Introduction

In this article, you will learn how to bulk add email aliases to user accounts in Google Workspace. As organizations grow, managing multiple email aliases for various departments, projects, or roles becomes increasingly complex and time-consuming. Manually assigning aliases to each user in the Google Admin Console can lead to inefficiencies and increased chances of oversight.

Let’s take an example: A school district needs to assign departmental email aliases (e.g., [email protected], [email protected]) to teachers across multiple schools. Manually adding these aliases for each staff member would be tedious and error-prone. With the bulk alias assignment feature in xFanatical Foresight, IT admins can efficiently assign aliases to multiple users at once, ensuring accurate setup and saving significant administrative time.

Illustration of how xFanatical Foresight automates bulk addition of email aliases to user accounts.Illustration of how xFanatical Foresight automates bulk addition of email aliases to user accounts.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It enables administrators to efficiently bulk add email aliases to user accounts with minimal effort. With its advanced features and user-friendly interface, xFanatical Foresight streamlines the process of managing user identities and email configurations. You can quickly assign multiple aliases in bulk, improving communication flexibility and organizational efficiency, while automated workflows eliminate manual work and ensure accuracy across all user accounts.

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 for Bulk add email aliases to user accounts and click on it.
    In the Templates search for Bulk add email aliases to user accounts template in xFanatical Foresight

  4. In the Templates > Bulk add email aliases to user accounts page, click Copy rule.
    In the Templates Bulk add email aliases to user accounts page, click the 'Copy rule' button to duplicate the automation rule 1 in xFanatical 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 Bulk add email aliases to user accounts will display.
  7. Click Next. The rule is auto-configured. No configurations required. 
  8. 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. 
    xFanatical Foresight rule graph for bulk adding email aliases to user accounts in Google Workspace.
    xFanatical Foresight rule graph for bulk adding email aliases to user accounts in Google Workspace.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

  1. Create a Google Sheet with two columns: Primary Email and Email Aliases. Once completed, click File > Download > Comma Separated Values (.csv) to download the Google Sheet as a CSV file.
    Create CSV file for email aliases.
  2. Sign into xFanatical Foresight with your Google Admin account. 
  3. Go to the Rules page. 
  4. Click the New Rule new rule button button.
  5. In the Select a trigger screen, select the Data uploaded trigger.
    Selecting Data Uploaded trigger on Select a trigger screen
  6. In the Edit trigger > Data uploaded screen,
    Data uploaded screen,
    1. In the Choose a CSV file field, select the CSV file created in Step 1.
    2. Click Next.
  7. In the Select an action screen, select Add user email aliases action.
    Select the add user email aliases action for the rule.
  8. In the Edit actions > Add user email aliases screen,
    Edit add user email aliases action within the rule.
    1. In the Primary email field, select the Primary email variable from the Data uploaded trigger.
    2. In the Email aliases field, select the Email aliases variable from the Data uploaded trigger.
    3. Click Review.
  9. In the Review screen,
    In the Review page, provide rule name and create rule.
    1. In Rule name, give your rule a name for easy identification.
    2. Click Create.
  10.  The automation rule is created.
    xFanatical Foresight rule graph for bulk adding email aliases to user accounts in Google Workspace.
    xFanatical Foresight rule graph for bulk adding email aliases to user accounts in Google Workspace.
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 xFanatical Foresight automates the bulk adding of email aliases to users in Google workspace.

  1. Go to xFanatical Foresight.
  2. Go to the Templates page.
  3. Search Bulk add email aliases to user accounts and click on it.
  4. Click on the Download sample CSV file button, or if you set up automation from scratch, then use the CSV file which you have created.
    Download sample CSV file for bulk add email aliases to user accounts template.
  5. In the downloaded CSV file, delete the sample data in the Primary Email and Email Aliases columns, then add the actual primary email addresses and corresponding email aliases for each user. To add multiple aliases to a user, enter email aliases on new lines, one email alias in one line.
  6. Go to the Rules Page.
  7. Click on the upload-button. of Bulk add email aliases to user accounts rule.
    Upload CSV file to trigger the bulk add email aliases to user accounts rule.
  8. Select the CSV file to upload, which is set up in Step 5.
  9. Wait for the CSV file to be processed and 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.
  10. 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
  11. Sign into your Google Admin Console and verify that the user’s email alias has been successfully updated by the automation rule.
    Verification for the bulk add email aliases to user accounts rule execution.

Notes

  • Once the automation rule is configured, xFanatical Foresight seamlessly takes over and adds email aliases to user accounts in bulk after the admin uploads the CSV file.
  • Make sure the upload file to rule headers should be the same as sample CSV file downloaded from Bulk add email aliases to user accounts template.
  • To add multiple aliases to a user, enter each email alias on a new line, with one alias per line. This allows for easy bulk addition of aliases to user accounts.
  • The Add user email aliases automation action allows you to efficiently add multiple email aliases for users simultaneously.
  • 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.

Conclusion

In conclusion, bulk adding email aliases to user accounts in Google Workspace using xFanatical Foresight simplifies account management, saves valuable time, and ensures data accuracy. By automating the process, administrators can efficiently update email aliases for multiple users at once, reducing manual effort and enhancing overall productivity. With xFanatical Foresight, managing user aliases has never been easier or more efficient.

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