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Creating workflows for Workspace users

  • April 17, 2024 08:18
  • Updated

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You'll get visibility of your users as data from Google Workspace is automatically transformed into consumable information and actionable insights.

Connect Oomnitza and Google Workspace in minutes

You'll get visibility of your Google Workspace users by creating configurable workflows to automate tasks such as:

    • Manage users, including creating, deleting, and suspending users. 
    • Manage user emails, update email forwarding, and forward emails.
    • Manage user calendars, including getting, updating, and deleting calendar events.
    • Manage Google Workspace files, including deleting files and transferring ownership.
    • Get SaaS user roles and the last login activity. 

Navigation

  1. Before you start
  2. Creating workflows with the API block
    1. Google Workspace User Management workflows
    2. Google Workspace Email Management workflows
    3. Google Workspace Calendar Management workflows
    4. Google Workspace File Management workflows
    5. Google Workspace SaaS Management workflows

Before you start

Before you can create the integration with Oomnitza, you need to have added your Google OAuth credentials to Oomnitza. For further information, see Adding Google (OAuth 2.0) credentials.

When adding your credentials, make sure that you have the following scopes enabled to run workflows:

Workflow Scope Name
User Management workflows

https://www.googleapis.com/auth/admin.directory.user https://www.googleapis.com/auth/admin.directory.user.security https://www.googleapis.com/auth/admin.directory.group https://www.googleapis.com/auth/admin.directory.group.member https://www.googleapis.com/auth/userinfo.email https://www.googleapis.com/auth/admin.datatransfer

Email Management workflows

 

 https://www.googleapis.com/auth/gmail.settings.basic https://www.googleapis.com/auth/gmail.settings.sharing
Calendar Management workflows https://www.googleapis.com/auth/calendar
File Management workflows https:/ / www. googleapis. com/ auth/ drive
SaaS Management workflow https://www.googleapis.com/auth/admin.directory.user

 

Creating workflows with the API block

To create a user workflow, you must complete these steps:  

  1. Click Configuration > Workflows. 
  2. Click Add add_grey_cricle_icon.svg and select Users from the Objects list.
  3. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
  4. Drag and drop the API block onto the Sandbox.
  5. Click Edit on the API block and enter Google Workspace: in the search field. 
  6. Select a preset from the list below. To choose a preset, click the forward arrow (>).
  7. Select your Google credentials.
  8. Enter any mandatory information when prompted.
  9. Select Advanced Mode.
  10. Select the Body or Information tab. Review and ensure that the properties referenced in these locations, such as {{email}}, {{calendar_id}},{{event_id}}etc., exist in Oomnitza and are populated with information before you run this workflow.
  11. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields, as per the example below.
  12. Connect the Blocks. 
  13. Save, validate, and activate your workflow.

CalendarList_API_Response.PNG

Fig: Mapping the Get Calendar List response

Google Workspace User Management workflows

Google Workspace: Create User

Creates a user.

For further information, refer to the Google API documentation: users.insert.

Google Workspace: Add User to Group

Adds a user to the specified group.

For further information, refer to the Google API documentation: members.insert.

Google Workspace: Delete User

Deletes a user.

For further information, refer to the Google API documentation: users.delete.

Google Workspace: Suspend User

Suspends a user. 

Uses the Update Users API. The value suspendedis set to true in the Advanced Mode>Body. 

{
"suspended": true
}

For further information, refer to the Google API documentation: users.update.

Google Workspaces: Un-Suspend User

Unsuspends a user. 

Uses the Update Users API. The value suspendedis set to false in the Advanced Mode>Body. 

{
"suspended": false
}

For further information, refer to the Google API documentation: users.update.

Google Workspace: Sign out User

Signs a user out of all web and device sessions and resets their sign-in cookies. The user has to authenticate to sign-in again.

For further information, refer to the Google API documentation: users.signOut.

Google Workspace: Reset Password for User

Prompts a user to change their existing password at their next login.

The preset uses the Update Users API. The value changePasswordAtNextLoginis set to true in the Advanced Mode>Body. 

{
"changePasswordAtNextLogin": true
}

For further information, refer to the Google API documentation: users.update.

Google Workspace: Turn off 2-Step Verification for user

Turns off 2-Step Verification for the user. 

For further information, refer to Google API documentation: twoStepVerification.turnOff.

Google Workspace: Insert User Data Transfer

Inserts a data transfer request.

For further information, refer to Google API documentation: transfers.insert.

Google Workspace: Get User Data Transfer

Retrieves a data transfer request by its Data Transfer ID.

The Data Transfer ID is returned in the response from the insert method.

For further information, refer to the Google API documentation: users.signOut.

Google Workspace: Transfer User to Different Organization

Transfers the user to a different organization. You need to supply the following:

  • The name of the organization.
  • The user's title within the organization. For example,memberorengineer.
  • Enable the Primary checkbox if this is the user's primary organization. A user may only have one primary organization.
  • The description of the organization.

