Introduction

In this article, you will learn how to automatically assign new users to groups in Google Workspace. Automation is the key to unlock the efficiency and productivity of organizations. Google Workspace is a robust platform for collaboration and communication, but managing user accounts and group assignments natively can be time consuming.

auto assign new users to groups in Google Workspace with xFanatical Foresight Automation
Illustration of auto assign new users to groups in Google Workspace with xFanatical Foresight Automation

xFanatical Foresight is that tool, which can help organizations to unlock the real potential of Google Workspace, so your organization work can be done more efficiently  than before. It is a powerful tool designed to streamline and automate the administrative tasks, including the automation of assignment of new users to specified groups in Google Workspace.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a platform which helps to automate and streamlines the Google Workspace workflows. In today’s fast paced business environment, efficiency is the key. xFanatical Foresight automation permits administrators and users to create intricate business workflows, which consumes a lot more time doing it natively. It enables automatic assignment of new users in groups. It simplifies the process of adding new users to groups, so you can take care of more important tasks.

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 Automatically add new users to groups template, and click on it.Automatically add new users to groups template on xFanatical Foresight Template page
  4. In the Templates > Automatically add new users to groups page, click Copy Rule.Copy Rule button on Automatically add new users to group templates page
  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 Automatically add new users to groups will display.
  7. In the Edit trigger screen,
    Configuring Organization Unit on Edit trigger screen
    1. Configure the Field for specific Organization Unit, so the rule will trigger only if any specific organization user created.
    2. Or you can click on the Trash icon if you want the rule to trigger for every new user creation.
    3. Click on the Next button.
  8. In the Edit actions > Add group member screen,
    1. Configure the respective Group email, where users will be added.
      Group email field configuring on Add group member action screen
    2. Click on the Review button.
  9. In the Review screen, customize the Rule Name, and click on the Create button.
    Configuring Rule name on Review screen
  10. The rule is created in the Rules page.
    Copy of Automatically add new users to groups rule on xFanatical Foresight rules page
    xFanatical Foresight workflow for adding new users to groups 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 The New Rule button in xFanatical Foresight button at the bottom right to create a new rule.
  3. Select the User created from Select a trigger screen.
    Selecting User created trigger on select a trigger screen
  4. In the Edit trigger > User created 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.
      Edit trigger Screen of User created trigger with sign in with google button
    2. To configure the Organization Unit click on the Add condition button. Ignore this step if you don’t need to specify the Organization Unit and you want to trigger the rule for every new user.
    3. Select Org Unit Path in Field column.
    4. Select the starts with value for the operator field.
    5. Select the respective organization unit  in the value field.
      Configuring Organization Unit on Edit trigger screen
  5. Click on the Next button.
  6. Select the Add group member action from Select an action screen.
    Selecting Add group member action on Select an action screen
  7. In the Edit Action > 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 Add group member action screen
    2. Select Primary Email variable from User created trigger in Member email Field.
    3. Select the respective group email, where the user will be added.
    4. (Optional) To add more groups at once, click the + button at the top of the tab, add as many Add group member actions as needed, and repeat step 6 and 7 for each action.
      Config member email and group email fields, and a optional plus button to add more groups details
  8. Click on the Review button.
  9. In the Review screen, customize the Rule Name, and click on the Create button.
    Configuring Rule name on Review screen
  10. 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 to auto assign new users to groups using xFanatical Foresight in Google Workspace

  1. Go to Google Admin Console, and add a new user to trigger the rule.  For more information, see Google’s documentation to add a new user in Google Admin.
    Add new user on Google admin console
  2. Go back to xFanatical Foresight. 
  3. Wait momentarily, and you will get a notification on the top right of xFanatical Foresight. In the notification message, click View log.
    Success notification of Copy of Automatically add new users to groups rule execution with view log button
  4. Now you can check the user email, organizational unit, and group email in the log.
    Log of Copy of Automatically add new users to groups rule successful execution with user email, and group email

Notes

  • The organization unit will be different for every organization. So if you don't have any specific OU, you can delete the OU setting in the User created trigger.
  • 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.

Conclusion

Automatically assigning groups to new users in Google Workspace using xFanatical Foresight is a game changer for your organization's efficient productivity and collaboration. By leveraging its intuitive interface and powerful automation capabilities, you can streamline your automation process and ensure effective collaboration in your teams. With xFanatical Foresight, you can effortlessly manage and organize your groups, and invest valuable time for more important tasks.

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

Related Articles

For more article please visit our website: Articles