{"id":7357,"date":"2023-04-27T10:16:59","date_gmt":"2023-04-27T09:16:59","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&#038;p=7357"},"modified":"2024-03-08T15:28:07","modified_gmt":"2024-03-08T15:28:07","password":"","slug":"set-users-email-aliases-in-bulk-via-workflow","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/set-users-email-aliases-in-bulk-via-workflow\/","title":{"rendered":"Set Users&#8217; Email Aliases in Bulk via Workflow with GAT Flow"},"content":{"rendered":"<p><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/flow-overview\/\" target=\"_blank\" rel=\"noopener\">GAT Flow<\/a>\u00a0allows a\u00a0<a href=\"https:\/\/workspace.google.com\/\" target=\"_blank\" rel=\"noopener\">Google Workspace Admin<\/a> or\/and <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/gat-flow-delegated-auditor\/\" target=\"_blank\" rel=\"noopener\">Delegated Auditor<\/a> to set up users&#8217; email aliases in bulk.<\/p>\n<p>You can achieve this with a few simple steps outlined below.<\/p>\n<h2 id=\"0-toc-title\" class=\"betterdocs-content-heading\">Step 1.<\/h2>\n<p>First, create a workflow, and navigate to <strong>Flow &gt; Create workflow<\/strong>.<strong><br \/>\n<\/strong><\/p>\n<p>Next, fill in the details:<\/p>\n<ul>\n<li>Name \u2013 enter a name for the workflow<\/li>\n<li>Type \u2013 select the type of workflow you want to use (<strong>Modify<\/strong>\u00a0in this example)<\/li>\n<li>Next \u2013 click to proceed<\/li>\n<\/ul>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-7358 size-large alignnone\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Alias1-1024x593.png\" alt=\"Step 1. Creating a workflow\" width=\"800\" height=\"463\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Alias1-1024x593.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Alias1-300x174.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Alias1-768x445.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Alias1-360x209.png 360w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Alias1-1536x890.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Alias1.png 1771w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<h2 id=\"1-toc-title\" class=\"betterdocs-content-heading\">Step 2.<\/h2>\n<p>In the next step, search for a user. Select a single user or multiple users\u2019 accounts where the actions will be applied.<\/p>\n<p>Search and add the users via<strong>\u00a0Search<\/strong>\u00a0for a user, group, org. unit, or classroom or import them.<\/p>\n<p><img decoding=\"async\" class=\"jetpack-lazy-image jetpack-lazy-image--handled alignnone wp-image-7258 size-large\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Select-users-1024x678.png\" sizes=\"(max-width: 800px) 100vw, 800px\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Select-users-1024x678.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Select-users-300x199.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Select-users-768x509.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Select-users-360x238.png 360w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Select-users-1536x1017.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Select-users.png 1810w\" alt=\"Step 2. Searching for a user\" width=\"800\" height=\"530\" data-lazy-loaded=\"1\" \/><\/p>\n<p>Once users are selected, click on\u00a0<strong>Proceed to actions<\/strong>.<\/p>\n<h2 id=\"2-toc-title\" class=\"betterdocs-content-heading\">Step 3.<\/h2>\n<p>Then, to choose actions, click on the\u00a0<strong>(+) button<\/strong>\u00a0and search for the action.<\/p>\n<p><img decoding=\"async\" class=\"jetpack-lazy-image jetpack-lazy-image--handled alignnone wp-image-7261 size-large\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Action-1024x609.png\" sizes=\"(max-width: 800px) 100vw, 800px\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Action-1024x609.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Action-300x178.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Action-768x456.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Action-360x214.png 360w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Action-1536x913.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Action.png 1622w\" alt=\"Step 3. Choosing actions\" width=\"800\" height=\"476\" data-lazy-loaded=\"1\" \/><\/p>\n<p>Next, you will see all the options available, search and select the below action:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7361 size-large\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Add-action-1024x244.png\" alt=\"Adding user email alias\" width=\"800\" height=\"191\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Add-action-1024x244.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Add-action-300x72.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Add-action-768x183.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Add-action-360x86.png 360w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Add-action-1536x366.