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.

• 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 (as 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. Send email – Send a welcome email to a user-created, specified user or private email
  2. Set up auto-reply – Set up Out of Office Message for a User on your Google Workspace Domain
  3. Set up email auto-forwarding
  4. Set up email delegation – Google Workspace Bulk Email Delegation
  5. Set up POP
  6. Set up IMAP
  7. Create an email filter – Create an Email Filter for any user of the domain
  8. Create gmail label 
• Drive  
  1. Copy folder to selected users – Copy Folder to Selected Users in Bulk
  2. Folder, Shared Drive permission change
• Calendar – Actions for Calendars 
  1. Add users to calendars – How To Bulk Add User to Calendar
  2. Share user calendar with specific people 
• User
  1. Set as super admin
  2. Set email signature – Modify Email Signature to Google Workspace Users in Bulk
  3. Set user role – Set and Remove Admin User Roles With GAT Flow
  4. Copy user contacts
  5. Change user password – Change user passwords in bulk
  6. Change user password at next login
  7. Change user organization unit
  8. Suspend user
  9. Set time zone
  10. Set user manager – Set user managers in bulk
  11. Set address me as – Adding the title of the user’s to Gmail signatures automatically
  12. Set user’s preferred language
• 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
• Devices
  1. Change Google Licence assignment 
• 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. Migrate emails – How to Migrate Bulk Emails in Google Workspace
  2. Remove email forwarding
  3. Remove email delegation
  4. Clear user email filters
• Calendar
  
  1. Transfer calendar events
  2. Delete user calendar events
  3. Wipe user calendar
• User
  1. Google application data transfer
  2. Clear recovery data
  3. Force sign out – Force Sign Out Google Workspace Users
  4. Delete user profile picture – Remove User Profile Photos
  5. Delete 2-step verification backup codes – Delete 2-step verifcation backup codes 
  6. Disable 2-step verification – Disable 2-step verification 
  7. Delete app-specific passwords
  8. Remove user from all calendars
  9. Remove user from google sites
  10. Revoke apps tokens
  11. Change global directory visibility
  12. Unshare owned files
  13. Remove user access to files and folders
  14. Make Youtube videos unlisted
  15. Remove user role
• Group
  1. Delete users from groups
  2. Change group member subscription
• Classroom
  1. Remove student(s) from all Classrooms
  2. Remove teacher(s) from all Classrooms
  3. Change classrooms owner
• Devices
  1. Wipe mobile devices
  2. Change Chrome OS device status
  3. Change Google Licence assignment 
• Actions – actions for workflow
  1. Delay workflow

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. Send email – Send a welcome email to a user-created, specified user or private email
  2. Set up auto-reply – Set up Out of Office Message for a User of your Google Workspace Domain
  3. Set up email auto-forwarding – Set email delegation and auto-forwarding to Manager
  4. Set email delegation – Google Workspace Bulk Email Delegation
  5. Set POP
  6. Set IMAP
  7. Create an email filter – Create an Email Filter for any user of the domain
  8. Create gmail label
  9. Migrate emails – How to migrate bulk emails in Google workspace
  10. Remove Email forwarding
  11. Remove Email delegation
  12. Clear user email filters – Remove User Email Filters for Several Users in Bulk via GAT Flow
• Drive – Actions for Drive  
  1. Copy folder to selected users –  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. Share user calendar with specific people – Share primary calendar to specific users and groups
  3. Transfer calendar events
  4. Delete user calendar events
  5. Wipe user calendar – Wipe data from Users’ calendars with GAT Flow 
• User
  1. Set as super admin
  2. Set email signature – Modify Email Signature to Google Workspace Users in Bulk
  3. Set user role
  4. Copy user contacts – Copy Contacts from one user (or multiple) to a user, group or OU
  5. Change user password – Change user passwords in bulk
  6. Change user password at next login
  7. Change user organization unit
  8. Suspend user – Suspend User(s) in Google Workspace
  9. Set time zone – Setting the time zone for a group of users
  10. Set user manager – Set user managers in bulk
  11. Set address me as – Adding the title of the user’s to Gmail signatures automatically
  12. Set user’s preferred language – Set preferred language via Conditional Flow
  13. Google application data transfer
  14. Clear recovery data
  15. Force sign out – Force Sign Out Google Workspace Users
  16. Delete user profile picture – Remove User Profile Photos
  17. Delete 2-step verification backup codes – Delete 2-step verification backup codes 
  18. Disable 2-step verification – Disable 2-step verification 
  19. Delete app-specific passwords – Delete App-specific passwords
  20. Remove user from all calendars
  21. Remove user from google sites – Automatically remove users from Google Sites
  22. Revoke apps tokens
  23. Change global directory visibility
  24. Unshare owned files – Remove shares from owned files in Google Drive
  25. Remove user access to files and folders – Remove access to files and folders shared with a user
  26. Make Youtube videos unlisted – Make YouTube Videos Unlisted via GAT Flow
  27. Remove user role – Set and Remove Admin User Roles With GAT Flow
• Groups 
  1. Add user to groups 
  2. Delete user from Groups
  3. Change group member subscription – Change the Group Email Subscriptions Settings for Multiple Users with 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. Remove student(s) from all Classrooms
  4. Remove teacher(s) from all Classrooms
  5. Change Classrooms owner
• Devices
  1. Wipe Mobile devices
  2. Change Chrome OS device status
  3. Change Google Licence assignment – Google Licence Assignment Action
• Actions – actions for workflow
  1. Delay workflow

Automated workflows  #

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

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