GAT Flow Product Overview

What is GAT Flow? #

GAT Flow is a Google Workspace user management tool from GAT+.

It’s used by Google Workspace Admins to take single or bulk actions to Onboard (create), Offboard (delete), or Modify (update) user accounts in Google Workspace.

GAT Flow presents different types of Workflow that contain action sets.

By default, GAT Flow can only be used by Super Admins of the domain.

Alternatively, an Admin can give non-admin users access to the Flow application.

**Prerequisite: GAT Flow requires GAT+ to be installed on the domain, and a Security Officer in GAT Unlock to be configured.

**Availability: GAT Flow is not available during the Trial period.

GAT Flow is part of the Admin and Secure plans for Enterprise, and the Manage and Vigilant plans for Education. Alternatively, you can contact us if you have a test domain.

**Security Officer: GAT Flow workflows and actions must be approved by a Security Officer, see policy process to add Security Officers.

---

Non-Google Admin Users #

GAT Flow can be delegated to non-admin users. That way you can allow non-admin users who deal with onboarding or offboarding users to have access to GAT Flow.

For example, HR staff can have different workflows preconfigured so they can onboard and offboard staff easily from different departments without having to call IT every time there’s a staff movement.

(See our resource Delegate Access to a Non-Google Admin for more information)

---

How does GAT FLOW work? #

Using Google APIs (Application Programming Interface), GAT Flow allows Admins to manage and apply changes to their Google Workspace domain users.

A Google Workspace Admin can use GAT Flow to perform one or multiple actions for one or multiple users of their domain.

GAT FLOW Action Sets #

An Action Set allows Google Workspace Administrators to set up and prepare a set of actions for Onboarding, Offboarding, and Modifying users. 

Each of these Action sets can be easily used when a workflow is created. 

When a new workflow is created, the prepared action set can be used right away, instead of manually selecting each action — This allows the Action set to be used for creating a more streamlined Workflow.

• The action set for Onboarding Google Workspace users

“Action sets” can be created for each workflow type: Onboarding, Offboarding, and Modify.

For each workflow type, different sets of actions can also be combined.

For example, when a new user joins your Google workplace domain an initial action set can be created for the basic action of setting up a user. This action set can:

• Set up the account
• Set password and 2FA conditions
• Send a welcome email
• Copy standard documents (such as the company handbook or holiday request forms) into the new staff member’s folders, etc.

This type of action set is common to all new staff.

A second Action set can be created for Adding a user to their department’s account.

For example, an action set will include onboarding new members to their team’s account.

With the onboarding action, you can add multiple other actions such as:

• Adding this new user to the account’s email group
• Setting up their email signature
• Transferring Calendar events
• Sending a welcome email
• Giving them access to folders or Shared Drive
• Copying user contacts
• Set up their Org. unit 

A third Action set can be created for Modifying existing users.

For example, an action set will include Modifying existing users of the Sales team. With the Modify actions, you can edit and perform multiple changes on multiple users.

• Setting up and adjusting the email signature of your entire Sales team
• Migrating emails from one user to another
• Adding/Transferring/Deleting users’ Calendar events
• Suspending users
• Clearing recovery data
• Changing global directory visibility 

Each of these “Action Sets” can be used and combined multiple times for each Workflow an Admin may need.

GAT FLOW Workflows #

A Workflow is a set of different actions an Admin can combine together.

A Workflow is a combination of:

• Choosing Workflow type – Onboarding, Offboarding, and Modify
• Search for a user – Selecting the users who will be affected 
• Choose actions – Setting all the actions that can be performed on the workflow.

Different action sets can be combined. Some can be common to all users, others will be specific to users in different departments.

An Admin can create multiple workflows for each task type, for each user or bulk user, and select one or multiple actions to be performed, and different combinations of those actions.

Types of workflows #

A workflow can contain one or more actions or ‘Action sets’.

GAT Flow supports 3 different Workflow types:

• Onboarding
• Offboarding
• Modifying

Onboarding  #

The Onboarding workflow allows Admins to create user accounts for the domain (creating Email and User accounts for the users). These user accounts can be directly added to the domain using the UI or imported via a Google spreadsheet.

It also allows additional actions to be taken — see Actions available when Onboarding users.

