GAT Flow allows Google Workspace admins to onboard, offboard, or modify existing users/students in bulk and add any given Folder into their Google Drive
Also, allows any selected group of users to have a copy of a specific folder in bulk.
Open GAT Flow #
Navigate to GAT+ (1)> Flow (2)
Create Workflow #
Navigate to Flow → Create workflow (1)
Within the Define Workflow Type section (2), enter the details as required:
- Name – a name for the workflow (3)
- Type – select Modify or Onboarding (4)
- Modify – update existing users and add to specific Folder
- Onboarding – create a new user account and add a copy of existing Folder to them
- Run immediately after approval (5)
- Next – click to proceed (6)
Search for a User(s) #
At this step, search for the users, groups, or OU and add them to the workflow (1-3)
- Search for a user – click and search for individual users
- Search for a group – click and search for a group of users
- Search for an OU – click and search for the OU of users
When the users are selected click on Next (4).
Choose Actions #
Under the Choose Actions section (1), click on the + button (2) and Add action (3). A pop-up menu with all the available actions will be displayed.
When selected a pop-up menu with different options will be displayed.
Search for or select the actions you want to take. In this case Copy folder to selected users.
The selected action appears in the workflow. Double click on the action node to open the action’s configuration section.
Configure the Copy folder to selected users action (1). Under the Copy from field (2), enter the email of the user, from whom you want to copy the folder. When the User is chosen select the Root folder from the User’s MyDrive by searching for it (3) or selecting from the Drive Tree (4).
When finished, click anywhere outside the action note to close it and select Send Approval Request to the Security Officer for review.
After selecting Send Approval Request (1), a confirmation message will appear. Confirm to continue (2).
Security Officer Approval #
An email will be sent to the Security Officer. The Security officer will receive an email for the approval required.
Note: If you have pre-approved Flow approved, the action will be set to run without approval required.
The Security Officer can view all the actions to be taken and approve the request.
Result #
When the request is sent, the details can be seen in Workflow
The selected Folder will be copied and placed in each of the selected users’ My Drive.
