Introduction

This blog explains how to bulk archive users in Google Workspace and notify their managers automatically with xFanatical Foresight. Archiving users in bulk helps streamline account management, especially when handling large numbers of inactive or departing employees. By automating the notification process, managers are promptly informed, ensuring a smooth transition and maintaining organizational efficiency. With xFanatical Foresight, you can manage these tasks seamlessly and reduce manual effort, keeping your team organized and well-informed.

Illustration of how xFanatical Foresight automates bulk archiving of users and sends notifications to managers.Illustration of how xFanatical Foresight automates bulk archiving of users and sends notifications to managers.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It enables administrators to efficiently bulk archive users and automatically notify their managers. With its advanced features and simple interface, xFanatical Foresight streamlines the process of managing inactive or departing users. You can quickly archive multiple users in bulk, reducing manual effort, while automated manager notifications ensure timely communication.

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 Bulk archive users and notify managers, and click on it.
    In the Templates search for Bulk archive users and notify managers template in xFanatical Foresight.
  4. In the Templates > Bulk archive users and notify managers page, click Copy rule.
    In the Templates then Bulk archive users and notify managers page, click the 'Copy rule' button to duplicate the automation rule 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 archive users and notify managers will display.
  7. The rule is auto configured, no additional steps are needed from the user. Click Next to proceed.
    Rule is auto configured, click Next to proceed.
  8. Click on the Email action.
  9. In the Edit actions > Email screen,
    Customize the email subject and content.
    1. In Subject, customize the email subject to include archived user information.
    2. In the Email body, personalize the content with the archived user details.
    3. Click Review.
  10. 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.
  11. The rule is created in the Rules page. 
    Bulk archive users and notify managers workflow
    xFanatical Foresight workflow for bulk archive users and notify managers.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

  1. Create a Google Sheet with a User Email column. Once completed, select File > Download > Comma Separated Values (.csv) to download the Google Sheet as a CSV file.
    Prepare a CSV file to upload into the rule.
  2. Sign into xFanatical Foresight with your Google Admin account. 
  3. Go to the Rules page. 
  4. Click the New Rule new rule button.
  5. Select Data Uploaded trigger from the Select a trigger screen.
    Select the data uploaded trigger for the rule.
  6. Click on the Choose a CSV file created in Step 1.
  7. Click on the Next button.
  8. In the Select an action screen, select Get user info action.
    Select the get user info action for the rule
  9. In the Edit actions > Get user info screen,
    In the edit get user info action screen, provide user email
  10. In the Select an action screen, select the Archive user action.
    Select the archive user action in the rule
  11. In the Edit actions > Archive user screen,
    Select user email in archive user action.
  12. Select If action.
    Select if action within the rule.
  13. In the Edit actions > If screen,
    Add conditions for If action.
    1. Rename Branch 1 to Has Manager, then add a condition to check if the manager’s email is not empty. 
    2. Click Add next action, and select the Email action.
  14. In the Edit actions > Email screen,
    Customize the email subject and content.
    1. In To, select the Manager email variable from the Get user info action.
    2. In Subject, customize the email subject to include archived user information.
    3. In the Email body, personalize the content with the archived user details.
    4. Click Review.
  15. 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.
  16.  The automation rule is created.
    xFanatical Foresight workflow for google workspace archive users and notify managers.
    xFanatical Foresight workflow for google workspace archive users and notify managers.
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 archiving of users and notifies the respective managers.

  1. Go to xFanatical Foresight.
  2. Go to the Templates page.
  3. Search Bulk archive users and notify managers and click on it.
  4. Click on the Download sample CSV file button, or if you set up automation from scratch, please just use the CSV file which you have created.
    Download CSV file from bulk archive users and notify managers template.
  5. In the User Email column, remove the sample user emails, and add the real primary email address of users to archive.
  6. Go to the Rules Page.
  7. Click upload-button. of Bulk archive users and notify managers rule.
    Upload CSV to bulk archive users and notify managers rule
  8. Upload the CSV file, which is set up in Step 5.
  9. Wait for the success notification, and click on the View log button.
    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. In Google Admin Console > Users > {User name}, check the user status to verify successful archival of users.
    User archived verification in Google admin console.

Notes

  • Once the automation rule is set up, xFanatical Foresight takes over by automatically sending email notifications about archived users to their managers. 
  • Make sure the upload file to rule headers should be the same as sample CSV file downloaded from Bulk archive users and notify managers template.
  • If a user's manager is not set in Google Admin Console > User Information > Employee information, xFanatical Foresight won't send the notification email to the manager.

Conclusion

Bulk archiving users and notifying their managers in Google Workspace with xFanatical Foresight streamlines user management, saving valuable time and reducing manual effort. By automating the archiving process and ensuring managers are promptly informed, you enhance organizational efficiency and improve communication. 

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

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