How to Export Google Workspace Licenses

In this blog post, we will learn, how to export Google Workspace licenses. Google Workspace licenses permit to use of Google's service for users. When the users sign in for a service, they will automatically get the license. Google Admin needs to manage licenses for their employees in a large organization, and thus sometimes, they need to export employees' licenses to archive those details. But Google Admin Console doesn't have any feature like this.

Thus Foresight comes to help in this situation. It creates a workflow to export employees' licenses safely, and then the Admin can download the exported file in a CSV format. So, in this article, we will learn how to export Google Workspace licenses.

What's the goal behind exporting Google Workspace licenses?

There are three different Google Workspace license types. They are- Business Starters, Business Standard, and Business Plus. These are for small businesses. But for large organizations (more than 300 employees), you must need a Google Workspace Enterprise license. There you might need licenses for up to 100000 employees.

1. Thus, by exporting Google Workspace licenses, the IT managers and Admin can keep track of and report about the assigned licenses.
2. Again, they can identify if there is any license of unmanaged accounts and suspended licenses from this list.
3. Audit purposes. Admins may need monthly records of license assignments for billing or security purposes.
4. Keep track of license assignments and save license costs. Admins need to know how many licenses are assigned to whom.
5. Serves as a template for bulk license operations. With the generated user license CSV in place, admins can easily create another CSV template to revoke user licenses.
6. Get alerted when user licenses are exceeded. Get notified when the number of user licenses exceeds a certain number. This can be done with the variable Number of License Assignments from the List user license assignments.

These are the reasons behind exporting Google Workspace licenses.

Export Google Workspace licenses with Foresight

Foresight is a no-code productivity tool to help businesses streamline and automate Google Workspace workflows. It allows Google Workspace administrators and users to design complex business workflows that cannot be done with native Google Cloud services. It solves lengthy, repetitive tasks with easy automation. Thus it's time-saving and highly productive.

Google Admin Console does not have this option at all. So, we will do this with the help of Foresight.

Video Demo

From this video demo, we will learn about how this feature works with Foresight.

Instruction

Rule Creation

1. Sign in to the Foresight account with the help of a Google Admin account. Go to the Rules page and click the New Rule button.
2. Select the Manual trigger.
3. Next, select the List user license assignments action from all available actions.
4. After that, ensure Foresight gets access permission from Google Workspace Account. Once the permission is granted you can see the Access granted status.
5. Then you will find three columns – User Primary Email, Product Id, and SKU Id. You have to set the value for the Product Id and SKU Id. Leave the Columns as default. Select Google Workspace in the Product Id and Google Workspace Enterprise Plus in the SKU Id. Click on Review.
6. Enter the Rule name (Export Google Workspace license) and click Create. You can see the rule has been created on the Rules page.

Rule Triggering

1. Click on the play button to trigger the rule manually.

Verifying Results

1. You will see the notification from the right corner. By clicking on the view log option, you can find the status of successful rule triggering.
2. Also, you can find it on the Logs page. There you can download the CSV from here link under Rule History.

1. Conclusion
2. You have learned about exporting Google Workspace licenses and necessities. You can easily handle this task with Foresight now. This is a simple workflow. It takes a few times to complete. Thus it’s highly productive. Now you can try this feature with Foresight. Also, you can read some articles related to this topic, like -Purchase more user licenses, Assign, remove, and reassign licenses, etc.