Introduction

In this article, you will learn how to bulk delete email aliases from user accounts in Google Workspace using xFanatical Foresight. As organizations evolve, managing and maintaining email aliases can become challenging, especially when users change roles, leave the organization, or when aliases are no longer relevant. Manually removing aliases for each account through the Google Admin Console is not only time-consuming but also increases the risk of oversight and inefficiency.

Let’s take an example: A school district restructures its departments and needs to remove outdated departmental email aliases (e.g., [email protected], [email protected]) from teachers’ accounts across multiple schools. Doing this one by one is tedious and impractical. With the bulk alias deletion feature in xFanatical Foresight, IT admins can efficiently remove unnecessary aliases from multiple user accounts, streamlining administrative work and ensuring a clean, organized email system.
Illustration of how xFanatical Foresight automates bulk delete users email aliases from Google Workspace.Illustration of how xFanatical Foresight automates bulk delete users email aliases from Google Workspace.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It enables administrators to bulk delete email aliases from user accounts without hassle. Instead of removing aliases one by one in the Google Admin Console, you can quickly clean up outdated or unused aliases across many users all at once. This helps keep your organization’s email system organized, reduces confusion, and saves a lot of time. With Foresight’s simple interface and powerful automation, everything is accurate, efficient, and done in just a few clicks.

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 delete user email aliases from Google Workspace and click on it.
    In the Templates search for Bulk delete users email aliases from Google Workspace template in xFanatical Foresight.
  4. In the Templates > Bulk delete user email aliases from Google Workspace page, click Copy rule.
    In the Templates Bulk delete users email aliases from Google Workspace 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 delete user email aliases from Google Workspace 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 bulk delete users email aliases 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 deleting email aliases for users in Google Workspace.
    xFanatical Foresight rule graph for bulk deleting email aliases for users 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.
    Prepare a CSV file to upload into the bulk deleting email aliases for users 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. In the Select a trigger screen, select Data uploaded trigger.
    Selecting Data uploaded trigger on Select a trigger screen
  6. Click the Choose a CSV file created in Step 1.
  7. Click the Next button.
  8. In the Select an action screen, select Delete user email aliases action.
    Select the delete user email aliases action for bulk deleting email aliases for users rule.
  9. In the Edit actions > Delete user email aliases screen,
    configure delete user email aliases action for bulk deleting email aliases for users 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.
  10. In the Review screen,
    In the Review page, provide rule name and create bulk delete users email aliases rule.
    1. In Rule name, give your rule a name for easy identification.
    2. Click Create.
  11.  The automation rule is created.
    xFanatical Foresight rule graph for bulk deleting email aliases for users in Google Workspace.
    xFanatical Foresight rule graph for bulk deleting email aliases for users 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 deleting of the users email aliases from Google workspace.

  1. Go to xFanatical Foresight.
  2. Go to the Templates page.
  3. Search Bulk delete user email aliases from Google Workspace 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 CSV file from bulk deleting email aliases for users template.
  5. In the downloaded CSV file, delete the sample data from the Primary Email and Email Aliases columns. Then, enter the actual Primary email and the corresponding Email aliases you want to delete from the users.
  6. Go to the Rules Page.
  7. Click on the upload-button. of Bulk data transfer between users in Google Workspace rule.
    Upload CSV to bulk deleting email aliases for users 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 automation has successfully deleted the email aliases for the users.
    Verification in Google admin console for deletion of email aliases.

Notes

  • Once the automation rule is configured, xFanatical Foresight seamlessly takes over, deleting user email aliases in bulk from Google Workspace 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 delete users email aliases from Google Workspace template.
  • If you need to clear all the aliases for a user, select the Delete all checkbox. This is particularly useful when deprovisioning user accounts of employees who are leaving the organization, ensuring their aliases are completely removed.
  • To delete multiple aliases to a user, enter each email alias on a new line, with one alias per line. This allows for easy bulk deletion of aliases to user accounts.
  • One Delete user email aliases action automation supports removing multiple email aliases at the same time.
  • 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

Bulk deleting user email aliases in Google Workspace is effortless with xFanatical Foresight. By automating the process, administrators can efficiently manage email configurations, reduce manual workload, and ensure accuracy across all user accounts. This streamlined approach enhances organizational efficiency, minimizes errors, and saves valuable time. Start automating your email alias management today with xFanatical Foresight.

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