GAT Flow is a user management tool for Google Workspace domains.
With Flow, the admin can take multiple different actions on multiple users.
Search and add a user to all or any Google Shared Drive #
One of the many actions available in Flow is to Search and Add users to all or specific Google Shared Drive.
The admin can give users different permissions to different Shared Drives.
This can be done in both Onboarding and Modifying workflows.
Workflow type #
In the Workflow fill in the details. You can set it up also as an Event workflow or Recurring workflow.
- Name – enter the name of the workflow (2)
- Description – enter a description for the workflow (optional)
- Type – select what workflow type you would like to run
- Modify – modify existing users (3)
- Include suspended users – enable or disable to allow you to select users who are currently suspended:
- If enabled – you will be able to select even users who are suspended
- If disabled – you will be able to select only users who are active
- Run immediately after approval – provides an option to schedule the workflow to run in a selected future time (optional)
Later click Next (4) to proceed.
Search For User #
Search for the users and add them
- 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
- Search for a classroom – click and search for a classroom of users
- Next – click to proceed further
Choose actions #
In the Choose actions click on the (+) button (1) and then click the Add action button (2)
When selecting Add action, a menu with different options will be displayed.
Search for the “Folder, Shared Drive permission change” (1) option it will be under the Drive tab. Double click the action node to configure the settings.
Action on Shared Drive folders
- Type – Add or Remove
- File type – Shared Drive
- Scopes – Content manager (or any permission desired )
- Select all folders – this will select all the Root Shared Drives of the domain
- Select all internal folders – Selects all locally owned Shared Drives.
- Select all external folders – Selects all externally owned Shared Drives.
- Alternatively, Individual Shared Drives can be selected.
- Send approval request – click on the bottom below to send the Flow request for approval
- If pre-approval is enabled – the admin can proceed without approval needed
The same action can be done for any user’s Drive Folders.
- Type – Add or Remove
- File type – Folder
- Scopes – Commenter (or any permission desired)
- Select from – select the email account of the user from whose MyDrive folders the user is to be added or removed
- Select all folders – select all the folders
- Select all internal folders
- Select all external folders
- Send approval request – click on the bottom below to send the Flow request for approval
- If pre-approval is enabled – the admin can proceed without the approval needed
Workflow approval #
The Security officer will receive an email to approve the request.
Where they can Approve or Deny the request.
Result #
At the end of the workflow completion, when the request is approved:
- The selected Users will be added as “Content Manager” to All Shared Drives.
- The selected Users will be added as “Commenters” to all Folders of the chosen user.
