Introduction

In this article, you will learn how to prevent members from leaving Google Groups in Google Workspace efficiently with xFanatical Foresight. One of the most significant issues group administrators face is members leaving the groups without authorization, which disrupts the group membership management, loses timely communication, and causes team confusions. Organizations set group settings to prevent members from leaving the groups and centralizes the membership management.

Illustration of preventing members from leaving google groups with xFanatical Foresight Automation Illustration of preventing members from leaving google groups with xFanatical Foresight Automation

However, there are no default functions in Google Groups where owners can restrict members from unsubscribing from Google Group email or from leaving the group. As a result, employees often leave the group without the group manager/admin/owner's approval. This leads to mismanagement and miscommunication by group owners and managers, because the members who left, will not know what has been discussed in the group. Here xFanatical Foresight comes into the picture, where you can prevent members from leaving Google groups within some clicks, while maintaining data integrity and security. 

Introducing xFanatical Foresight Automation

xFanatical Foresight is an enterprise-grade web platform which helps 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 preventing members from leaving 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.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search Prevent users from leaving google groups template, and click on it.
    Prevent users from leaving google groups template on xFanatical Foresight templates page
  4. In the Templates > Prevent users from leaving google groups page, click Copy rule.
    Prevent users from leaving google groups 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 Prevent users from leaving google groups will display.
  7. Click Next.
  8. Click Review.
  9. In the Review screen,
    1. Customize the Rule name.
      Rule name config for Copy of prevent users from leaving google groups rule on rule review screen
    2. Click Create.
  10. The rule is created in the Rules page.
    Copy of prevent users from leaving google groups rule on xFanatical Foresight rules page
    xFanatical Foresight workflow for preventing members from leaving Google Groups in Google Workspace.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

  1. Download the Sample CSV file for the rule automation process.
  2. Sign into xFanatical Foresight with your Google Admin account. 
  3. Go to the Rules page, and click the The New Rule button in xFanatical Foresight button.
  4. In the Select a trigger screen, select Data uploaded.
    Selecting Data Uploaded trigger on Select a trigger screen
  5. Select the CSV file downloaded in Step 1, and wait for the trigger to parse the CSV file.
  6. Click Next.
  7. In the Select an action screen, select Update group settings.
    Selecting upload group settings action from Select an action screen
  8. In Edit actions > Update group settings 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 Update group settings edit action screen
    2. In the Group email field, select the Group Email variable from Data uploaded.
      Configuring Group email field on update group settings actions
    3. Scroll down to the Who can leave group field, and select the NONE_CAN_LEAVE option.
      Configuring Who can leave group field on update group settings action
    4. Click Review.
  9. In the Review screen,
    1. Customize the Rule name.
      Prevent users from leaving google groups rule name config on rule review screen
    2. Click Create.
  10. 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 to prevent members from leaving google groups using xFanatical Foresight in Google Workspace.

Lets demonstrate first how a user can leave a google group.

  1. First add a user to a group, and the user should not be admin-privileged.
  2. Login to https://groups.google.com/ with the user account.
  3. Go to the specific group page.
  4. Click on My membership settings.
  5. Here you can see the user has a Leave group button.
    Cloud tech group settings page with leave group button

Now let’s prevent the Cloud Tech group from leaving members.

  1. Go to the Templates page of xFanatical Foresight.
  2. Search Prevent users from leaving google groups template, and click on it.
  3. Click the Download Sample CSV File button, or if you set up Automation from scratch, please just use the CSV file which you have downloaded.
    Prevent users from leaving google groups template with download sample CSV file button
  4. Customize the CSV file with the Group email column, that you want to prevent members from leaving.
    Sample CSV for prevent members from leaving groups rule
  5. Go to the Rules Page.
  6. Click on Copy of Prevent users from leaving google groups rule.
    Copy of prevent users from leaving google groups rule with upload icon on xFanatical Foresight rules page
  7. Upload the CSV file setup in Step 4.
  8. Wait momentarily, and you will get a notification at the top right of xFanatical Foresight. In the notification message, click View log.
    Notification of Copy of prevent users from leaving google groups rule with view log button on xFanatical Foresight
  9. In the log screen you can see the CSV file name you’ve uploaded, group email, and setting applied in the group, which sets the Who can leave group to none can leave.
    Log of successful execution of prevent members from leaving google groups rule contains group email and setting applied on it
  10. Go back to the non-admin user’s google group settings page, and refresh the page. The Leave Group button is disabled for the members of the group.
    Google group setting page with disabled leave group button

Notes

  • Don’t add any non-existing group details in the CSV, the automation will fail on groups not found in the action history.
  • Max of 5000 rows CSV can be processed at a time. So be cautious while creating the CSV files.
  • The group setting change may take minutes to hours for Google to propagate.
  • Group managers, owners or Group Admins are excluded from the restrictions of the Who can leave group setting. They are still able to leave the groups. 

Conclusion

Preventing members from leaving Google Groups in Google Workspace using xFanatical Foresight is a game changer for your organization's efficient IT 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 invest valuable time for more important tasks.

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

Related Articles

For more article please visit our website: Articles