Introduction

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

Illustration of how xFanatical Foresight exports all suspended users in Google Workspace.
Illustration of exporting all suspended users in Google Workspace with xFanatical Foresight Automation

By exporting all suspended users in Google Workspace, admins can efficiently track inactive or temporary accounts, optimize license usage and enhance security.
Now, we will show you how to automatically export suspended 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 suspended users, ensuring efficient account management and compliance. With its interactive interface and customizable workflows, xFanatical Foresight simplifies the process of listing suspended users and keeping records of users.

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 all suspended users in Google Workspace template and click on it.
    In the Templates search for Export all suspended users in Google Workspace template in Foresight.
  4. In the Templates > Export all suspended users in Google Workspace page, click Copy rule.
    In the Templates Export all suspended users in Google Workspace page, click the 'Copy rule' button to duplicate the automation rule in 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 all suspended 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 all suspended users in Google Workspace workflow
    xFanatical Foresight workflow to export all suspended users in Google Workspace and upload the list to a designated 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 the 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 true.
    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 all suspended users in Google Workspace workflow
    xFanatical Foresight rule graph for exporting suspended users in Google Workspace and uploading data to a 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 suspended users in Google Workspace.

  1. Go back to xFanatical Foresight. 
  2. Click on the play button of Export all suspended 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

  • Once the automation rule is established, xFanatical Foresight will start exporting suspended users. No manual intervention is required.
  • The automation queries Google Workspace to identify all users with a suspended status, filtering out active accounts to focus on the necessary data.
  • The default template for exporting suspended users only includes three columns in the CSV file: Email, First name, and Last name. Admins will need to select additional columns to include other relevant user details, such as email aliases, account creation dates, and suspension reasons, in order to provide a comprehensive view of each suspended user.
  • 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 suspended users in Google Workspace with xFanatical Foresight makes managing inactive accounts quick and easy. By automating the process, you save time, reduce manual work, and keep your records accurate. This approach helps you stay organized, improve security, and ensure everything is in order without extra effort.

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

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