Introduction

In this article, you will learn how to efficiently bulk delete Google Groups using xFanatical Foresight. Managing large organizations or educational institutions often requires creating and managing multiple Google Groups for various teams, departments, or classes. Manually managing up each group can be a time-consuming task, especially when you need to create or delete dozens or even hundreds of groups. 

Illustration of how to bulk delete Google Groups with xFanatical Foresight AutomationIllustration of how to bulk delete Google Groups with xFanatical Foresight Automation

Deleting groups in bulk from Google Admin Console natively can be time consuming. You can delete at max 50 groups at a time from Google Admin Console. Here xFanatical Foresight comes in the picture, where you can delete Google groups in bulk within some clicks, while maintaining data integrity and security. 

Introducing xFanatical Foresight Automation

xFanatical Foresight is a platform which helps to automate and streamlines 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 bulk deletion of google groups in Google Workspace, so you can take care of more important tasks.

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.

To set up this automation, Admin needs to extract the list of google groups from the google workspace, then the list will be uploaded to the automation rule to delete google groups in bulk.

The template has 2 rules.

  • Rule 1 lists and exports google groups to a CSV file, including the group email. Admins needs to edit the CSV file to keep only the Google Groups they want to delete.
  • Rule 2 takes the extracted and edited CSV file from Rule 1 as input, and bulk deletes the google groups listed in the file.
  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search Bulk delete google groups template, and click on it.
    Bulk delete google groups template on xFanatical Foresight templates page
  4. In the Templates > Bulk delete google groups page, click Copy Rule 1.
    Bulk delete google groups template with copy rule 1 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 Bulk delete google groups will display.
  7. Click Next.
  8. Click Review.
  9. In the Review screen,
    1. Customize the Rule name.
      Copy of export google groups rule name config on rule review screen
    2. Click Create.
  10. The rule is created in the Rules page.
    Copy of export google groups rule on xFanatical Foresight rules page
    xFanatical Foresight workflow for exporting google groups in Google Workspace.
  11. Now go back to the Templates page.
  12. Search Bulk delete google groups template, and click on it.
  13. In the Templates > Bulk delete google groups page, click Copy Rule 2.
    Bulk delete google groups template with copy rule 2 button
  14. Click Next.
  15. Click Review.
  16. In the Review screen,
    1. Customize the Rule name.
      Copy of bulk delete google groups rule name config on rule review screen
    2. Click Create.
  17. The rule is created in the Rules page.
    Copy of bulk delete google groups rule on xFanatical Foresight rules page
    xFanatical Foresight workflow for bulk deleting google groups in Google Workspace.
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 the Manual Trigger.
    Xfanatical's "Manual trigger" to trigger rules manually
  4. Click Next.
  5. In the Select an action screen, select the
    List Groups

  6. In Edit actions > List groups 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 groups edit action screen
    2. Click Review.
  7. In the Review screen,
    1. Customize the Rule name.
      Copy of export google groups rule name config on rule review screen
    2. Click Create.
  8. The automation rule is created.
  9. Click the play buttonbutton of the rule created in Step 7.
    Export google groups rule with play icon on xFanatical Foresight rules page
  10. Wait momentarily, and you will get a notification at the top right of xFanatical Foresight. In the notification message, click View log.
    Notification on success of export google groups rule with view log button
  11. In the Logs > Log details screen, click here button to download the CSV file.
    Rule log on successful execution of export google groups rule
  12. Now create a second rule for uploading google groups to delete them in bulk.
  13. Go back to the Rules page.
  14. Click The New Rule button in xFanatical Foresight button.
  15. In the Select a trigger screen, select the Data Uploaded trigger.
    Selecting Data Uploaded trigger on Select a trigger screen
  16. In the Edit trigger > Data uploaded screen, select the CSV file downloaded in Step 11.
  17. Click Next.
  18. In the Select an action screen, select the Delete group action.
    On the Select an action screen, click the Delete group action
  19. In the Edit actions > Delete group 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 delete group edit action screen
    2. In the Group email field, select the Email variable from the Data uploaded trigger.
      Config Group email field on delete group action
    3. Click Review.
  20. In the Review screen,
    1. Customize the Rule name.
      Bulk delete google groups rule name config on rule review screen
    2. Click Create.
  21. The automation rule is created.
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 the xFanatical Foresight automates the bulk deletion of google groups in google workspace.

Before moving to verification, let’s check the existing groups in Google Admin Console groups page. For the demonstration, we will delete the test settings group.
Google Admin console groups list before deleting group

  1. Go to the Rules page.
  2. Find the Copy of Export google groups rule, and click the play button button.
    Copy of export google groups rule with play button on xFanatical Foresight rules page.
  3. Wait momentarily, and you will get a notification at the top right of xFanatical Foresight. In the notification message, click View log.
    Notification on successful execution of copy of export google groups rule
  4. Download the Google Groups CSV file by clicking the here button in the log screen.
    Log of successful execution of Export google groups rule contains CSV download link
  5. Edit the CSV file, and keep only the group details you want to delete from Google Workspace, and remove all the other group details which you want to keep. Learn more about Editing CSV file in Google Sheets.
    Sample file for bulk delete google group rule

  6. Go to the Rules page.
  7. Find the Copy of Bulk delete google groups rule.
  8. Click upload-button.  button of the Copy of bulk delete google groups rule, and select the CSV which you edited in Step 5.
    Copy of bulk delete google groups rule with upload icon on xFanatical Foresight rules page.
  9. Wait momentarily, and you will get a notification at the top right of xFanatical Foresight. In the notification message, click View log.
    Notification of successful execution of Copy of Bulk delete google groups rule
  10. In the log screen, you can see the CSV file name, and deleted group email.
    Log screen of successful execution of copy of bulk delete google groups rule contains csv file name, and group email.
  11. Go back to Google Admin Console, and you can verify that the test settings group is deleted.
    Google Admin console groups list after deleting group

Notes:

  • Don’t add any non-existing group details in the CSV, otherwise the automation will fail  with an error group not found in the action history.
  • Max of 5000 rows CSV can be processed at a time. If you have more than 5000 groups to delete, consider breaking the large CSV file into multiple smaller CSV files.

Conclusion

Bulk deleting google groups in Google Workspace using xFanatical Foresight is a game changer for your organization's groups management. By leveraging its intuitive interface and powerful automation capabilities, you can streamline your automation process and ensure effective management in your teams. With xFanatical Foresight, you can effortlessly create, manage, delete, and organize your groups, 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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