Introduction

This blog explains how to easily export active users in Google Workspace using xFanatical Foresight. With its automation capabilities, you can quickly generate a list of active accounts based on user status, export the data into a CSV file, and upload it to Google Drive, all without manual effort. This streamlined approach enhances account management, saves time, and ensures accurate, consistent records for reporting and compliance.

Illustration of exporting active users in Google Workspace with xFanatical Foresight Automation. Illustration of exporting active users in Google Workspace with xFanatical Foresight Automation

By automating the identification and exporting active users, admin can streamline account management and improve resource planning. Now, we will show you how to automatically export active users in Google Workspace using xFanatical Foresight, saving time and ensuring accurate record-keeping.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace.It enables administrators to effortlessly export all the active users, ensuring efficient account management and compliance. With its interactive interface and customizable workflows, xFanatical Foresight simplifies the process of listing active users and maintaining accurate records effortlessly.

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 the Export active users in Google Workspace template and click on it.
    In the Templates then search for Export active users in Google Workspace template in xFanatical Foresight.
  4. In the Templates > Export active users in Google Workspace page, click Copy rule.
    In the Templates then Export active users in 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 Export active users in Google Workspace will display.
  7. Click Next. The rule is pre-configured, so no additional setup required.
  8. (Optional) Click on the Upload data to Drive action.
  9. In the Edit actions > Upload data to Drive screen,
    In the Upload data to drive action select the destinated Google drive folder
    1. In the Google Drive folder field, select the desired Google Drive folder where you would like to store the CSV file.
    2. 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. 
    Export active users in Google Workspace workflow
    xFanatical Foresight workflow to export active users in Google Workspace and upload data to a Google Drive folder.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

Rule creation with xFanatical Foresight

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page. 
  3. Click the New Rule new rule button at the bottom right to create a new rule.
  4. In the Select a trigger screen, select Manual trigger and click Next.
    Select the manual trigger to execute the rule.
  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,
    In the edit list users action screen, configure necessary details.
    1. In the Columns field, select Email, First Name and Last Name columns.
    2. In the User suspended field, select false.
    3. Click on Add next action.
  7. In the Select an action screen, select the Upload data to drive action.
    Select upload data to drive action to store the CSV file.
  8. In the Edit actions > Upload data to drive screen,
    In the edit upload data to drive action screen, select google drive folder.
    1. In the CSV file url field, select the Users CSV download link variable from the List users action.
    2. In the Google Drive folder field, select the desired Google Drive folder where you would like to store the CSV file.
    3. Click Review.
  9. 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.
  10. The automation rule is created.
    Export active users in Google Workspace workflow.
    xFanatical Foresight rule graph for exporting active users in Google Workspace and uploading the data to a designated Google Drive folder.
Verify Automation

Verify Automation

To ensure that your rule setup functions as expected, it’s crucial to conduct a simple test. The following instructions will guide you through how xFanatical Foresight exports active users in Google Workspace.

  1. Go back to xFanatical Foresight. 
  2. Click on the play button of Export active users in Google Workspace rule.
    Click on manual trigger to trigger the rule
  3. Wait until you 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.
  4. 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.
  5. Verify in your Google Drive to ensure that the CSV file has been successfully stored by the automation rule.
    Exported CSV file is stored on the designated drive folder

Notes

  • The automation queries Google Workspace to identify all active users, filtering out suspended accounts to focus on currently active data.
  • The default template for exporting active users only includes three columns in the CSV file: Email, First name and Last name. To include other user information, in the List users action's Columns field, select the user information columns.
  • By default, the CSV file is exported to the root Google Drive. However, this can be configured to be saved in a different, designated Google Drive folder through the Upload data to Drive action's Google Drive folder field.
  • 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

In conclusion, exporting active users in Google Workspace with xFanatical Foresight simplifies account management and streamlines reporting. By automating the process, you save time, reduce manual effort, and ensure accurate, consistent records. This efficient approach helps admins optimize license usage, track active users, and maintain better control over account access and security.

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

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