Introduction

In this article, we will learn how to export users from Google Workspace using xFanatical Foresight Automation tool. As a professional who relies heavily on Google Workspace for collaboration and productivity, managing user accounts efficiently is crucial. Google Workspace Users are individuals who have access to your organization's Google Workspace resources such as Gmail, Google Drive, Calendar, and more. Managing these users manually can be a daunting task, especially as your organization grows.

Why export user data from Google Workspace?

As a business grows and changes, you might need to move user information out of Google Workspace. There are a few reasons why you could want to do this:

  • One common scenario is when an employee leaves the company and you need to transfer their data to another user or archive it for compliance purposes.
  • Another reason could be the need to migrate data to a different platform or backup data for disaster recovery purposes.

Understanding user data in Google Workspace

The first step in exporting user data from Google Workspace is to understand what exactly constitutes user data. User data in Google Workspace includes emails, files, calendars, contacts, and other information associated with a user's account. This data is stored in the cloud and can be accessed from any device with an internet connection.

Challenges of Export Google Workspace Users Manually

  • Time-Consuming Process. Manually exporting Google Workspace users consumes considerable time. Every task, whether it's setting up new accounts or disabling access for departing users, requires manual attention and effort.
  • Prone to Human Error. Handling tasks manually heightens the chances of human error, especially in processes involving export users. Mistakes in managing access permissions for exporting users are more likely to occur, posing risks to security and efficiency.
  • Export Users Onboarding and Offboarding. Managing export users onboarding and offboarding manually can lead to inefficiencies and potential security risks. Without a streamlined process, it becomes time-consuming to provision new users and ensure that departing users' access is revoked promptly.
  • User Synchronization and Updates. When managing a large number of Google Workspace users, including "Export Users" and User Synchronization and Updates, ensuring that user information is up to date becomes crucial. Manually updating user details, such as job titles, departments, or contact information, can be time-consuming and prone to errors.

Preparing for the export - setting permissions and roles

Before initiating the export process, it's crucial to ensure that you have the necessary permissions and roles to access and export user data from Google Workspace. This typically involves being assigned the role of a Super Administrator or having the necessary privileges granted to your account.

How to export the users list from Google?

  1. Sign in to the Google Admin Console.
  2. Select the Users from the left-hand side of the admin console. It will navigate you to the Users page.
  3. Next, click on the Download users option that appears on top of the users' list.  
  4. A popup window will appear. There you need to select two things –
    1. Currently selected columns - It is the number of columns available in your Google sheet. You need three columns- Email, First name, and Last name. You can add more columns if you need.
    2. Comma-separated values(.csv) - Finally, click on the Download button and get your CSV file.

Introducing Foresight Automation Tool

xFanatical Foresight Automation tool is a powerful solution that streamlines the process of exporting Google Workspace Users. It is designed to simplify Google workspace user management, improve efficiency, and enhance security.

Foresight Automation Tool offers a user-friendly interface that allows you to automate the export of Google Workspace Users with ease. It provides a wide range of features and capabilities that cater to the specific needs of different organizations. Whether you are a small business or a large enterprise, Foresight Automation Tool can adapt to your requirements and scale accordingly. 

For instance, let's say you need to export a user's list  from Google Workspace and send it to a manager via email in Google Admin. With Foresight, you can do both tasks in one go. Using automation rules and actions, Foresight handles it all smoothly.

Unlike Google Admin, Foresight offers direct email sending features, making it a robust solution for streamlining tasks. Its efficiency saves time and enhances productivity and communication.

Demo video

Rule Creation Instructions

  1. Log in to your Foresight account with your Google Admin account.
  2. Go to the Rules page.
  3. Click the blue button at the bottom right to create a new rule.
  4. In the Select a trigger screen, click the Manual trigger.In the Select a trigger screen, click the Manual trigger
  5. Click on Next.
  6. On the Select an action screen, click the List Users action.On the Select an action screen, click the List Users action
  7. Grant Foresight access permission in Google Workspace.
  8. Modify configurations in the Columns field, Select Email, First Name, and Last Name columns.Modify configurations in the Columns field, Select Email, First Name, and Last Name column
  9. Click Add next action then select the Email action.Select the Email action
  10. In the Email action, select the recipient in the To field. The To field is the manager’s email address, where you want to send the data. Add a Subject line.In the Email action, select the recipient in the To field. The To field is the manager’s email address, where you want to send the data
  11. Compose an email containing the download link for the active users list. So, for adding variables, click on the icon then click Review.Compose an email containing the download link for the users list
  12. In the Review screen, give your rule a name for yourself to identify.In the Review screen, give your rule a name for yourself to identify

Rule Verification

  1. Go to the Rules page and click the Play icon next to the created rule.Go to the Rules page and click the Play icon next to the created rule
  2. Ensure to check the Notification Bell for any notifications.
  3. Click on Show All to confirm successful execution of the rule.Click on Show All to confirm successful execution of the rule
  4. Click on View Log to navigate to the Log Page.
  5. Search for a downloadable link containing the list of active users.Search for a downloadable link containing the list of active users
  6. Additionally, the manager also received an email with an attached link to CSV.the manager also received an email with an attached link to CSV
  7. Here is the users' list in Google Sheets.Here is the users' list in Google Sheets
xFanatical rule graph for Export Users From Google Workspace Using Foresight
xFanatical rule graph for Export Users From Google Workspace Using Foresight

Conclusion

Exporting Google Workspace Users manually can be a complex and time-consuming task. By automating the process using xFanatical Foresight Automation tool, you can streamline your workflow, improve productivity, and enhance security. With its user-friendly interface, comprehensive features, and scalability, Foresight Automation Tool is the ideal solution for organizations of all sizes. Embrace automation and unlock the full potential of your Google Workspace User management process.

Please visit the  xFanatical Foresight Automation tool to learn more about how Foresight Automation Tool can help you streamline your Google Workspace User exports and improve your organization's productivity and sign up for a free trial.

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