Introduction

In this article, we'll explore how to automatically assign new users to Groups in Google Workspace. In today’s fast paced business environment, efficiency and automation are key to maintaining a productive workflow. Google Workspace provides a robust platform for collaboration and communication, but managing user accounts and group assignments can be time consuming. 

Enter xFanatical Foresight Automation tool, a powerful tool designed to streamline and automate various administrative tasks, including the automatic assignment of new users to groups in Google Workspace.

Video Demo

Automatically Assign New Users to Groups in Google Workspace

Rule Creation Instructions

This use case will be divided into two cases:

Case A: Automatically Assign New Users to Groups in Google Workspace

Case B: Groups for New Users Under Specific Organizational Units (OUs)

Case A: Automatically Assign New Users to Groups in Google Workspace

  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 created trigger from the select a trigger screen.
Automatically Assign New Users to Groups through Foresight
  1. Next, you may need to grant permission to xFanatical Foresight in the Google Workspace account. Once the permission is successfully granted, you will see the status as Access granted.
Automatically Assign New Users to Groups through Foresight - New Rule Creation

Note: since it’s an Administrative rule, in addition to grant access permissions, you also have to set Admin API enabled in Admin Console. Otherwise, this rule will fail by the time it runs.

  1. Click Next.
  2. On the Select an action screen, click the Add group member action.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  1. In the Edit actions screen, select the Primary email in the Member email field, from the drop down variable list. The variable represents the primary email of a user created in Google Workspace. It's like a placeholder until the user is created and the rule runs.
  2. In the Group email field, select the group everyone will be part of.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  1. Click Review.
  2. Enter the Rule name, click Create.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
Automatically Assign New Users to Groups through Foresight - Workflow

xFanatical rule graph for automatically assign new users to groups in Google Workspace

Rule Trigger 

Trigger the rule by creating a user in Google Admin Console to confirm the rule.

Result Verification

  1. Look for the notification in the top right-hand corner and click on it.
  2. Then, select View All from the options provided.
Automatically Assign New Users to Groups through Foresight -Notification
  1. Alternatively, navigate to the Logs page from the left sidebar.
Automatically Assign New Users to Groups through Foresight - Log Page

Case B: Groups for new users under specific OUs

  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 created trigger from the select a trigger screen.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  1. On the Edit trigger screen, click on Add Condition.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  1. Select Org Unit Path as the field, is as the operator and an Organizational Unit Path from the drop down menu. An organizational unit path is just an alternative representation of OU separated by a forward slash /.
  2. Click Next.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  1. Now follow Step 6 in Case A. Steps are the same.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  1. Enter the Rule name, click Create.
Automatically Assign New Users to Groups through Foresight - New Rule Creation

Rule Triggering

To trigger the rule you’ve created, follow these steps:

  1. Add a new user to the Organizational Unit (OU) specified in the trigger condition of your rule.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  • Check if the user is automatically assigned to the group associated with that specific OU.

Result Verification

  1. Look for the notification in the top right-hand corner and click on it.
  2. Then, select View All from the options provided.
Automatically Assign New Users to Groups through Foresight - New Rule Creation
  1. Alternatively, navigate to the Logs page from the left sidebar.
Automatically Assign New Users to Groups through Foresight - New Rule Creation

This will help ensure the rule functions correctly and only applies to the intended users within the specified OU.

Conclusion

Automating the assignment of new users to groups in Google Workspace using xFanatical Foresight Automation tool can significantly enhance your administrative efficiency. By reducing manual tasks, ensuring consistency, and minimizing errors, xFanatical Foresight helps you maintain a streamlined and scalable user management process. 

Embrace automation and let xFanatical Foresight handle the intricacies of user group assignments, so you can focus on what truly matters driving your organization forward

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

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