Action Options available when creating user accounts (can take place simultaneously):

• Email – (Actions for Gmail)
  1. Create an email filter – Create an Email Filter for any user of the domain
  2. Create Gmail label – Setting up Gmail Labels in Bulk with GAT Flow
  3. Send email – Send a welcome email to a user-created, specified user or private email
     1. Send to selected users
     2. Send to the specified user
        1. Send single email
        2. Send multiple emails – Send multiple automated emails to a specified user
     3. Send to private emails
  4. Set up POP
  5. Set up IMAP
  6. Set email auto-forwarding – Set email delegation and auto-forward to the Manager
  7. Set email delegation – Google Workspace Bulk Email Delegation
  8. Set up auto-reply – Set up Out of Office Message for a User on your Google Workspace Domain
• Drive  
  1. Copy folder to selected user(s) – Copy Folder to Selected Users in Bulk
  2. Folder, Shared Drive permission change – Search and add users to all or any Drive or Shared Google Drive Folder
• Calendar – Actions for Calendars 
  1. Add users to calendars – How To Bulk Add User to Calendar
  2. Remove user from calendars – Remove Users and Groups from the User’s Calendar with GAT Flow
  3. Share user primary calendar – Share primary Google Calendar with specific users and groups
• User
  1. Add user email Send as
  2. Add user email alias – Set Users’ Email Aliases in Bulk via Workflow with GAT Flow
  3. Change user organizational unit
  4. Change user password – Change user passwords in bulk
  5. Change user password at next login
  6. Change user’s employee information – Set Up an Existing User’s Details in GAT Flow
  7. Copy user contacts – Copy Contacts from one user (or multiple) to another user, group or OU
  8. Set address me as – Adding the title of the user’s to Gmail signatures automatically
  9. Set as super admin
  10. Set email signature – Modify Email Signature to Google Workspace Users in Bulk
  11. Set time zone – Setting the Time Zone for a Group of Users on Your Domain
  12. Set user custom attribute – Update the user’s custom attributes with GAT Flow
  13. Set user manager – Set user managers in bulk
  14. Set user role – Set and Remove Admin User Roles With GAT Flow
  15. Set user’s preferred language – Set Preferred Language In Google Workspace Via Conditional Flow
  16. Suspend or unsuspend user – Suspend user(s) in Google Workspace via GAT Flow
  17. Sync contacts – Sync Domain Contacts to User in Google Workspace via GAT Flow
• Groups 
  1. Add user to groups
• Classrooms (for Workspace for Education domains)
  1. Add user(s) as a Co-teacher to existing Google Classrooms
  2. Add user(s) as a student to Google Classrooms –  Add Students to Google Classrooms
  3. Create classroom – Create New Classroom and Assign Students in Bulk with GAT Flow
• Devices
  1. Change Google Licence assignment – Google Licence Assignment Action
• Actions – actions for workflow
  1. Delay workflow – Add Delay For New And Existing Workflows In GAT Flow

Offboarding #

The offboarding workflow allows Google Workspace Administrators to delete any user account and remove it directly from the domain.

It also allows additional action to be taken — see Actions Available when Offboarding Users.

Action options available when Offboarding (deleting) user accounts (can take place simultaneously):

• Email 
  1. Clear user email filters – Remove User Email Filters for Several Users in Bulk via GAT Flow
  2. Create email filter – Automate the creation of email filters for any given user in your domain
  3. Migrate emails – How to Migrate Bulk Emails in Google Workspace
  4. Remove email delegation
  5. Remove email forwarding
  6. Send email
     1. Send to selected users
     2. Send to a specified user
        1. Send single email
        2. Send multiple emails – Send multiple automated emails to a specified user
     3. Send to private emails
• Calendar
  
  1. Add user to calendars – How To Add Multiple Users to Many Calendars
  2. Delete user calendar events
  3. Remove users from calendars – Remove Users and Groups from the User’s Calendar with GAT Flow
  4. Transfer calendar events
  5. Unshare user calendar – Remove Sharing Permissions of Users’ Google Calendars with GAT Flow
  6. Wipe user calendar – Wipe data from Users’ calendars with GAT Flow
• User
  1. Archive user – Bulk Archive or Unarchive Google Workspace Users with GAT Flow
  2. Change global directory visibility
  3. Change user email – Change User Email in Bulk during the Workflow in GAT Flow
  4. Change user organizational unit
  5. Change user password – Change user passwords in bulk
  6. Clear recovery data
  7. Clear user aliases – Clear Users’ Email Aliases in Bulk via GAT Flow
  8. Clear user email Send as – Clear Users’ Email Send As in Bulk via GAT Flow
  9. Delete 2-step verification backup codes – Delete 2-step verifcation backup codes 
  10. Delete app-specific passwords – Delete app-specific passwords
  11. Delete user profile picture – Remove User Profile Photos
  12. Disable 2-step verification – Disable 2-step verification 
  13. Force sign out – Force Sign Out Google Workspace Users
  14. Google application data transfer
  15. Make Youtube videos unlisted – Make YouTube Videos Unlisted via GAT Flow
  16. Remove suspended users from contacts – Remove Suspended Users from Contacts in Bulk using GAT Flow
  17. Remove user access to files and folders – Remove access to files and folders shared with a user
  18. Remove user from all calendars
  19. Remove user from google sites – Automatically remove users from Google Sites
  20. Remove user role – Set and Remove Admin User Roles With GAT Flow
  21. Revoke apps tokens – Revoke all apps for Google Workspace User with GAT Flow
  22. Set as super admin
  23. Set email signature – Modify Email Signature to Google Workspace Users in Bulk
  24. Set user custom attribute – Modify Email Signature to Google Workspace Users in Bulk
  25. Suspend or unsuspend user – Suspend User(s) in Google Workspace
  26. Unshare owned files – Remove shares from owned files in Google Drive
• Group
  1. Change group member subscription – Change the Group Email Subscriptions Settings for Multiple Users with GAT Flow
  2. Delete users from groups – Delete users from all groups with some exceptions via GAT Flow
• Classroom
  1. Change Classrooms owner – Changing the Owner of the Google Classroom with GAT Flow
  2. Remove student(s) from all Classrooms
  3. Remove teacher(s) from all Classrooms
• Devices
  
