GAT Flow allows Google Workspace Admins and/or Delegated Auditors to perform single and/or mass processes. One of them is the availability to export Google Keep data and store it in the dedicated Shared Drive folder.
The Security Officer must approve the workflow to complete the export, and they will have access to that given shared Drive folder by default.
You can Export Google Keep data within a few simple steps outlined below.
Note: The action is only available during the Modify or Offboarding workflow.
Create workflow #
First, to create a workflow, navigate to Flow > Create workflow (1).
Next, fill in the details as follows under the Workflow type tab (2):
- Name – enter a name for the workflow, (e.g. ‘Export Google Keep data’) (3)
- Type – select the type of workflow you want to use (Modify or Offboarding) (4)
- Next – click to proceed (5)
Select the users #
In the next step, search for a user (1). Select one user or multiple user accounts for which you want to back up their Google Keep data (2).
Search and add the users via Search for a user, group, org. unit, or classroom or import them. The users’ accounts will appear in the list below (3)
Once users’ emails are selected, click on Proceed to Actions (4).
Chose actions #
Under the Choose Actions section (1), click on the (+) button and search for the action (2).
You will see all the options available, search and select the below Migrate Google Keep action:
The selected action appears in the workflow (1). When ready, Send approval request (2).
The Confirm! message will appear and ask as above:
Once confirmed, the request is now sent to the Security Officer for verification, and once approved the job will run.
NOTE: This action will migrate Google Keep notes to a shared drive (“GatLabs Google Keep migration [current year]”). All Security Officers will have access to this shared drive.
Security Officer verification #
The Security Officer has to approve the request. They will receive an email that will lead them to the approval page in GAT Flow.
They can review the request by clicking on the link from the email that brings them to the GAT Flow Approval tab in GAT Flow.
Results #
When the action is triggered, the Google Keep notes of given users selected in the workflow are migrated to each individual Shared Drive folder under the root folder titled “GatLabs Google Keep migration [current year]”). This Shared Drive folder is accessible to each of the Security Officers in the domain.
