What is Flow?
Flow is a user management tool within the GAT family.
It allows admins to easily onboard new users, offboard, and modify existing users.
Alongside the main actions of creating, offboarding, and modifying users, you will have options to set up multiple different actions alongside it.
Available actions are: Add and remove users to groups and calendars, Set email signatures, Folder copies and Folder permission changes, Change user password and Org.Units, Set up an auto-reply, email delegation, and auto-forwarding, Set IMAP and POP, Migrate emails, change Mobile and Chrome devices status, Add and remove students and teachers from Google classrooms and many many more.
To use Flow – Unlock is required more information can be found here.
How to use Flow
OnBoarding
Below will be showcased how a user can be Onboarded as a GSuite user.
Launch Flow
A new window will be opened.
From the menu on the left click on Create workflow.
Workflow type
In Workflow type fill in the details
- Add workflow name
- Set the workflow type to Onboarding
- The “Run immediately after approval” button allows you to schedule this job to run in future time.
- Click on next to proceed
Create a user
In Search for a user fill in the details
- Select the domain where users will be added
- Enter pre-fixes for the email
- Select the option on how to add the users.
- Import users – import users in bulk via spreadsheet
- Add new user – add a user via UI view
- Click on Add new users. Fill in the required fields to create a user.
- Click on Proceed to actions button
Choose actions
In Choose actions select any action from the menu on left and fill in their details on the right side.
When ready click on Send approval request
Result
The request will be sent to the Security officer for approval
When approved the account will be created alongside the selected actions.
OffBoarding
Below will be showcased how a user can be Offboarded from your GSuite domain
Launch Flow
A new window will be opened.
From the menu on the left click on Create workflow.
Workflow type
In Workflow type fill in the details
- Add workflow name
- Set the workflow type to Offboarding
- The “Run immediately after approval” button allows you to schedule this job to run in future time.
- Click on next to proceed
Select the user to be removed
Under Search for a user, tab select the users that need to be offboarded (removed)
- Search for a user
- Search for a group
- Search for an OU
Note: This action cannot be undone. Selected accounts will be deleted. All emails and files once removed can be restored within 20 days using the G Suite Admin Console otherwise they will be gone forever.
Click on Proceed to actions
Choose actions
In Choose actions select any action from the menu on left and fill in their details on the right side.
When ready click on Send approval request
Result
The request will be sent to the Security officer for approval
When approved the selected actions will take effect, then the account will be removed
Modify
Below will be showcased how users from your domain can be Modified
Launch Flow
A new window will be opened.
From the menu on the left click on Create workflow.
Workflow type
In Workflow type fill in the details
- Add workflow name
- Set the workflow type to Modify
- The “Run immediately after approval” button allows you to schedule this job to run in future time.
- Click on next to proceed
Select the user to be updated
Under Search for a user, tab select the users that will be modified (updated)
- Search for a user
- Search for a group
- Search for an OU
Click on Proceed to actions
Choose actions
In Choose actions select any action from the menu on left and fill in their details on the right side.
When ready click on Send approval request
Result
The request will be sent to the Security officer for approval
When the request is approved, the selected actions will take effect and the users will be modified
Flow result
When the Flow operations are completed, the selected users will be OnBoarded into your domain, OffBoarded of your domain, or Modified according to your needs.
Additional How-to’s and documentation for Flow can be found here
If you would like to run a trial of our products please install GAT+ from the G Suite Marketplace and contact us at support@gatlabs.com with any questions you may have.
To request a demo please click here and fill the form, we will get back to you in less than 12 hours during weekdays.
If you tried GAT in the past and you would like to run a fresh trial again, please enquire through this form.