  1. Change Chrome OS device status
  2. Change Google Licence assignment – Google Licence Assignment Action
  3. Wipe mobile devices
• Actions – actions for workflow
  1. Delay workflow – Add Delay For New And Existing Workflows In GAT Flow

Modify  #

The Modify workflow allows Google Workspace Administrators to update user accounts for their domain. Users’ accounts will be directly updated using the UI, or imported via a Google spreadsheet.

It also allows additional action to be taken — see Overall actions available for Modifying 

Action options available when Modifying (updating) user accounts (can take place simultaneously):

• Email – Actions for Email
  1. Clear user email filters – Remove User Email Filters for Several Users in Bulk via GAT Flow
  2. Create an email filter – Create an Email Filter for any user of the domain
  3. Create Gmail label – Setting up Gmail Labels in Bulk with GAT Flow
  4. Migrate emails – How to Migrate Bulk Emails in Google Workspace
  5. Remove Email delegation
  6. Remove Email forwarding
  7. Send email – Send a welcome email to a user-created, specified user or private email
     1. Send to selected users
     2. Send to specified user
        1. Send single email
        2. Send multiple emails – Send multiple automated emails to a specified user
     3. Send to private emails
  8. Set IMAP
  9. Set POP
  10. Set email auto-forwarding – Set email delegation and auto-forwarding to Manager
  11. Set email delegation – Google Workspace Bulk Email Delegation
  12. Set up auto-reply – Set up Out of Office Message for a User of your Google Workspace Domain
• Drive – Actions for Drive  
  1. Copy folder to selected user(s) –  Google Drive Copy Multiple Folders to Multiple Users in Bulk
  2. Folder, Shared Drive permission change – Search and add users to all or any Drive or Shared Drive Folders
• Calendar – Actions for Calendars 
  1. Add user to calendars – How to Bulk Add Users to Calendar
  2. Delete user calendar events
  3. Remove user from calendars – Remove Users and Groups from the User’s Calendar with GAT Flow
  4. Share user primary calendar – Share primary calendar to specific users and groups
  5. Transfer calendar events
  6. Unshare user calendar – Remove Sharing Permissions of Users’ Google Calendars with GAT Flow
  7. Wipe user calendar – Wipe data from Users’ calendars with GAT Flow 
• User
  1. Add user email Send as
  2. Add user email alias – Set Users’ Email Aliases in Bulk via Workflow with GAT Flow
  3. Archive user – Bulk Archive or Unarchive Google Workspace Users with GAT Flow
  4. Change global directory visibility
  5. Change user email – Change User Email in Bulk during the Workflow in GAT Flow
  6. Change user organizational unit
  7. Change user password – Change user passwords in bulk
  8. Change user password at next login
  9. Change user’s employee information – Set Up an Existing User’s Details in GAT Flow
  10. Clear recovery data
  11. Clear user aliases – Clear Users’ Email Aliases in Bulk via GAT Flow
  12. Clear user email Send as – Clear Users’ Email Send As in Bulk via GAT Flow
  13. Copy user contacts – Copy Contacts from one user (or multiple) to a user, group or OU
  14. Delete 2-step verification backup codes – Delete 2-step verification backup codes 
  15. Delete app-specific passwords – Delete App-specific passwords
  16. Delete user profile picture – Remove User Profile Photos
  17. Disable 2-step verification – Disable 2-step verification 
  18. Force sign out – Force Sign Out Google Workspace Users
  19. Google application data transfer
  20. Make Youtube videos unlisted – Make YouTube Videos Unlisted via GAT Flow
  21. Remove suspended users from contacts – Remove Suspended Users from Contacts in Bulk using GAT Flow
  22. Remove user access to files and folders – Remove access to files and folders shared with a user
  23. Remove user from all calendars
  24. Remove user from google sites – Automatically remove users from Google Sites
  25. Remove user role – Set and Remove Admin User Roles With GAT Flow
  26. Revoke apps tokens – Revoke all apps for Google workspace User with GAT Flow
  27. Set address me as – Adding the title of the user’s to Gmail signatures automatically
  28. Set as super admin
  29. Set email signature – Modify Email Signature to Google Workspace Users in Bulk
  30. Set time zone – Setting the time zone for a group of users
  31. Set user custom attribute – Update the user’s custom attributes with GAT Flow
  32. Set user manager – Set user managers in bulk
  33. Set user role – Set and Remove Admin User Roles With GAT Flow
  34. Set user’s preferred language – Set preferred language via Conditional Flow
  35. Suspend or unsuspend user – Suspend User(s) in Google Workspace
  36. Sync contacts – Sync Domain Contacts to User in Google Workspace via GAT Flow
  37. Unshare owned files – Remove shares from owned files in Google Drive
• Groups 
  1. Add user to groups 
  2. Change group member subscription – Change the Group Email Subscriptions Settings for Multiple Users with GAT Flow
  3. Delete users from groups – Delete users from all groups with some exceptions via GAT Flow
• Classrooms 
  1. Add user(s) as a Co-teacher to existing Google Classrooms
  2. Add user(s) as a student to Google Classrooms – Add Students to Google Classrooms
  3. Change Classrooms owner – Changing the Owner of the Google Classroom with GAT Flow
  4. Create classroom – Create New Classroom and Assign Students in Bulk with GAT Flow
  5. Remove student(s) from all Classrooms
  6. Remove teacher(s) from all Classrooms
• Devices
  
