send welcome emails to all Google Workspace new users

To make a welcome email impactful, it should include key elements such as every new employee receives a shared drive link, which stores the new employee onboarding manual, company policies, office manuals, culture information and clear instructions on getting started etc.

Create automation rule on xFanatical Foresight

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. In the Select a trigger screen, select User created trigger.
4. In the Edit trigger screen, Leave the Add condition field blank when sending welcome emails to new Google Workspace users. Click Next.
5. On the Select an action screen, click the Wait action.
6. Configure the Wait action. In the Wait time field, enter 60 seconds. Click Review
7. On the Select an action screen, click the Generate password action.
8. Leave all settings at their defaults.
9. Click Add next action Select Email action.
10. In the Email action, select the recipient in the To field. The To field is the new user's primary email address. cc and bcc are blank.
11. Add a Subject line. Leave blank the cc and bcc field.
12. Compose an email message containing the professional login credentials for the new user.
13. Give a Rule name and click Create.

Rule Verification

1. Log in to your Google Admin Console.
2. Add a new user to your Google Workspace.
3. At each time a rule is executed, after adding the new user, you’ll get a notification on the Foresight Automation tool rule page.
4. Now, you can check the execution details on the Log details screen.

Send welcome emails to new users in specific organizational units

Suppose 3 employees are hired. As subject matter experts from different fields, they will be assigned under 3 OUs.

Create automation rule on xFanatical Foresight

The rule is the same as the above use case. The difference is to configure the condition in the User created trigger. Then we use the Duplicate rule feature to configure 3 rules for 3 different OUs.

1. Log in to you Foresight account with your Google Admin account.
2. Go to the Rules page.
3. Click the located next to your rule in Foresight.
4. Select the Edit option from the dropdown menu.
5. On the User created action Edit trigger screen, select Org unit path in the Field section, choose the starts with operator, and specify /Customer Support as the OU.
6. Click Next. Select a Wait action.
7. Configure the Wait action. In the Wait time field, enter 60 seconds. Then click Add next action.
8. On the Select an action screen, click the Generate password action.
9. Leave all settings at their defaults.
10. Click Add next action Select Email action.
11. In the Email action, select the recipient in the To field. The To field is the new user's primary email address. cc and bcc are blank.
12. Add a Subject line. Leave blank the cc and bcc field.
13. Create an email message containing the new user's professional login credentials.

Rule Verification

1. Log in to your Google Admin Console.
2. Add a new user to your Google Workspace.
3. At each time a rule is executed, after adding the new user, you’ll get a notification on the Foresight Automation tool rule page.
4. Now, you can check the execution details on the Log details screen.

Key Takeaways

• Foresight frees you up from hours of repetitive welcome emailing tasks every month. The more actions you add to the rule, the more time you save for your future.
• Foresight also supports sending welcome emails when you bulk add new users in Google Workspace using Foresight .
• Receive notifications. At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules ran successfully or not.
• As a Google administrator, you have the flexibility to either send a standard welcome email to all new employees, regardless of their positions, or tailor welcome emails based on their respective departments. If necessary, you can request department heads to provide email templates for this purpose.

FAQ

• How does the conditions in User created trigger work?

Solution: The conditions in the User created trigger filter and segment new users. Multiple conditions are implicitly joined by an AND logic. In other words, a new user event has to match all conditions in a trigger to pass through the actions.

Does it work with bulk user creation?

Solution: Yes.

• What is the use of Wait action in this automation?

Solution: The Wait action is a workaround for a caveat of delayed welcome emails as reported by our customers. The original automation of User created => Email => End causes an inconsistent 5-30 minutes delay showing up in the new user's Gmail inbox. During the first 24 hours of a new Google user being created, their Gmail service is not set up. Emails sent to their inboxes are placed on hold until the Gmail service is fully ready, which most likely takes a few seconds.  It's fine to delete the Wait action. The welcome emails will be delivered anyway after 24 hours.

Conclusion

Automated welcome emails by xFanatical Foresight offer a powerful solution for enhancing user onboarding in Google Workspace. By leveraging the automated capabilities of this tool, organizations can deliver personalized and timely communication to new users, driving adoption and productivity. With its intuitive interface, xFanatical Foresight is a valuable asset for any organization looking to optimize their onboarding process.

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