For further information, refer to the Google API documentation: users.update.

Google Workspace: Update User

Updates a user's details including their name, address, and contract information. 

For further information, refer to the Google API documentation: users.update.

Google Workspace Email Management workflows

Google Workspace: Set Email Auto-reply for User (Update Vacation Settings)

Updates vacation responder settings. 

Select Advanced Mode > Body to update the vacation settings. For information on the values permitted in the message body, see Google API documentation: Vacation Settings.

For information on the API used in this workflow, see Google API documentation: users.settings.updateVacation.

Google Workspace: Add Email Forwarding Recipient

Creates a forwarding address. If ownership verification is required, a message will be sent to the recipient and the resource's verification status will be set topending; otherwise, the resource will be created with verification status set toaccepted.

For further information, refer to Google API documentation: users.settings.updateAutoForwarding.

Google Workspace: Enable Email Forwarding for User

Enables email forwarding for a user.

You need to supply the forwarding email and disposition to use this preset. The disposition is the state that a message is left in after it has been forwarded, for example archive, trash, leaveInInbox. For further information on these values, see Google API documentation: feedbackAutoForwarding.

For information on the API used in this workflow, see Google API documentation: users.settings.updateAutoForwarding

Google Workspace Calendar Management workflows

Google Workspace: Delete Secondary Calendar

Deletes a secondary calendar, by Calendar ID.

For further information, refer to Google API documentation: Calendars: delete

Google Workspace: Calendar List Events

Returns events on the specified calendar, by Calendar ID.

For further information, refer to Google API documentation: Events: list.

Google Workspace: Delete Calendar

Removes a calendar from the user's calendar list, by Calendar ID.

For further information, refer to Google API documentation: CalendarList: delete.

Google Workspace: Delete Calendar Events

Deletes an event, by Event ID.

For further information, refer to Google API documentation: Events: delete.

Google Workspace: Get Calendar Events

Returns an event based on its Google Calendar ID, by Event ID.

For further information, refer to Google API documentation: Events: get.

Google Workspace: Get Calendar List

Returns a calendar from the user's calendar list, by Calendar ID.

For further information, refer to Google API documentation: CalendarList: get.

Google Workspace: Get Secondary Calendar

Returns metadata for a calendar, by Calendar ID.

For further information, refer to Google API documentation: Calendars: get.

Google Workspace File Management workflows

Google Workspace: Delete File

Permanently deletes a file, by File ID. Skips the trash. The currently authenticated user must own the file or be an organizer on the parent for shared drive files.

For further information, refer to Google API documentation: Files: delete

Google Workspace: Delete File Permissions

Deletes a permission from a file or shared drive, by Permission ID.

For further information, refer to Google API documentation: Permissions: delete.

Google Workspace: Get File

Gets a file's metadata or content, by File ID.

For further information, refer to Google API documentation: Files: get

Google Workspace: Get File Permissions

Gets a permission, by Permission ID.

For further information, refer to Google API documentation: Permissions: get.

Google Workspace: List File Permissions

Lists a file's or shared drive's permissions, by File ID.

For further information, refer to Google API documentation: Permissions: list.

Google Workspace: Search Files

Searches for files and folders. See the Search for files guide for the supported syntax.

For further information, refer to Google API documentation: Files: list.

Google Workspace: Transfer File Ownership

Transfers ownership to the specified user and downgraded the current owner to a writer.

Uses the Permissions API. The value transferOwnershipis set to true in the Advanced Mode>Body. 

{
"transferOwnership": true
}

For further information, refer to Google API documentation: Permissions: update

articles_icon.svg Reference articles for workflows

Google Workspace SaaS Management workflows

You can create a Saas User workflow in Oomnitza using the Google Workspace User Role preset.  This preset supplies you with the Role and Last Login Date of your SaaS users.

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the Google Workspace software entry in the Software > SaaS menu.

To create a Saas User workflow using the Google Workspace User Role preset, complete the following steps:

  1. Click Configuration > Workflows 
  2. Click Add (+) and select Software SaaS Users from the list.
  3. Enter the name and a description of the workflow. 
  4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
  5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
  6. Click the Edit icon.
  7. Enter Google Workspace in the search field and choose the Google Workspace User Role preset.
  8. Click the right arrow >.
  9. Enter your Credentials.
  10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Google Workspace> Users if they are not found in your Google Workspace instance.
  11. Click SAVE.
  12. Connect the blocks.
  13. Save, validate, and activate your workflow.

To view active Google Workspace users in the SaaS Users UI, complete the following steps:

  1. Click Software from the menu.
  2. Select the SaaS tab, and select your software entry for Google Workspace.
  3. Click Users in the side pane.           
  4. The Role and Last visit column will be populated with the user details to confirm that this user has been found in your Google Workspace SaaS.

Reference articles for creating workflows

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