Introduction

In this blog post, you will know how to update Organizational Units (OU) based on departments using the powerful capabilities of the Foresight Automation tool. In today's fast-paced business landscape, maintaining an efficient organizational structure is crucial for success. As departments evolve and grow, it becomes necessary to update and align organizational units accordingly. With the advent of advanced automation tools like xFanatical Foresight automation tool, this process can be streamlined and made significantly more efficient. 

Understanding the Relationship Between Organizational Units and Departments

Organizational Units (OU) represent different divisions, teams, or functional areas within a company. On the other hand, departments are responsible for specific functions or areas of expertise. These two elements are interconnected, as organizational units are often aligned with departments to ensure clear reporting lines, effective communication, and streamlined decision-making.

Source

Update Organizational Units Based on Departments with Foresight

xFanatical Foresight automation helps you to automate and streamline your regular business workflows and Google Workspace workflows systematically. As a Google Cloud partner, it also provides automated solutions for Google Workspace operations. Its cost-effective, time-saving, and productive functionalities empower the Good Admin and users to perform their tasks effortlessly.

Admin can update OU based upon the organizational unit through the Google Admin console by creating users’ CSV files. However, there is no specific feature in the Admin Console regarding this. So, Foresight has created this feature for the Admin and automates this process to save more time and manage administrative policies efficiently for the Admin.

Video Demo

Instruction

  • Rule 1: Bulk update users’ OU based on their department information. This rule exports users with a CSV file having two columns: the primary email and the department.
  • Rule 2: Automate the process of updating users' organizational units when their department information changes.

Rule Creation

  1. Log in to your Foresight account with your Google Admin account. 
  2. Go to the Rules page and click the New Rule button.
  3. Select Manual trigger from the select a trigger screen.Select the Manual trigger from the select a trigger screen
  4. Click Next.
  5. On the Select an action screen, click the List users action.On the Select an action screen, click the List users action
  6. Select Email and Department columns. Keep all other fields at their default settings, click Review.select the Email and Department columns
  7. Give the Rule name. Click Create. It was the first part of Rule 1.Give the Rule name. Click Create. It was the first part of Rule 1

Rule Triggering

  • Click on the Upload Icon to trigger the rule to download the CSV file.Click on the Upload Icon to trigger the rule to download the CSV file

Verifying Results

  1. A notification will appear in the top right-hand corner. Click on it, then select Show All.A notification will appear in the top right-hand corner. Click on it, then select Show Al
  2. Additionally, access the Logs page from the left sidebar to discover logs of successful rule triggers.Additionally, access the Logs page from the left sidebar to discover logs of successful rule triggers
  3. Click here to Download the CSV file.Click here to Download the CSV fileUsers CSV File

Proceed to create the second part of Rule 1. 

  1. Go to the Rules page and click the New Rule button.
  2. Select the Data uploaded trigger from the select a trigger screen.Select the Data uploaded trigger from the select a trigger screen
  3. Click on the upload box and upload the downloaded .CSV, wait for the CSV to be parsed.Click on the upload box and upload the downloaded .CSV, wait for the CSV to be parsed
  4. In the Edit trigger screen, Leave all settings at their defaults.In the Edit trigger screen, Leave all settings at their defaults
  5. Click Next.
  6. On the Select an action screen, click on the If action.On the Select an action screen, click the If action
  7. Choose Department as the variable type and Text contains as the operator. Then, name your organizational unit (OU) as IT.Choose Department as the variable type and Text contains as the operator. Then, name your organizational unit (OU) as IT
  8. Click Add next action, then choose the Move user to organizational unit action.Click Add next action, then choose the Move user to organizational unit action
  9. Enter the Email in the User's primary email field and /Social Media into the New organizational unit field.Enter the Email in the User's primary email field and Social Media into the New organizational unit field
  10. Navigate to the If action and add a Fallback branch. Then, click Add next action again, and select the Move user to organizational unit action. Repeat the same steps: Enter the Email in the User primary email field and /Social Media in the New organizational unit field. Then, click on Review to proceed.Navigate to the If action and add a Fallback branchclick Add next action again, and select the Move user to organizational unit action
  11. Enter the Rule name, click Create.Enter the Rule name, click Create.

Rule Triggering

  1. Upload the same CSV file again and wait for it to finish uploading.Rule1[B]Upload the same CSV file again and wait for it to finish uploading
  2. Check the Logs page to verify the execution of the rule.Check the Logs page to verify the execution of the rule.Check the Logs page to verify the execution of the rule.

Let's create the second rule

  1. Go to the Rules page and click the New Rule button.
  2. Select the User department changed trigger from the select a trigger screen.Select the User department changed trigger from the select a trigger screen
  3. Leave the user primary field as default, then click Next to proceed.Leave the user primary field as default, then click Next to proceed
  4. On the Select an action screen, click the Get user info action.On the Select an action screen, click the Get user info action
  5. Enter the User Primary email in the Primary email field.Enter the User Primary email in the Primary email field.
  6. Click Add next action. 
  7. Select the If action.
  8. Again, select Department as the variable type and Text contains as the operator. Give a name for your organizational unit – Social Media.Again, select Department as the variable type and Text contains as the operator. Give a name for your organizational unit – Social Media
  9. Click Add next action. Select the Move organizational unit action.
  10. Enter /Marketing in the Organizational unit path and /Tech Writing in the Move to field.Enter Marketing in the Organizational unit path and Tech Writing in the Move to field
  11. Next, navigate to the If  action and add the Fallback branch. Click Add next action and then select the Move organizational unit action.
  12. Enter /Marketing in the Organizational unit path and /Tech Writing in the Move to field. Click Review.
  13. Give a Rule name. Click Create.Next, navigate to the If action and add the Fallback branch. Click Add next action and then select the Move organizational unit action. Enter /Marketing in the Organizational unit path and /Tech Writing in the Move to field. Click Review. Give a Rule Name. Click Create.

Rule Triggering

  • Before triggering the rule, update the user information in the Admin Console. Provide a name for the department and save the changes. After that, you can trigger the rule.Rule Triggering Before triggering the rule, update the user information in the Admin Console. Provide a name for the department and save the changes. After that, you can trigger the rule.

Verifying the Result

  • Once the rule is triggered successfully, you'll receive a notification confirming its execution. In the Action history, you'll see that the organizational unit has been moved from /Marketing to /Tech Writing. This rule automatically updates user information when there's a change in department.Verifying the Result Once the rule is triggered successfully, you'll receive a notification confirming its execution. In the Action history, you'll see that the organizational unit has been moved from /Marketing to /Tech Writing. This rule automatically updates user information when there's a change in department.

Conclusion

Updating organizational units based on departments is a critical task that can have a profound impact on an organization's efficiency and effectiveness. By leveraging the power of xFanatical Foresight automation tool, this process becomes more streamlined, accurate, and scalable. Embrace the potential of automation and witness the transformation it brings to your organizational structure.

If you have yet to install Foresight, check out this quick start.

Please visit the  xFanatical Foresight Automation tool to learn more and sign up for a free trial.

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