Introduction

In this article we will learn how to export users from Google Workspace using Foresight. In today's digital world, managing users and their data efficiently is crucial for any organization. Exporting user data from Google Workspace, a powerful suite of cloud-based productivity tools, can be challenging. However, with the help of Foresight, a reliable and efficient solution, exporting users from Google Workspace has never been easier.

Foresight is a comprehensive tool designed to streamline the process of exporting user data from Google Workspace. Whether you need to export user profiles, emails, calendars, or documents, Foresight provides a user-friendly interface and robust functionality to ensure a seamless experience.

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.

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.

Why use Foresight for Google workspace automation?

Foresight is a powerful tool for automating Google Workspace processes. With its advanced capabilities, Foresight enables users to streamline their daily tasks, save time, and increase productivity. By leveraging Foresight, organizations can automate repetitive and time-consuming tasks, such as data entry, document creation, and email management. 

  • Foresight automation tool not only eliminates human error but also frees up employees to focus on more strategic and value-added activities.
  • Furthermore, Foresight allows for seamless integration with other Google Workspace applications, enabling smooth data flow and enhanced collaboration across teams.

Why Foresight? Foresight is a drag-and-drop tool that lets IT admins combine two tasks together. For example in this case, we’re going to export the users' list, and then obviously, some manager needs it. So, you need to send this user list via email, if you are working in Google Admin. But with Foresight, you can export the users' list and send it to a manager in one go. It can do this with the help of automation rules and actions, and Google admin doesn't have any kind of sending email feature for this purpose. So, Foresight is a robust product to do the task. It also saves a lot of time and increases productivity and communication.

Demo video

Instructions - Export users from Google Workspace

Rule Setup in Foresight

  1. Sign in to your Foresight account with the help of a Google Admin account.
  2. Go to the Rules page and click on the New Rule New rule buttonbutton.Export-users-logs-page
  3. Select the Manual trigger from the New Rule page. The trigger starts by manually clicking on the card having the same name.Export Group Members to CSV in Google Workspace
  4. Next, select the List Users action from all available actions.
  5. After that, you need to change some configurations. Hence, make sure that Foresight gets access permission from the Google Workspace account. Once the permission will be granted you can see the Access granted status.
    1. Then go to the Columns field. You can add and delete columns here. Now you have to select a bunch of columns from here. We have selected Email, First Name, and Last Name.
    2. Then go to the Columns field. You can add and delete columns here. Now you have to select a bunch of columns from here. We have selected Email, First Name, and Last Name.
    3. The following field is associated with sorting. From this, you can get an exported users list with sorting by email. Again you can put them in ascending or descending order. So, you have to select Email and Ascending.
    4. Note: There is a help icon beside every field. You can click and read about the areas from those icons.
    5. Then there is a field about selecting delete users. You have to set it to false.
    6. Next, go to the Organizational Unit field. But leave it empty.
    7. Now go to the Direct Manager Email field. The purpose of this field is to export the user list to the particular manager. You have to leave it also.
    8. The next field is named user suspended. This is an important field because we have to specify if we need active users or suspended users. So, select false to export active users and true for suspended users. Here, we are selecting the false.
  6. Click on Add Next Action.
  7. Select the Email action.
  8. Enter the email where you want to send the data.
    1. Enter a subject and fill in the email body.
    2. To add the CSV file link to the email body, click on the v icon and select the user CSV download link.
  9. Then, Click on Review.
  10. Enter the Rule name (All active users list) and click Create.
  11. You can see the rule is created on the Rules page.Export all active users from Google Workspace

Rule Verification

  1. Click on the play button to trigger the rule manually.
  2. You will see the notification in the top-right corner. By clicking on the VIEW LOG or SHOW ALL option, you can find the status of successful rule triggering.
  3. Also, you can find it on the Logs page from the left sidebar.
  4. There you can download the CSV from here link under Rule History.
  5. The manager also received an email with an attached link to CSV.Here is the users' list in Google Sheet.

Hopefully, now you have an idea of how Foresight becomes helpful for Google admin export users list. Apart from that, you can also perform tasks like export active users or export suspended users, Bulk export group list in Google workspace, You can export any kind of organizational data, etc., using Foresight.

Conclusion

Foresight is the ideal solution for exporting users from Google Workspace. With its user-friendly interface, extensive export options, advanced filtering capabilities, and top-notch security measures, Foresight empowers organizations to efficiently manage and utilize their user data. Whether you are migrating to a new platform, conducting audits, or simply need a backup of your user data, Foresight is the reliable tool you can count on. Google Workspace's Foresight is a powerful tool for keeping productivity at its peak and driving innovation.

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