{"id":5626,"date":"2022-12-08T17:14:31","date_gmt":"2022-12-08T17:14:31","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&p=5626"},"modified":"2023-08-01T14:43:33","modified_gmt":"2023-08-01T13:43:33","password":"","slug":"automate-user-onboarding-using-gat-flow","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/automate-user-onboarding-using-gat-flow\/","title":{"rendered":"Automate User Onboarding using GAT Flow"},"content":{"rendered":"

GAT Flow<\/a>\u00a0allows\u00a0Google Workspace<\/a> Admins to take actions on the users on their domain in bulk. They can also automate user onboarding with this tool by creating and running the workflow and saving the action set to be used in the future.<\/p>\n

Create Workflow and Save Action Sets<\/h2>\n

An Admin can use Create workflow feature and create a new user(s), then set the jobs required to run during the onboarding process.<\/p>\n

Step 1: Create workflow<\/h3>\n

To onboard a new user(s) navigate to Flow-> Create workflow<\/strong>, fill in the title and set the type to Onboarding<\/strong>, then click on Next.\u00a0<\/strong><\/p>\n

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Next, fill in all necessary fields in the Create a user<\/strong> window.<\/p>\n

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For a large number of users, Admin can add the information separately or upload the user details from a spreadsheet.<\/p>\n

When ready, click on Proceed to actions.<\/strong><\/p>\n

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Next, choose actions that must run during the onboarding process.<\/p>\n

When ready, Send approval request.<\/strong><\/p>\n

The request is sent to the Security Officer.<\/strong><\/p>\n

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Step 2: Save action sets<\/h3>\n

To search for the existing workflow, navigate to Workflow<\/strong>, find a previously created workflow whose action set is to be copied (or search via name set), then click on the ‘eye’ icon to see further details.<\/p>\n

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Click on Save as action set\u00a0<\/strong>after reviewing the details.<\/p>\n

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That set of actions can be used for the next onboarding process if applicable.<\/p>\n

The saved action set can be used in the new workflow by clicking on Add actions set.<\/strong><\/p>\n

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Previously set actions are automatically included in the workflow.<\/p>\n

Saved Action Sets and Event Workflow<\/h2>\n

GAT Flow<\/strong> also provides an alternative method to speed up the new user(s) onboarding process. It consists of two steps:<\/p>\n

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  1. Saved Action sets<\/strong><\/li>\n
  2. Event Workflow<\/strong><\/li>\n<\/ol>\n

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    In this method, the admin first creates and saves a set of actions for onboarding new users. Then, they create an Event triggered workflow where the saved set of actions will be used. This 2 step process will help Admins to automate onboarding in any organization including schools or colleges.<\/p>\n

    Step 1: Saved action sets – Modify<\/h3>\n

    To create a new set of actions that can be used for further workflows, navigate to GAT Flow -> Saved action sets -> Create action set<\/strong><\/p>\n

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    On the next window, enter the actions set name, select the type of the workflow: MODIFY<\/strong>, and if applicable, switch on the following options ‘Conditional flow’, ‘Validated’.<\/strong><\/p>\n