Introduction

In this article, you will learn how to bulk move users to an Organizational Unit (OU) in Google Workspace using xFanatical Foresight. As organizations grow, managing user accounts across different OUs becomes essential for applying the right policies, access controls, and settings. However, manually moving users one by one in the Google Admin Console can be tedious and time-consuming, especially for large organizations.

Let’s take an example: A company restructures its teams and needs to move hundreds of employees to different OUs based on their new roles. Doing this manually would be inefficient and error-prone. With the bulk move feature in xFanatical Foresight, IT admins can seamlessly reassign multiple users to the correct OUs in just a few clicks, ensuring accurate policy enforcement while saving time and effort.

Illustration of how xFanatical Foresight automates the bulk move users to an organizational unit in Google Workspace.Illustration of how xFanatical Foresight automates the bulk move users to an organizational unit in Google Workspace.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation platform designed specifically for Google Workspace. It enables administrators to efficiently move users in bulk to the correct Organizational Units (OUs) in Google Workspace. Instead of manually reassigning users one by one in the Google Admin Console, you can quickly relocate multiple users at once, ensuring proper policy enforcement and streamlined management. This helps maintain organizational structure, apply the right access controls, and improve IT efficiency. With Foresight’s intuitive interface and powerful automation, bulk user migration is fast, accurate, and hassle-free.

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 move users to an organizational unit and click on it.
    In the Templates search for Bulk move users to an organizational unit template in xFanatical Foresight.
  4. In the Templates > Bulk move users to an organizational unit page, click Copy rule.
    In the Templates Bulk move users to an organizational unit 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 move users to an organizational unit will display.
  7. Click Next. 
  8. Click on Move user to organizational unit action.
  9. In the Edit actions >Move user to organizational unit action,
    Configure organizational unit in Move user to organizational unit action.
    1. In the New organizational unit field, select the target organizational unit from the dropdown, where you want to move the users.
    2. Click Review.
  10. In the Review screen,
    In the Review page, provide rule name and create bulk move users to an organizational unit rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  11. The rule is created in the Rules page. 
    xFanatical Foresight rule graph for bulk move users to an organizational unit in Google Workspace.
    xFanatical Foresight rule graph for bulk moving users to an organizational unit 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 a User Primary Email column. Once completed, click File > Download > Comma Separated Values (.csv) to download the Google Sheet as a CSV file.
    Create CSV file for users to move to organizational units.
  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.
  5. In the Select a trigger screen, select the 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 Move user to organizational unit action.
    Select the move users to organizational unit action for bulk move users to an organizational unit rule.
  9. In the Edit actions > Move user to organizational unit screen,
    Configure the move users to organizational unit action for bulk move users to an organizational unit rule.
    1. In the User primary email field, select the User primary email variable from the Data uploaded trigger.
    2. In the New Organizational Unit field, select the target organizational unit from the dropdown, where you want to move the users.
    3. Click Review.
  10. In the Review screen,
    In the Review page, provide rule name and create bulk move users to an organizational unit 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 move users to an organizational unit in Google Workspace.
    xFanatical Foresight rule graph for bulk moving users to an organizational unit 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 illustrate how xFanatical Foresight automates the bulk movement of users to an organizational unit in Google Workspace, ensuring efficient user management and policy enforcement.

  1. Go to xFanatical Foresight.
  2. Go to the Templates page.
  3. Go to Bulk move users to an organizational unit template 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 move users to an organizational unit template.
  5. In the downloaded CSV file, replace the sample data with the actual primary email addresses of the users you want to move to a specific organizational unit in Google Workspace.
  6. Go to the Rules page.
  7. Click on the upload-button. of Bulk move users to an organizational unit rule.
    Upload CSV file to bulk move users to an organizational unit 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 moved users to the organizational unit in Google Workspace designated in the rule setup.
    User's organizational unit changed by the automation rule.

Notes

  • Once the admin uploads CSV file to the rule, xFanatical Foresight seamlessly takes over, automatically moving users in bulk to the designated organizational unit in Google Workspace.
  • Make sure the upload file to rule headers should be the same as sample CSV file downloaded from Bulk move users to an organizational unit template.
  • This automation moves users into the same organizational unit. To move users to different OUs, use the Bulk Move Users to Different Organizational Units template.
  • 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

Automating the process of moving users to an organizational unit in Google Workspace with xFanatical Foresight ensures efficiency, accuracy and compliance. Instead of manually assigning users one by one, IT admins can bulk move multiple users effortlessly, saving time and reducing administrative workload. This streamlined approach helps maintain a well-structured organizational hierarchy, enhances policy enforcement, and improves overall user management. 

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