GAT Flow allows admins to onboard, offboard or modify existing users/students in bulk and add any given Folder into their Google Drive.
Allowing any selected group of users to have a copy of specific folders in bulk.
This will create a copy of the existing folders and the copy will be placed in the Drive of the selected users.
Below we will show how this can be done with GAT Flow
Create Workflow #
Navigate to GAT+ > Flow > Create workflow
For this example, we will use the Modify option
Under the Define Workflow Type, fill in all the required details:
- Name – enter a name for the workflow
- Description (Optional) – enter a description for the workflow to be taken
- Type – select the workflow type you want to take
- Modify – modify existing users
- Run immediately after approval
- Next – click on the button to proceed
Search for a User(s) #
Under Search for a User section (1) select the users to whom you want to copy the folders to.
The users can be selected individually, via group, or by the org. unit of users (2-3). You can also import users via Google spreadsheet.
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.
The action will be shown, fill in the required details (1):
- Copy from (2)- select the user from whose drive you want to copy the Folders. A list of the Folders under the Users MyDrive will be displayed
- Select all folders (3) – select all folders of the given user
- Search folder (4) – manually search for the needed folder
- Select the folders you want to create a copy of (5)
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 workflow is approved (via pre-approval or by a Security Officer). The workflow will be set to run and its details can be seen in the Workflow tab by the Admin.
As a result, this action will create a copy of the existing (selected) folders and it will be placed in the MyDrive of the chosen users.