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Add-action.png 1724w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<p>In the next step, create a unique email alias template:<\/p>\n<ul>\n<li>select the domain (1)<\/li>\n<li>create a unique email alias template from the available variables (2)<\/li>\n<li>if applicable, create a custom variable of your choice by typing into the variable field and clicking on &#8216;+&#8217;<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-9729\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-1.png\" alt=\"\" width=\"800\" height=\"612\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-1.png 1656w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-1-300x229.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-1-1024x783.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-1-768x587.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-1-1536x1174.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-1-360x275.png 360w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<p>Once ready, <strong>Send approval request (3)<\/strong>.<\/p>\n<h3>Variables&#8217; use cases<\/h3>\n<h4>First few letters of first\/last name variable<\/h4>\n<p>&#8216;<strong>First few letters of first name<\/strong>&#8216; and &#8216;<strong>First few letters of\u00a0 last name<\/strong>&#8216; variables allow decide on how many letters from the firs or last name will be showing in the email alias (specify the number of letters):<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-9735\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-3.png\" alt=\"\" width=\"808\" height=\"378\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-3.png 1602w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-3-300x140.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-3-1024x479.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-3-768x360.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-3-1536x719.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-3-360x169.png 360w\" sizes=\"(max-width: 808px) 100vw, 808px\" \/><\/p>\n<h4>Email variable<\/h4>\n<p>The &#8216;<strong>email<\/strong>&#8216; variable allows the use of an existing primary email account as the basis for the alias in creation:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-9734\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-2.png\" alt=\"\" width=\"806\" height=\"381\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-2.png 1603w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-2-300x142.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-2-1024x484.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-2-768x363.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-2-1536x725.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-2-360x170.png 360w\" sizes=\"(max-width: 806px) 100vw, 806px\" \/><\/p>\n<h4>Date variable<\/h4>\n<p>The &#8216;<strong>Date<\/strong>&#8216; variable allows the use <strong>current date<\/strong>, and defines the current year (available in two formats: YYYY and YY), month (MM), and date (DD):<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-9751\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-6.png\" alt=\"\" width=\"801\" height=\"377\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-6.png 1588w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-6-300x141.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-6-1024x482.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-6-768x362.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-6-1536x724.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-6-360x170.png 360w\" sizes=\"(max-width: 801px) 100vw, 801px\" \/><\/p>\n<h4>EmployeeId predefined variable<\/h4>\n<p>You can select any variable from the list of available ones that suits your needs and use it to create an email alias, for example &#8216;<strong>EmployeeId<\/strong>&#8216; variable:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-9737\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-4.png\" alt=\"\" width=\"804\" height=\"513\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-4.png 1594w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-4-300x192.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-4-1024x654.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-4-768x490.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-4-1536x981.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-4-360x230.png 360w\" sizes=\"(max-width: 804px) 100vw, 804px\" \/><\/p>\n<h4>Custom variable<\/h4>\n<p>To create a variable that does not yet exist, enter it in the empty field and use the &#8220;+&#8221; button to add it to the template:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-9739\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-5.png\" alt=\"\" width=\"1611\" height=\"743\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-5.png 1611w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-5-300x138.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-5-1024x472.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-5-768x354.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-5-1536x708.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Email-variables-5-360x166.png 360w\" sizes=\"(max-width: 1611px) 100vw, 1611px\" \/><\/p>\n<h2 id=\"3-toc-title\" class=\"betterdocs-content-heading\">Step 4.<\/h2>\n<p>Last, after sending, the Security Officer has to approve the request. They will receive an email that will lead them to the approval page.