Introduction

Bulk deleting users’ recovery information lets administrators remove outdated or unnecessary recovery phone numbers and emails from multiple Google Workspace accounts at once. Whether employees have left your organization or simply changed roles, this process ensures sensitive data like recovery details don’t linger unused, reducing clutter and potential security risks.

Illustration of bulk deleting users’ recovery phone numbers or emails in Google Workspace with xFanatical Foresight AutomationIllustration of bulk deleting users’ recovery phone numbers and emails in Google Workspace with xFanatical Foresight Automation

Why Bulk Delete Recovery Phone and Emails?

Outdated recovery emails or phone numbers in your Google Workspace aren’t just clutter, they’re hidden security risks. For example, if an ex-employee’s old recovery email stays linked to an account, hackers could exploit it to reset passwords, hijack accounts, or breach sensitive company data. Even accidental access by unauthorized users could lead to compliance violations or reputational damage.

Manually deleting these details is equally problematic: sifting through hundreds of accounts wastes hours of your team’s time, and human errors like skipping entries or typos leave gaps in your security. One missed account could undo all your effort.

Introducing xFanatical Foresight Automation

Say goodbye to manual cleanup with the xFanatical Foresight, a powerful automation platform  designed to simplify Google Workspace administration. This platform lets you bulk delete users’ recovery information such as phone numbers and emails in just a few clicks, thanks to its intuitive interface and customizable templates. Save time, reduce errors, and ensure compliance effortlessly, so you can focus on what matters most.

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. Click the Bulk delete user recovery phones and emails template.
    Bulk delete user recovery phones and emails
  4. In the Templates > Bulk delete user recovery phones and emails page, click Copy rule.
    Bulk delete user recovery phones and emails template rule copy button 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 recovery phones and emails will display.
  7. Click Next.
  8. Click Review.
  9. In the Review screen,
    Review screen for the bulk delete user recovery phones and emails template rule in xFanatical Foresight.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  10. The rule is created in the Rules page. 
    The workflow diagram in xFanatical Foresight to bulk delete user recovery phones and emails.
    xFanatical Foresight workflow to bulk delete user recovery phones and emails in Google Workspace.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

  1. Download the sample CSV file.
    Sample CSV file view in Google Sheet.
  2. Sign into xFanatical Foresight with your Google Admin account. 
  3. Go to the Rules page. 
  4. Click the New Rule The New Rule button in xFanatical Foresight button at the bottom right to create a new rule.
  5. In the Select a trigger screen, select Data uploaded trigger.
    Update recovery email action
  6. In the Edit trigger > Data uploaded screen,
    The edit Data uploaded trigger screen in xFanatical Foresight.
    1. Select the CSV file in Step 1.
    2. Click Next.
  7. In the Select an action screen, select the Update recovery email action.
    Update recovery email action
  8. In the Edit actions > Update recovery email screen,
    The edit Update recovery email action in xFanatical Foresight.
    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.
    2. In User primary email, select the User Primary Email variable from the Data uploaded trigger.
    3. In Recovery email, leave it empty to remove recovery email from the user account.
    4. Click Add next action.
  9. On the Select an action screen, select the Update recovery phone action.
    Update recovery phone action
  10. In the Edit actions > Update recovery phone screen,
    The edit Update recovery phone action in xFanatical Foresight.
    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.
    2. In User primary email, select the User Primary Email variable from the Data uploaded trigger.
    3. In Phone number, leave it empty to remove the recovery phone number from the user account.
    4. Click Review.
  11. In the Review screen,
    The review rule screen in xFanatical Foresight.
    1. In Rule name, enter a rule name.
    2. Click Create.
  12. 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 the xFanatical Foresight automates the bulk deletion of users’ recovery phone numbers and emails in Google Workspace.

Note: If you’ve set up the automation from scratch, skip to Step 5 since you’ve already downloaded the sample CSV file.

  1. Go to xFanatical Foresight.
  2. Go to the Templates page.
  3. Click the Bulk delete user recovery phones and emails template.
  4. In the Templates > Bulk delete user recovery phones and emails page, click Download sample CSV file to save the sample CSV to your system.
    Download sample CSV file button for the bulk delete user recovery phones and emails template rule in xFanatical Foresight.

    Sample CSV file view in Google Sheet.
  5. Edit the sample CSV file. In the User Primary Email column, replace the example email addresses with the primary emails of users whose recovery phone numbers and emails need to be deleted. Learn more about Editing CSV file in Google Sheets.
    List of users in the Google Sheets to delete recovery phones and emails.
  6. Download the prepared CSV file. Learn more about Exporting Google Sheets into CSV.
  7. For demonstration purposes, the following is one test user with recovery information shown in Google Admin Console.
    Aidan's recovery information in the google admin console before the automation
  8. Go back to xFanatical Foresight.
  9. Go to the Rules page.
  10. Click the upload-button. button for the Bulk delete user recovery phones and emails rule, then select the prepared CSV file from Step 5 to start the automation.
    Bulk delete user recovery phones and emails rule with highlighted upload button in xFanatical Foresight.
  11. After each row is processed, you’ll receive a notification in the top right corner of xFanatical Foresight. Click View Log in the notification message to check the details.
    Success notification for the first successfully processed user from the CSV file in xFanatical Foresight.
  12. 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.
    Log details page including rule history for the first user Aidan in xFanatical Foresight.
    1. In the Rule History > Action history, we can see that the recovery email and phone are deleted for user Aidan.
  13. Verify the recovery phone and email are removed for the same user from Step 7 in Google Admin Console.
    Aidan's recovery information in the google admin console after the automation.
  14. Likewise, xFanatical Foresight removes the recovery information for all other users in the CSV file.

Notes

  • For demo purposes, we are using 10 users, but our automation can handle thousands of users at once. It supports processing CSV files with up to 5000 rows excluding the header row for bulk deletion of recovery information. If you have more than 5000 users, simply split your data into CSV files of 5000 rows.
  • The automation rule processes each row of the CSV file to remove recovery phone numbers and emails from users' accounts. The processing time varies from a few seconds to minutes, depending on the number of users in the CSV file.
  • Once all rows are processed, you'll receive a CSV processing summary notification, providing an overview of the completed operation.
    CSV processing summary notification in xFanatical Foresight.

Conclusion

Google Workspace has no user-friendly solution to bulk delete users’ recovery phone numbers and emails, making it a slow and tedious task. xFanatical Foresight solves this by letting you remove outdated recovery information in one go, saving time and reducing errors. This keeps accounts secure, minimizes risks, and ensures everything stays up to date effortlessly. With xFanatical Foresight, admins can focus on what truly matters instead of repetitive cleanup tasks.

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

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