Introduction

In this article, you will learn how to efficiently export Google Workspace licences using xFanatical Foresight. Keeping track of users using Google Workspace, Archiving, Google Voice, or Gemini licenses offers valuable benefits for organizations of all sizes, to reduce licensing cost and maintain IT compliance and audit readiness. Access to reports detailing Google Workspace user-license assignments using xFanatical Foresight streamlined IT management and offered valuable insights for executive decision-making.

Illustration of exporting google workspace licenses with xFanatical Foresight AutomationIllustration of exporting google workspace licenses with xFanatical Foresight Automation

Google Workspace provides a variety of Google product license SKUs, including Business Starter, Business Standard, Enterprise Plus, Vault, Cloud Identity, Gemini, or Voice, to meet the diverse needs of businesses. Each product license type offers different product features, such as storage capacity, number of users, artificial intelligence and advanced security options. 

By thoroughly analyzing monthly subscription bills from Google Workspace and evaluating the user license assignments using xFanatical Foresight, businesses confidently reduce costs while maintaining a robust and secure environment.

Introducing xFanatical Foresight Automation

xFanatical Foresight is an enterprise-grade platform which helps automate and streamline the Google Workspace workflows. In today’s fast paced business environment, efficiency is the key. xFanatical Foresight automation permits administrators and users to create intricate business workflows, which consumes a lot more time doing it natively. It simplifies the process of exporting Google Workspace licences for admins, so you can take care of more important tasks, and take full leverage of the benefits of Google Workspace.

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 Export Google Workspace user licenses template, and click it.
    Export Google Workspace user licenses template on xFanatical Foresight templates page
  4. In the Templates > Export Google Workspace user licenses page, click Copy rule.
    Export Google Workspace user licenses template with copy rule button
  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 Google Workspace user licenses will display.
  7. Click Next.
  8. Click Review.
  9. In the Review screen,
    1. Customize the Rule name.
      Configure Copy of export google workspace user licenses rule name on review screen.
    2. Click Create.
  10. The rule is created in the Rules page.
    Copy of export google workspace user licenses rule on xFanatical Foresight rules page
    xFanatical Foresight workflow for exporting Google Workspace user licences.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page, and click the new rule button button at the bottom right to create a new rule.
  3. In the Select a trigger screen, select Manual Trigger.
    Xfanatical's "Manual trigger" to trigger rules manually
  4. Click the Next button.
  5. In the Select an action screen, select List user license assignments action.
    Selecting List user license assignments action in select an action screen
  6. In the Edit actions > List user license assignments screen,
    1. If you’re using this action for the first time, you will see Sign in with Google button. Click on it, and authorize xFanatical Foresight the necessary permissions to automate on behalf of your Google account.
      Sign in with google button on list user license assignments action
    2. In the Product Id field, select Google Workspace.
      Configuring product id field on list user licenses assignments edit action
    3. Click Review.
  7. In the Review screen,
    1. Customize the Rule name.
      Configuring export google workspace user licenses rule name
    2. Click Create.
  8. The automation rule is created.
    Export Google Workspace user licenses rule on xFanatical Foresight rules page
    xFanatical Foresight workflow for exporting Google Workspace user licences.
Verify Automation

Verify Automation

To ensure that your rule setup automates as expected, it’s essential to conduct a simple test. The following instructions demonstrate how to export Google Workspace licenses using xFanatical Foresight.

  1. Go to the Rules page of xFanatical Foresight.
  2. Find the Copy of  Export Google Workspace user licenses rule, and click play button button.
    Copy of Export Google workspace user licenses rule with play icon on xFanatical Foresight rules page
  3. Wait momentarily, and you will get a notification on the top right of xFanatical Foresight. In the notification message, click View log.
    Notification of Copy of export google workspace user licenses rule execution
  4. In the Log > Rule history screen, check the number of user license assignments, and click here to download the exported CSV file of license assignments.
    Log screen of copy of export google workspace user licenses rule execution with CSV download button
  5. Now check the CSV file to analyse, manage and check your license assignments. Learn more in editing a CSV File in Google Sheets.
    CSV output of export google workspace user licenses

Notes

  • One List user license assignments action can only retrieve the license assignment for a particular Google product line, such as Google Workspace, Google Voice or Cloud Identity. To retrieve license assignments for multiple products, add multiple List user license assignments actions based on the products your organization purchased. Each action will export a CSV file for each product line.
  • Optionally, add an additional Upload data to Drive action to store the user license assignment CSV file to a designated Google Drive. It helps organizations maintain compliance, support audits, and facilitate financial cross-checks. 
  • To periodically, e.g. bi-weekly or monthly, export user license assignments, use the Recurring times or Calendar event started trigger.

Conclusion

Exporting Google Workspace licenses using xFanatical Foresight is a game changer for your organization's efficient productivity and management. By leveraging its intuitive interface and powerful automation capabilities, you can streamline your automation process and ensure effective collaboration in your teams. With xFanatical Foresight, you can effortlessly create, manage and organize your groups and users, and invest valuable time for more important tasks.

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

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