Introduction

In this article, you will learn how to bulk update employee information in Google Workspace. As organizations grow, managing employee data across multiple accounts can become time-consuming and inefficient. Updating each employee's information individually in the Google Admin Console can slow down administrative workflows and increase the chance of errors.

Let’s take an example: A company has recently hired a large number of new employees, all of whom need their information, such as job titles, departments, and access permissions, updated in Google Workspace. Manually updating each account one by one is not only tedious but also impractical. With the bulk update feature in xFanatical Foresight, IT admins can quickly and accurately update employee details in Google Workspace, streamlining administrative tasks and improving overall efficiency.

Illustration of bulk updating employee information in Google Workspace with xFanatical Foresight Automation.Illustration of bulk updating employee information in Google Workspace with xFanatical Foresight Automation

By bulk updating employee information in Google Workspace, admins can ensure accurate and consistent user data, streamline organizational changes, and improve overall efficiency. Now, we will show you how to automatically update employee details in Google Workspace using xFanatical Foresight, saving time and reducing manual effort.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It helps administrators efficiently manage and update employee information in bulk. With this tool, admins can save time and effort while ensuring a smooth and streamlined process for keeping employee data up to date across the organization.

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.

To set up this automation, the admin first needs to extract a list of users from Google Workspace. Once the list is obtained, it can be uploaded to the automation rule, allowing for efficient bulk updating of user information across the organization.
The template is designed with two rules to simplify and streamline the bulk updating of employee information:

  1. Rule 1: This rule generates a CSV file with a list of users, including essential details such as email, first name, last name, employee ID, job title, and other relevant information. Admins can easily filter the data, keeping only the necessary rows and removing any unnecessary entries to refine the list.
  2. Rule 2: This rule utilizes the edited CSV file from Rule 1 to bulk update employee information, ensuring a fast and efficient process for making multiple updates at once.


Rule 1: Export user’s current employee information

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search Bulk update employees information in Google Workspace template and click on it.
    Search Bulk update employees information in Google Workspace template
  4. In the Templates > Bulk update employees information in Google Workspace page, click Copy Rule 1.
    Bulk update employees information 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 Export user’s current employee information will display.
  7. Click Next. No configurations required.
  8. In the Edit actions > List users screen, click Review.
    Review the rule and finalize.
  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.
    Export users' current employee information workflow.
    xFanatical Foresight workflow for exporting user’s current employee information.

Rule 2: Bulk update employees information

  1. In the Templates > Bulk update employees information in Google Workspace page, click Copy Rule 2.
    Bulk update employees information page, click the Copy rule button to duplicate the automation rule 2 in xFanatical Foresight.
  2. Click Next. No configurations required.
  3. In the Edit actions > Update employee information screen, click Review.
    Edit email address and review the rule.
  4. 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.
  5. The rule is created in the Rules page.
    Bulk update employees information workflow.
    xFanatical Foresight workflow for bulk update employees information in Google Workspace.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

Rule 1: Export user’s current employee information

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page, and click The New Rule button in xFanatical Foresight button.
  3. In the Select a trigger screen, select Manual Trigger.
    Select the manual trigger to execute the rule.
  4. Click Next. No configurations required.
  5. In the Select an action screen, select the List users action.
    Select the list users action within the rule.
  6. In the Edit actions > List users screen,
    Edit list users action and review the rule.
    1. In the Columns field, select Email, First Name, Last Name, Employee ID, Job Title, Type of Employee, Manager Email, Department, Cost Center, Building Id, Floor Name, Floor Section and keep all other fields as default.
    2. Click Review.
  7. 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.
  8. Now, click the play buttonbutton for the Export User’s Current Employee Information rule to execute it and generate a CSV file containing the detailed user information.
    Export User's Current Employee Information rule
  9. Once the rule has been executed, download the CSV file from the logs page of the first rule.
    Download the CSV file from logs details page.

Rule 2: Bulk update employees information

  1. Next, set up a second rule to streamline the bulk updating of employee information in Google Workspace.
  2. Click the New Rule new rule button button.
  3. In the Select a trigger screen, select Data Uploaded trigger.
    Selecting Data uploaded trigger on Select a trigger screen
  4. Select the CSV file you downloaded in step 9 and click Next.
    Upload CSV file to data uploaded trigger to trigger the rule
  5. In the Select an action screen, select the Update employee information action.
    Select an action screen, click the Update Employee Information action
  6. In the Edit actions > Update employee information action screen,
    In the edit update employee information page, provide user details from dropdown list.
    1. In each field, choose the corresponding variables from the dropdown menu to ensure accurate mapping of employee information.
    2. Click Review.
  7. In the Review screen,
    In the Review page, provide rule name and create rule.
    1. In Rule name, enter a rule name.
    2. Click Create.
  8. The Automation rule is created.
    Workflow for bulk update employees information in Google Workspace.
    xFanatical Foresight workflow for bulk updating employees information 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 the xFanatical Foresight automates the bulk update of Google Workspace employee information.

  1. Go to the Rules page.
  2. First, Click the play button button of Export User’s Current Employee Information rule to generate a CSV file containing the latest details of all users.
    Trigger the rule to export list of users CSV file.
  3. Wait until you receive a notification in the top right of xFanatical Foresight. In the notification message, click View log. 
  4. In the Logs > Log details page, download the CSV file from the Rule history section.
    Download the CSV file from logs details page.
  5. Go back to the Rules page.
  6. Edit the CSV file downloaded from the Export User’s Current Employee Information rule according to the user information that needs to be updated.
  7. Click on the upload-button. icon and upload downloaded CSV file to the Bulk update employees information in Google Workspace rule.
    Upload the CSV file to bulk update employee information rule.
  8. 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.
  9. 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.

Notes

  • Once the automation rule is established, xFanatical Foresight will start exporting the list of users and updating employee information.
  • 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.
  • The rule execution and CSV processing may take a few minutes to complete as the system processes the file and updates information efficiently.
  • Only superadmin users have the necessary permissions to execute this rule. To learn more about admin roles and their privileges, refer to the Google Admin Console roles and privileges guide.

Conclusion

In conclusion, bulk update employee information in Google Workspace using xFanatical Foresight simplifies the management of user details across your organization. By automating the extraction, editing, and updating of employee data, administrators can save time, reduce manual effort, and ensure data consistency. This streamlined process not only enhances operational efficiency but also helps maintain accurate and up-to-date records, improving overall administrative workflows in Google Workspace.

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