In this blog, we will learn about how to export active users in Google Workspace. Managing user accounts efficiently is a crucial aspect of any organization utilizing Google Workspace. Whether you need to perform audits, analyze user activity, or simply keep track of active users, exporting active user information can be immensely helpful. In this blog post, we will explore the process of exporting active users in Google Workspace and provide you with step-by-step instructions to streamline your user management tasks.
Although, Google Admin does not offer us the option of emailing this list of exported active users to the manager.
Understanding Active Users
Before diving into the export process, let's first clarify what we mean by "active users" in the context of Google Workspace. Active users refer to individuals who have signed in and used their Google Workspace accounts within a specific timeframe. These users are actively engaged with the resources and services provided by Google Workspace, making it essential to keep track of their activities.
Export Active Users with Foresight automation tool
The Foresight Automation Tool is a powerful solution designed to automate various tasks within Google Workspace. By leveraging the Foresight Automation Tool's powerful capabilities, this process becomes streamlined and hassle-free. With its intuitive interface, configurable export parameters, and the new action to upload data to Drive, Foresight empowers administrators to manage user data effectively, saving time and promoting productivity.
- Adding New Action: "Upload Data to Drive"
To further enhance the functionality of Foresight, a new action has been introduced: "Upload Data to Drive." This feature enables administrators to automatically upload the exported user data to Google Drive, providing a centralized location for easy access and collaboration. With just a few clicks, administrators can export active user information and have it readily available in a secure cloud storage environment.
This video demo shows you a simple case as an example so you can understand the procedure of using Foresight to export active users in Google Workspace.
This first video is made with latest version of Foresight (4.10.0)
- Rule Setup
Follow these steps to set up your own rule in Foresight for exporting the active users’ list and mailing the list to the managers.
- Sign in to your Foresight account using your Google Admin account.
- Go to the Rules page and click on the New Rule button.
- Select the Manual Trigger. This trigger starts by manually clicking on the Rules card.
- Select List User action from all the available actions.
- Select the Email, First Name, and Last Name Columns. Also, select false in the User suspended field because we need only the list of the active users. Leave the rest of the fields as default.
- Click Add Next Action. Now, select the Upload data to Drive action.
- Next, select the Users CSV file download link in the CSV file URL. Following this, select the Google Drive folder path for this use case in the Google Drive folder field.
- Again, click on Add Next Action and select the Email action.
- Now provide an email ID in the To field and give an appropriate subject line in the Subject field.
- Create a body of your email. Also, select the Add variable option and embed the User CSV Download Link. Click Review.
- Set a Rule Name (Active Users List). Click Create.
Click the play icon to trigger the rule you have created. You will find status of successful rule execution – Listed and exported 388 users to a CSV file through notification and Logs. Now download the CSV through the link provided in the Action history.
Verifying the Rule
Now open the CSV file from Google Drive. You will find all the active users within that file.
Efficiently exporting active user information is a vital task for Google Workspace administrators. By leveraging the Foresight Automation Tool's powerful capabilities, this process becomes streamlined and hassle-free. With its intuitive interface, configurable export parameters, and the new action to upload data to Drive, Foresight empowers administrators to manage user data effectively, saving time and promoting productivity.
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