Using Google Workspace actions in journeys

When you connect Google Workspace to your Atomicwork account, you can get Atomicwork to perform certain actions on your behalf automatically.

For example, when a new employee joins, you must work your way down the Google Workspace to-do list to set the employee up for success on day 1. You have to create a user, add them to groups, train them on how to use it, answer questions…and so on for every new employee.. By connecting Atomicwork to Google Workspace, you can create users and add them to groups as an automated action in the new employee’s onboarding journey.

Note: All Google Workspace actions are automated actions that cannot be assigned to employees. This also means that Google Workspace actions will be visible to journey collaborators but not to employees assigned to this journey, so make sure to give it a clear name.

You can only specify when an action needs to be executed. You can specify whether you want the action to be executed the day the employee moves to this stage or a day relative to the day the employee moves to this stage. You can only specify day triggers and not hours or minutes. For example, you cannot specify that an action should be executed at 10:35 p.m. on a Sunday night.

Here are the six journey actions:

• Create a Google Workspace user

• Delete a Google Workspace user

• Suspend a Google Workspace user

• Add a user to a Google Workspace group

• Remove a user from a Google Workspace group

• Transfer Google Workspace files and events

Create a Google Workspace user

To create a new Google Workspace user, Google requires a few fields from Atomicwork that you need to specify.

• First name and last name. You can use a placeholder to personalize this for every new hire.

• Primary email. When creating a new user, Google asks the admin to specify the email pattern used at the company. For example, if your company uses firstname.lastname ([email protected]) as the email pattern, please enter employee.first_name.employee.last_name as the primary email.

• Password. We’d recommend you ask employees to reset their password the first time they log in but that doesn’t mean the temporary password should also not be secure. Use a placeholder combination to make the temporary password unique to every employee. For example, ##{{employee.department}}##{{employee.employee_id}} is a good temporary password.

• Updating their work email on Atomicwork. Once a new user is created in Google Workspace, they’ll also be assigned a work email and can access their mailbox through the Google Workspace invite. Make sure to update their work email on Atomicwork so we can send messages and notifications to their work mailbox.

Add a user to a Google Workspace group

To add a user to a Google Workspace group, Atomicwork needs two key fields.

• User name. You can only add one user at a time to a Google Workspace group

• Group name. You can only add a user to one group at a time. So, if you want to add a user to multiple groups, you have to add multiple journey actions

Remove a user from a Google Workspace group

Just like adding a user to a group, Atomicwork needs two key fields to perform this action.

• User name. You can only remove one user at a time from a group.

• Group name. You can only remove one user from one group at a time. If you want to remove a user from multiple groups, you have to add multiple journey actions.

Transfer Google Workspace files and events

Parting is such sweet sorrow and does not need to be more difficult than it already is. Transfer Google Workspace files, Calendar events, and Looker Studio assets to a new owner when an employee is parting ways with your organization.

• New owner. You need to specify who should be the new owner for the files and events you want to transfer. You do not need to specify who the files and events need to be transferred from.

• Transfer Google Docs and Google Drive files. You have the option of only transferring “non-private” files aka files that have been shared with at least one user or you can transfer all files including private files that have not been shared with anyone.

• Transfer Google Calendar events and resources. You can transfer all non-private calendar events on the employee’s calendar that have at least one guest or resource associated with it. You cannot transfer private events that do not have any guests. You can also release rooms or devices blocked by this events so that they’re available for other employees to use.

• Transfer Looker Studio assets. You have the option of only transferring “non-private” files aka files that have been shared with at least one user or you can transfer all files including private files that have not been shared with anyone.

Suspend a Google Workspace user

As an administrator, you can temporarily block users' access to your organization's Google services by suspending their account. When you suspend an account, the user's:

• Email, documents, calendars, Currents posts, and other data aren't deleted.

• Shared documents are still accessible to collaborators.

• New email and calendar invitations are blocked.

We’d recommend suspending a Google Workspace user first to remove their access to your data and then transferring their files and events before deleting a user.

To suspend a Google Workspace user through Atomicwork, you only need to specify the user's name.

Delete a Google Workspace user

Delete a Google Workspace user to permanently delete all their Gmail data, Drive files, and Calendar events. Some data, like groups the user created, will not be deleted.

To delete a Google Workspace user through Atomicwork, you only need to specify the user's name.