Introduction

In this article, you will learn how to monitor and automate user reports generation in a few clicks from Google Admin. Admins must monitor and automate user reports in the Google Admin Console to track user activity and identify potential security risks. These reports provide essential insights into user account status, security settings, and activity within Google Workspace. These data points can be used to analyze user engagement, identify potential bottlenecks, and make informed decisions on resource allocation and policy enforcement.

Manually generating user reports in Google Admin is time-consuming and error-prone. Admins must go through multiple steps and custom report creation, making the process inefficient and difficult to scale. Moreover, non-technical team members may struggle with accessing and interpreting the data, leading to delays in decision-making and reduced productivity.

Automating and monitoring user reports with xFanatical Foresight enhances efficiency, saves productive time, and strengthens security by eliminating manual tasks. xFanatical Foresight streamlines the process by automatically collecting, filtering, and organizing user data without requiring complex queries or manual work. This no-code automation tool simplifies access to user reports, making it easier for the admin to retrieve critical insights quickly and make quick decisions.

Illustration of monitoring and automating user usages reports with xFanatical Foresight Automation Illustration of monitoring and automating user reports in Google Admin with xFanatical Foresight Automation

Getting user reports in Google Workspace using xFanatical Foresight streamlines report generation, making it more accessible for the administration teams and ensuring that reports are produced quickly and accurately. Get ready to see how xFanatical Foresight can generate user reports in a few clicks, and save your valuable time and effort.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a leading automation tool specifically designed for Google Workspace, streamlining business workflows by eliminating manual tasks. With its no-code automation capabilities, intuitive interface, and customizable templates, simplifies the process of monitoring and automating user reports.

Automation Setup Instructions

This section will walk 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. Let’s dive into each method in detail and get your user report automation up and running.

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 for Get user reports by filling a form template and click on it.
    The Automated generating user reports template card in xFanatical Foresight
  4. In the Templates > Get user reports by filling a form page, click Copy rule.
    Click the Copy rule button to duplicate the get user reports by filling a form rule in Foresight
  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 get user reports by filling a form will display.
  7. In the Form response submitted trigger, click Get user reports form.
    The edit form response submitted screen in xFanatical Foresight for clicking get user reports form from form field
  8. Navigate to open Get user reports form,
    Get user reports google form to update collect email addresses option to verified
    1. At the bottom right, click The pencil button in the get user reports google form icon.
    2. Go to Settings > Responses and change Collect email addresses to Verified. Learn more in the Google Forms documentation about collecting respondents’ email addresses.
  9. Click the Email action.
  10. In the Edit actions > Email screen,
    The edit email action screen in xFanatical Foresight for composing user report email to form respondent
    1. In Subject, customize the user report notification subject.
    2. In the Email body, customize the content to include relevant user report information.
    3. At the bottom of the page, click Review.
  11. In the Review screen,
    Rule review screen for copy of get user reports by filling a form rule in xFanatical Foresight
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  12. The rule is created in the Rules page.
    Copy of get user reports by filling a form from template rule on xFanatical Foresight rules page
    xFanatical Foresight workflow for automated user reports in Google Admin
Set Up Automation From Scratch

Set Up Automation From Scratch

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

  1. Firstly create a Google form,
    Create get user reports google form and update setting
    1. Enter User Usage Report Date for the question text.
    2. Select Date option from dropdown.
    3. Give a name for your form Get user reports.
    4. Go to Settings > Responses and change Collect email addresses to Verified. Learn more in the Google Forms documentation about collecting respondents’ email addresses.
  2. Sign into xFanatical Foresight with your Google Admin account. 
  3. Go to the Rules page. 
  4. Click the New Rule new rule button button.
  5. In the Select a trigger screen, select Form response submitted trigger.
    The form response submitted trigger in xFanatical Foresight
  6. In the Edit trigger > Form response submitted screen,
    xFanatical Foresight form response submitted edit trigger screen to grant necessary permissions
    xFanatical Foresight form response submitted edit trigger screen to select get user reports form
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. Upon clicking the Form field, the Select a Form dialog will appear.
    3. Select the Get user reports form from the dialog which was created on Step 1.
    4. Click Next.
  7. On the Select an action screen, select the Get form response info action.
    xFanatical Foresight get form response info action
  8. In the Edit actions > Get form response info screen,
    xFanatical Foresight get form response info edit actions screen
    1. In the Form field, select Get user reports form which was created on Step 1.
    2. In the Form Response Id field, select the Form Response Id variable.
    3. Click Add next action button.
  9. On the Select an action screen, select the List user usages action.
    xFanatical Foresight list user usage action
  10. In the Edit actions > List user usages screen,
    Edit actions list user usages screen in xFanatical Foresight
    1. For the first time use of the trigger, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. Select all columns from the Columns field’s dropdown list or select as per your choice.
    3. In the Date field, click and choose [Date] Answer for “User Usage Report Date”.
    4. Click Add next action button.
  11. On the Select an action screen, select the Email action.
    The email action in xFanatical Foresight
  12. In the Edit actions > Email screen, 
    The edit actions email screen to grant necessary permissions
    The edit actions email screen to grant necessary permissions
    1. For the first time use of the action, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. In To, select the Respondent Email variable from the Get form response info action.
    3. In Subject, provide the subject of the user usage report email.
    4. In the Email body, enter the email content sent to the form respondent. To personalize the email template with variables, click The v-icon to select variables to add a variable, e.g. User Usages CSV Download Link to share usage report etc .
    5. At last click Review.
  13. In the Review screen,
    The rule review screen in xFanatical Foresight
    • In Rule name, enter a rule name.
    • Click Create.
  14. The automation rule is created.
Verify Automation

Verify Automation

In order to guarantee that your rule configuration automates as intended, it is imperative to conduct a basic test. The following instructions illustrate how xFanatical Foresight automates the user usage report generation in Google Workspace.

  1. Open the Google form Get user reports,
    Get user reports google form submission to trigger rule
    1. In the User Usage Report Date, enter the date for which you want to generate the user usage report.
    2. Click Submit.
  2. Go back to xFanatical Foresight. 
  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 successful execution of copy of get user reports by filling a form rule
  4. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    The rule automation history in xFanatical Foresight, including the automation data, trigger event and action history.
  5. Additionally you will receive an email with a user usage report details.
    The received automated usage report email in Gmail sent by xFanatical Foresight.

Notes

  • To set up user report automation, you must sign in with an administrator account. If you can't access the Admin console, refer to the Google Workspace Help documentation.
  • The Google Form is crucial for triggering the automation. It must be configured to collect email addresses ("Verified" setting) for the automation to function correctly.
  • Both rule setup allow customization of the email subject and body. Utilize variables to personalize the email content with relevant user report information.
  • At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules ran successfully or not.

Conclusion

Automating and monitoring user reports with xFanatical Foresight significantly enhances efficiency and security within Google Workspace. By eliminating manual, time-consuming processes, it empowers administrators to focus on strategic tasks and make informed decisions based on timely, accurate data. The no-code platform simplifies automation, making it accessible even to non-technical users. Whether using templates for rapid deployment or creating custom rules from scratch, xFanatical Foresight provides flexibility to monitor and automate user reports according to specific organizational needs. Ultimately, automating user reports with xFanatical Foresight optimizes Google Workspace management and strengthens your organization's security posture.

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

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