Users audit overview with GAT Flow

GAT Flow allows admins to directly manage users. This direct access to the user account enables the Admin to view the current state of the User account and allows them to perform actions such as Setting user Signature, Changing the users account details, Adding and Removing, Groups, Aliases, Phones, Addresses, and more

The Users module allows the admin to update the user data in real-time as well as create or delete the user’s data.

Users audit #

In Flow navigate to the Users audit 

The “Users” tab will display a view of all the users of the domain.

The default view will show the User email, Org. Unit, Number of Groups, If the user is Admin or Suspended and the Last login date.

Actions available under Users tab #

In the Users tab an Admin can:

  • use ‘Create user‘ button to create/onboard a single user into the domain
  • use the ‘pencil’ icon on the right-hand side to edit the existing user’s profile
  • use ‘x‘ symbol on the right-hand side to delete the existing user’s profile

Take action to edit the existing user’s details #

The Admin can apply a filter to find the User they want to update, then click on the “pen” icon on the right side.

This will show all the details for the user.

There are a few different sections that can be changed.

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  • General
    • Email – change the user’s email address
    • Private email – add, edit or remove the private email
    • First and Last name – add, edit or remove the First name and Last name of the user
    • Org. Unit – change the user Organization unit
    • Admin – set the user as Admin or remove those privileges
    • Suspend user – set the user as Suspended or Unsuspended
    • Show in a global directory – enable the User to be visible or not in the Global directory
    • Recovery phone –add, remove or edit the recovery phone number
    • Recovery email – add, remove or edit a recovery email address
    • Department – add, remove or edit department for the selected user
    • Job title – add, remove or edit the job title for the selected user
    • Employee type – add, remove or edit the employee type
    • Cost center – add, remove or edit the employee type
  • External Id – add, remove or edit external id
  • Aliases – Add or Remove user Aliases
  • Phones  – Add or Remove the user’s phone number
    • Grand Central – enter the grand central phone number
    • Work – enter the work phone number
    • Home – enter the home phone number
    • Mobile – enter the mobile phone number
  • Addresses – Add or Remove user Addresses
    • Home – enter the home address
    • Other – enter the other address
    • Work – enter the work address
  • Relations – Add relations to the user
  • Password – set and change the user password
    • Enable change password at next login
  • Gender – set the gender if required
    • Address me as – enter how would you like to be addressed
    • Gender – set up the gender
      • Female
      • Male
      • Other – enter custom gender 
      • Rather not say
  • Groups – Add and Remove users from the chosen Groups. Select the Group email and add the users’ role for the chosen group
    • Member – add the user as a member of the chosen group
    • Owner – add the user as an owner of the chosen group
    • Manager – add the user as a manager of the chosen group
  • Email forwarding – Enable email forwarding
    • Forwarding – on/off option
      • Deposition – select an option 
        • Keep a copy in the inbox
        • Mark copy as read
        • Archive copy
        • Delete copy
      • Forward to (in use) – enter any of the added (accepted) forwarding addresses
    • Forwarding addresses – list of accepted or pending Email forwardings
  • Email delegation – Add or remove email delegation 
  • Custom attributes – add custom attributes to the selected user
  • Email signature – This allows the Admin to view the current signatures of the users. Using this option the Admin can directly change and update the signature.
  • Update the Alias email signature  – The Admin can change the “send as” and update the Alias signature of the selected user 
    • View and select the – Send as email
      • For example: Send as a Personal email or Send from a Group email
      • Set the name for the Signature
    • Use a classic or HTML editor to create the signature
    • Pick a template for the Signature as the Workflow signature
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When the Email signature is changed click on the Save button.

Result of editing #

The user details will be updated right away and reflected in the Google Workspace Admin console.

The email signature change will be reflected in the User’s Gmail after refresh.

Refresh user data #

There is an option to “Refresh data” (scan now). If any details are not up to date or any recent changes were made in the Google Workspace Admin console, the Refresh button will sync the data with the Google Admin console.

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Take action to create the new user’s profile #

An Admin can create a user’s profile and set up the General information and Password, as well as add:

  • Aliases
  • Phones
  • Addresses
  • Relations
  • External IDs

  • Gender
  • Groups
  • Email delegation
  • Email signature
  • Custom attributes

When all details are set up, Save button allows for finalizing the creation process.

Result of creating  #

When the process is completed, a new user is created.

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