📖 2 mins read

GAT Flow allows Event workflows to be created.

This is useful when you want action from Flow (Modify and Offboard) to be triggered based on the Event of adding a user to Group or OU

For example: When a user is moved selected Group or Org.Unit more information can be found here 

Start

From GAT+ navigate and open Flow

GAT Flow | Event Workflow - Copy folder based on Even of adding user to group or org.unit 1

A new window (GAT Flow) will be opened.

Event workflow

From the menu on the left click on Event workflow

GAT Flow | Event Workflow - Copy folder based on Even of adding user to group or org.unit 2

Add new workflow

From the top right corner click on Add new workflow 

GAT Flow | Event Workflow - Copy folder based on Even of adding user to group or org.unit 3

A new window menu will be displayed.

Under “Workflow type” fill in the details required.

  • Name – Enter the name of the event workflow
  • Type – Select one of the two options
    • Modify
    • OffBoard
  • Event – Select one of the two options
    • Start when a user is moved to an Org. Unit
    • Start when a user is moved to Google group
  • Active – Activate the flow
  • Value – Add the group or org.unit
  • Pre-approved –
    • Enabled – workflow will be automatically approved and started
    • Disable – workflow need to be approved by the Security officer

 

GAT Flow | Event Workflow - Add User to Any Given Folder or Shared Drive when Moved to Group or Org. Unit 1

Click on Next to proceed

Select actions

In Choose actions click on and select “Folder permission change

Fill in the details.

  • Type – Add or Remove user
  • File type – File/Folder or Shared drive
  • Scope – What access the user can have
    • File/Folder  it can be Viewer, Commenter or Editor
    • Shared drive it can be Viewer, Commenter, Editor, Manager or Content manager

 

 

GAT Flow | Event Workflow - Add User to Any Given Folder or Shared Drive when Moved to Group or Org. Unit 2

Security officer approval

Click on Send approval request.

The request will be saved in Event workflow – it can be edited, while in “requested” status from the options (pen-icon) on the right.

Note: When approved – Status will be changed to “approved” – and it can no longer be edited.

 

GAT Flow | Event Workflow - Add User to Any Given Folder or Shared Drive when Moved to Group or Org. Unit 3

An email notification will be sent to the Security officer.

 

GAT Flow | Event Workflow - Add User to Any Given Folder or Shared Drive when Moved to Group or Org. Unit 4

Selecting the link provided will lead them to the approval page where it can be Approved or Denied.

Since we selected pre-approved you can see the Workflow as approved.

Note: If Pre-approved disabled –  The workflow would need to be approved.

 

GAT Flow | Event Workflow - Add User to Any Given Folder or Shared Drive when Moved to Group or Org. Unit 5

Result

The Event workflow is created and already approved.

As a result, every time a user is moved to the selected group (Value=Sales) the workflow will be triggered.

 

GAT Flow | Event Workflow - Add User to Any Given Folder or Shared Drive when Moved to Group or Org. Unit 6

The user added to the “sales” group will be added as Viewer to the chosen “Google Workspace” shared drive automatically.

 

GAT Flow | Event Workflow - Add User to Any Given Folder or Shared Drive when Moved to Group or Org. Unit 7

 

 

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