📖 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 When Adding a User to a Group or an 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 When Adding a User to a Group or an Org. Unit 2

Add new workflow

From the top right corner click on Add new workflow 

GAT Flow | Event Workflow - Copy Folder When Adding a User to a Group or an 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 - Copy Folder When Adding a User to a Group or an Org. Unit 4

Click on Next to proceed

Select actions

In Choose actions click on and select “Copy folder to selected users“.

Add the user who owns the folder that needs to be copied and select the folder itself.

GAT Flow | Event Workflow - Copy Folder When Adding a User to a Group or an Org. Unit 5

Security officer approval

Click on Send approval request.

The request will be saved in Event workflow – it can be edited, while in “requestedstatus 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 - Copy Folder When Adding a User to a Group or an Org. Unit 6

An email notification will be sent to the Security officer.

GAT Flow | Event Workflow - Copy Folder When Adding a User to a Group or an Org. Unit 7

Clicking on 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 - Copy Folder When Adding a User to a Group or an Org. Unit 8

Result

The Event workflow is created and already approved.

Now every time a user is moved to the selected group (Value) the workflow will be triggered.

GAT Flow | Event Workflow - Copy Folder When Adding a User to a Group or an Org. Unit 9

The selected folder will be copied and copy created on their account.

GAT Flow | Event Workflow - Copy Folder When Adding a User to a Group or an Org. Unit 10

Users have been added to the selected group above, this triggers the event workflow and the “Sales folder 2020” is copied and given to the new members of the group.

GAT Flow | Event Workflow - Copy Folder When Adding a User to a Group or an Org. Unit 11

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