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7366 size-large\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/SO-email-1024x656.png\" alt=\"Step 4. Approval request\" width=\"800\" height=\"513\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/SO-email-1024x656.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/SO-email-300x192.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/SO-email-768x492.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/SO-email-360x231.png 360w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/SO-email-1536x984.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/SO-email.png 1670w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<p><em>Note: If the\u00a0<a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-set-up-preapproval-acces-for-flow\/\">pre-approval<\/a>\u00a0option is enabled, an email is not being sent to Security Officer. The workflow creator can confirm the preapproval option to run the workflow right away.\u00a0<\/em><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"jetpack-lazy-image jetpack-lazy-image--handled alignnone wp-image-7251 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Pre-approve-e1681478515890.png\" sizes=\"(max-width: 576px) 100vw, 576px\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Pre-approve-e1681478515890.png 576w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Pre-approve-e1681478515890-300x111.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Pre-approve-e1681478515890-360x134.png 360w\" alt=\"Pre-approved workflow confirmation\" width=\"576\" height=\"214\" data-lazy-loaded=\"1\" \/><\/p>\n<h2 id=\"4-toc-title\" class=\"betterdocs-content-heading\">Result<\/h2>\n<p>Once approved, the workflow will run.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7368 size-large\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Approved-1024x194.png\" alt=\"Results\" width=\"800\" height=\"152\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Approved-1024x194.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Approved-300x57.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Approved-768x145.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Approved-360x68.png 360w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Approved-1536x290.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/Approved.png 1783w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<p>Finally, an alternative email address (email alias) exists.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-7370 size-large\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/New-alias-1024x585.png\" alt=\"An alternative email address (email alias) created\" width=\"800\" height=\"457\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/New-alias-1024x585.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/New-alias-300x171.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/New-alias-768x439.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/New-alias-360x206.png 360w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2023\/04\/New-alias.png 1160w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/><\/p>\n<h2>Related Posts<\/h2>\n<ul>\n<li><a class=\"LinkSuggestion__Link-sc-1gewdgc-4 cLBplk\" href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/manage-google-groups-in-gat-flow\/\" target=\"_blank\" rel=\"noopener\">Manage Google Groups in GAT Flow<\/a><\/li>\n<li>\n<div class=\"LinkSuggestion__LinkSuggestionWrapper-sc-1gewdgc-0 jVpUkX yoast-link-suggestion__wrapper\"><a class=\"LinkSuggestion__Link-sc-1gewdgc-4 cLBplk\" href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/find-empty-google-groups-and-their-aliases\/\" target=\"_blank\" rel=\"noopener\">Find Empty Google Groups and their Aliases<\/a><\/div>\n<\/li>\n<li>\n<div class=\"LinkSuggestion__LinkSuggestionWrapper-sc-1gewdgc-0 jVpUkX yoast-link-suggestion__wrapper\"><a class=\"LinkSuggestion__Link-sc-1gewdgc-4 cLBplk\" href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/gat-flow-users-audit\/\" target=\"_blank\" rel=\"noopener\">Users Audit Overview with GAT Flow<\/a><\/div>\n<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>GAT Flow\u00a0allows a\u00a0Google Workspace Admin or\/and Delegated Auditor to set up users&#8217; email aliases in bulk. You can achieve this with a few simple steps outlined below. Step 1. First, create a workflow, and navigate to Flow &gt; Create workflow. Next, fill in the details: Name \u2013 enter a name for the workflow Type \u2013 [&hellip;]<\/p>\n","protected":false},"author":11,"featured_media":5370,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[23],"glossaries":[],"doc_tag":[27],"class_list":["post-7357","docs","type-docs","status-publish","has-post-thumbnail","hentry","doc_category-email-audit","doc_tag-gat-flow"],"year_month":"2026-04","word_count":444,"total_views":"1210","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Monika","author_nicename":"monika","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/monika\/"},"doc_category_info":[{"term_name":"Email Audit &amp; Management","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/email-audit\/"}],"doc_tag_info":[{"term_name":"GAT Flow","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-tag\/gat-flow\/"}],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Set Users&#039; 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