Introduction

In this article, you will learn how to set default group settings for new Google Groups in Google Workspace efficiently. It helps you manage your groups settings efficiently in your organization. One of the common tasks is to set different groups manually, which can be a time-consuming and tedious process. However, with the help of the xFanatical Foresight Automation tool, this task can be simplified and streamlined.

Illustration of setting default group settings for new google groups with xFanatical Foresight AutomationIllustration of setting default group settings for new google groups with xFanatical Foresight automation

Let’s take an example: A company has a large group of employees. These employees need to be transferred in a group as per their role, and every group should have some default settings to be pre applied before any employee added to the group. IT Admins needs to set up each group individually through the Google Admin Console which is a time-consuming and inefficient process.

If default settings are the same to be applied on every group, so why do you need to do it manually every time? Here xFanatical can automatically update the group setting every time It Admin creates a new group. As Google Group has a wide number of settings, before moving to automation, check out Group setting options.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a platform which helps automate and streamlines the Google Workspace workflows. It’s a cutting-edge automation platform, providing a no code environment to work. It permits administrators and users to create intricate business workflows, which consumes a lot more time doing it natively. Although the Google Admin Console is the first choice to set the default settings on groups, the limitation is that you can set up one group at a time only. With xFanatical Foresight you can automate this process for every new group creation without writing any code, while ensuring work efficiency, data integrity, and security. This is the edge of xFanatical Foresight over the Google Admin Console.

Automation Setup Instructions

In this section, we will guide you through the automation setup in xFanatical Foresight. After completing the automation rule, verify whether the automation meets your requirements.

Set Up Automation From Scratch

Set Up Automation From Scratch

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

To demonstrate the automation, we are only changing the Who can join group, Who can view members, and Who can view conversation settings. Using this setting you can control which type of users can join the group, which type of group members can view other members, and which type of members can view the conversation of the group. You can customize the CSV file as per your requirement with the available group settings. 

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page, and click the The New Rule button in xFanatical Foresight button.
  3. In the Select a trigger screen, select the Group created by Admin trigger.
    Selecting Group created by admin trigger on Select a trigger screen
  4. In the Edit trigger > Group created by admin screen,
    1. If you’re using this trigger 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 Group created by admin edit trigger screen
    2. Click Next.
  5. In the Select an action screen, select the Update group settings action.
    On the Select an action screen, click the Update group settings action
  6. In the 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 setting edit action screen
    2. In the Group email field, select Group’s Email variable from Group created by admin.
      Group email field configuration on edit action screen
    3. Now you can select a wide variety of settings in the Update group settings action, and for now we will be demonstrating the Who can join group, Who can view members, and Who can view conversation fields only.
      Customizing Who can join group, Who can view members, and Who can view conversation fields on Edit actions screen
    4. Click Review.
  7. In the Review screen,
    1. Customize the Rule name.
      Rule review screen customizing rule name for set default group settings for new google group
    2. Click Create.
  8. The automation rule is created.
    Set Default settings for new Google Group rule on xFanatical Foresight rule page
    xFanatical Foresight workflow for set default group settings for new Google Groups in Google Workspace
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 set default group settings for new Google Groups.

  1. Create a Group from Google Admin Console.
    Create group screen on Google admin console
  2. Go 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 Set Default settings for new Google Group rule with view log button
  4. In the log you can confirm that your default settings have been applied to the newly created group.
    Log of successful execution of set default settings for new group rule contains group email, and settings applied
  5. You can also confirm the settings in Google Admin console.
    Google Admin console group settings page

Notes

  • It takes up to 24 hours for Google to initialize a new group. The changes may not be reflected immediately on the Google Admin Console. 
  • Some group settings have inter-dependencies. Check the Update group settings action's help to learn more. For example, The Who can view conversations setting must not be ANYONE_CAN_VIEW when the Who can discover group field is ALL_IN_DOMAIN_CAN_DISCOVER. 
  • The Update group settings action supports more group settings than the settings in Google Admin Console.

Conclusion

xFanatical Foresight streamlines the process of setting default group settings for new Google Groups in Google Workspace. A step-by-step guide is available to ensure data integrity and security are maintained during the export process. Using xFanatical Foresight, you can effortlessly manage and organize your groups, and invest valuable time for more important tasks.

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

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

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