  1. Change Chrome OS device status
  2. Change Google Licence assignment – Google Licence Assignment Action
  3. Wipe Mobile devices
• Actions – actions for workflow
  1. Delay workflow – Add Delay For New And Existing Workflows In GAT Flow

---

Automated workflows in GAT FLOW #

GAT Flow offers two ways to run Automatic workflows:

I. Event Workflows #

An automatic workflow that can be triggered by an event, such as when a new user is added to a Group or Organization Unit (OU).

These events will trigger the pre-selected workflow. 

Note: Event workflows can be set only for Modify and Offboarding 

See Workflow Triggered by an Event for Users for more information.

II. Recurring Workflows #

An automatic workflow that is automatically triggered based on Time (the Recurring time is selected and when it arrives, the workflow is automatically triggered).

Note: Recurring workflow can be set only for Modify and Offboarding

Example: Recurring Workflows

Workflow templates #

Workflow templates are prepared examples of typical actions taken for Onboarding, Offboarding, or Modifying workflows. The Admins can use them for their workflow and just adjust the users needed.

Use-case example

• Workflow templates 

Users module #

The user’s module shows all the Users of the domain. The Admins can search for any user and update any data about the users. The User can be deleted or updated.

The update actions for example are changing the General data for the user, updating passwords, groups, contacts, and email data (such as aliases, delegations, auto-forwarding, auto-reply, email signature, custom attributes, and so on.

Use-case example

• Users audit overview

Organizational units #

The organization units audit allows the Admins to view all the Org. Units of the domain. The Admin can also create an org. unit and add members to it.

Use-case example

• View and manage org units via Flow

Groups #

Groups audit in Flow allows the Admins to view and audit all the groups of the domain. The Admins can create, update or delete groups as well as change their details and group settings.

Use-case example

• Manage Google groups in Flow

Classrooms #

The Classroom audit in Flow allows the Admins to create new classrooms and add students and teachers to them. They can also update existing ones or delete classrooms.

Use-case example

• Create and manage google classrooms in Flow

Custom attributes  #

The custom attributes enable the Admin to view, update, delete, and create new custom attributes.

Use-case example

• Manage custom attributes in Flow

Delegate flow #

This feature allows the Admins to create edit or delete Flow delegate. Flow delegate is a non-admin user who can log in and use Flow. 

By default, Flow is a tool only for Super Admins however Delegate Flow – allows the Admin to add non-admin users and enable them to use Flow 

An example use-case for this feature is an HR person who deals with onboarding, offboarding or modifying users of the domain.

Use-case example

• Delegate flow

Preapproved access #

Preapproved access is a feature that allows the Admins to take actions without needing Security officer approval over and over again. The admins can take simple requests without needing approval over every request they sent.

Settings #

The settings option allows the Admin to enable some settings, such as to enable or disable Send approval reminders, enable workflow auto-saves, and workflow auto alignment by default 

---

Get Started with GAT FLOW: 5 Cool Things to Try First #

1. Onboard user
2. Offboard user
3. Modify user
4. Recurring workflow
5. Event Workflow

---

5 Most Useful Things you can Achieve with GAT Flow #

1. Set up email signatures for users in bulk
2. Set up email delegation on bulk users
3. Delegate Flow access to Non-Admin user
4. Bulk add users to the calendar
5. Change Google Licence assignment