Introduction

In this blog, you will learn how to automatically suspend inactive users in Google Workspace.
Manually finding and suspending inactive accounts can be time-consuming and error-prone. Automating this process helps admins boost security, make better use of licenses, and stay compliant with company policies. This guide will show you how to set up automated inactive user suspensions quickly and easily.

Illustration of automatically suspend inactive users in Google Workspace with xFanatical Foresight Automation.Illustration of Automatically Suspending Inactive Users in Google Workspace with xFanatical Foresight Automation

By automatically suspending inactive users in Google Workspace, admins can efficiently manage inactive or temporary accounts, optimize license usage, and enhance security. Now, we will show you how to automatically suspend inactive users in Google Workspace using xFanatical Foresight, saving time and ensuring compliance.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a dynamic automation platform designed specifically for Google Workspace. It empowers administrators to proactively manage active user accounts, maintaining efficiency and ensuring compliance by automating user management tasks. Instead of reacting to inactive users, administrators can focus on actively monitoring user engagement, optimizing account usage, and enforcing policies effectively. With its intuitive interface and customizable workflows, xFanatical Foresight simplifies the process of suspending inactive users, optimizing license usage, and enhancing security.

Video Demo

Understanding Inactivity and User Suspension

In this article, an Inactive User is someone who hasn’t signed in for a certain period, like 30 days. It’s different from the user statuses you might see in the Google Admin Console. In the Google Admin Console, a user can be marked as Active, Suspended, or Archived. So, when we talk about inactive here, we’re referring to a specific kind of inactivity, not one of those predefined statuses.

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.

To ensure the effective automatic suspension of inactive users in Google Workspace, it's important to set clear criteria, such as suspending inactive employees after a specified period.

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. Click the Automatically Suspend Inactive Users in Google Workspace template.
    In the Templates > search for Automatically Suspend Inactive Users in Google Workspace template in Foresight.
  4. In the Templates > Automatically Suspend Inactive Users in Google Workspace page, click Copy rule.
    In the Templates > Automatically Suspend Inactive Users in Google Workspace page, click the 'Copy rule' button to duplicate the automation rule in Foresight.
  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 Suspend Inactive Users in Google Workspace will display.
  7. In the Edit triggers > User turned inactive screen,
    In the Automatically suspend inactive users page, click on the User turned inactive trigger and update the inactivity time.
    1. In the Inactivity timeout field, select the EXACT number of days after which the user should be automatically suspended based on inactivity.
    2. Check the checkbox if you want to include existing inactive users. (This is not recommended.)
  8. In the Edit actions >Suspend user action,
    the user’s email from the User turned inactive trigger will be automatically filled in
    1. In the Primary email, the user’s email from the User turned inactive trigger will be automatically filled in, so no action is needed from you.
    2. Click Review.
  9. In the Review screen,
    In the Review page, provide rule name and create rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  10. The rule is created in the Rules page. 
    Automatically suspend inactive users workflow
    xFanatical Foresight workflow for automatically suspending inactive users in Google Workspace.
Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

Rule creation with xFanatical Foresight

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page. 
  3. Click the New Rule new rule button button at the bottom right to create a new rule.
  4. In the Select a trigger screen, select User turned inactive trigger.
    Select the user turned inactive trigger for the rule.
  5. In the Edit trigger > User turned inactive screen,
    In the Automatically suspend inactive users page, click on the User turned inactive trigger and update the inactivity time.
    1. In the Inactivity timeout field, set the EXACT number of days after which users are considered inactive. Example: 30 days, 60 days, or 120 days.
    2. Check the checkbox if you want to include existing inactive users. (This is not recommended.)
    3. Click Next.
  6. On the Select an action screen, select the Suspend user action.
    The Suspend user action to create the rule.
  7. In the Edit actions > Suspend user screen,
    In the edit suspend user screen, provide email address of the user.
    1. In the Primary email field, select the User primary email variable from the User turned inactive trigger.
    2. Click Review.
  8. In the Review screen,
    In the Review page, provide rule name and create rule.
    1. In Rule name, enter a rule name.
    2. Click Create.
  9. The automation rule is created.
    Automatically suspend inactive users workflow.
    xFanatical Foresight rule graph Automatically suspend inactive Google Workspace users
Verify Automation

Verify Automation

To ensure that your rule setup functions as expected, it’s crucial to conduct a simple test. The following instructions will guide you through how xFanatical Foresight automates the suspension of inactive users in Google Workspace.

  1. Go back to xFanatical Foresight. 
  2. Wait until the configured trigger time, you will receive a notification in the top right of xFanatical Foresight. In the notification message, click View log.
    A notification will be triggered and sent upon the execution of the rule, informing users of the action taken.
  3. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    A detailed log screen, sent upon the execution of the rule, informing users of the action taken.
  4. Sign into your Google Admin Console. And verify if the user has been suspended by the rule.
    A verification of the rule that the inactive user is suspended.

Notes

  • Once the automation rule is established, xFanatical Foresight will seamlessly manage the regulation of active users, operating on autopilot without requiring manual intervention. By automating this process, xFanatical Foresight allows you to focus on engaging active users more effectively instead of spending time on repetitive account management tasks.
  • The automation template is designed to regulate users actively without deleting their accounts. Active users who may need temporary restriction can be re-enabled at any time, ensuring their data remains intact and accessible when needed.
  • By default, existing active users who consistently engage with their accounts will not trigger the automation. However, to accommodate these active users efficiently, you can create a separate rule for specialized monitoring. This approach ensures a proactive and effective account management strategy.
  • With the Also include existing inactive users checkbox, you can now trigger suspensions for inactive users with a last sign-in of 30 or more days immediately upon creating or saving the rule. This means you no longer need a separate rule for one-time suspensions, making the process more efficient and straightforward.
  • However, you may not see immediate notifications from xFanatical Foresight if no user signed in exactly 60 days ago. On the other hand, if a user last signed in 29 days ago, they will trigger the rule and be suspended the following day. Therefore, it's crucial to understand how the timing works for the automation to function smoothly.
  • Additionally, users who have already surpassed the activity threshold before the rule was created will not trigger the rule, even if they fulfill the activity criteria. To address this, make sure to check the Also include active users checkbox when setting up the rule. This way, no active user is overlooked.
  • Moreover, each time a rule is executed, you will receive a notification in the app, updating you about the rule's performance and whether it ran successfully or not. This keeps you informed and enables timely adjustments to the settings if needed.
  • As a result, you have the flexibility to suspend inactive users individually or in bulk, allowing for efficient and streamlined user management. If you prefer to permanently delete inactive users instead of suspending them, simply replace the Suspend user action with the Delete user action. The configuration process remains the same, ensuring a seamless experience.
  • Ultimately, these features provide you with greater control over managing inactive users, helping you maintain a secure and organized Google Workspace environment.

Conclusion

Automatically suspending inactive users in Google Workspace helps administrators streamline account management, optimize license usage, and enhance security. With customizable workflows and automation, managing inactive users becomes effortless, allowing IT teams to focus on more critical tasks. 

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

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