Google Events, Conditions, and Actions in Workflows

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This article provides an overview of the available events (WHEN), conditions (IF), and actions (THEN) that you'll find in Workflows, which are all rooted in the functionality of your G Suite domain.

Events

New Group

This event triggers a workflow when a new Google Group account is created. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Creating a new group via the Guided Method
      • Creating a new group via the Bulk Method with spreadsheet
    • From Google 
      • Creating a new group in the Admin Console, or when changes are brought in from other services, like Active Directory.

 

New User

This event triggers a workflow when a new Google user is created. This event will also trigger when user's are created outside of Google (i.e. Active Directory) and synced into the domain. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Creating a new user via the Guided Method
      • Creating a new user via the Bulk Method with spreadsheet
    • From Google
      • Creating a new user in the Admin Console, or when changes are brought in from other services, like Active Directory.

 

User Added to Group

This event triggers a workflow when any user is added to any group. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Adding a user to a group from the group's detail page
      • Adding a user to a group via the Group Bulk Update method or User Bulk Update method with spreadsheet
    • From Google
      • When a user is added to a group in the Admin Console, or when changes are brought in from other services, like Active Directory. 

*Please note: Currently, when creating a new group and immediately adding new members, this event will not be triggered. In case these changes are made in the Admin Console, BetterCloud will run a nightly sync to pick them up and trigger your workflow.

*Please note: this event will not be automatically triggered by group members added in the groups.google.com Console, as Google does not consider these to be admin actions. In case these changes are made there, BetterCloud will run a nightly sync to pick them up from the Admin Console and trigger your workflow. 

 

User is Suspended

This event triggers a workflow when any user is suspended. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Suspending a user from the User detail page
      • Suspending a user in the user bulk update process
      • Suspending a user in the Deprovision process
      • Suspending a user via Apps Butler
    • From Google
      • Suspending a user in the Admin Console, or when changes are brought in from other services, like Active Directory. 

 

User Moved to Root Org Unit

This event triggers a workflow when any user is removed from any Org Unit. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Updating a user’s org unit on the User detail page
      • Updating a user’s org unit on the Org Unit detail page
      • Updating a user’s org unit in the user bulk update process
    • From Google
      • Updating a user's org unit in the Admin Console, or when changes are brought in from other services, like Active Directory.

 

User Removed from Group

This event triggers a workflow when any user is removed from any group. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Removing a user from a group from the group's detail page
      • Removing a user from a group (or all groups) from the user's detail page
      • Removing a user from a group via the User Bulk Update method with spreadsheet
    • On sync
      • This event is detected at the time of a directory sync in BetterCloud, if the action was taken in the Admin Console, or through services like Active Directory.

*Please note: this event will not be automatically triggered by group removal due to user deletion, or group deletion. In case these changes are made in the Admin Console, BetterCloud will run a nightly sync to pick them up and trigger your workflow.

*Please note: this event will not be automatically triggered by group members removed in the groups.google.com Console, as Google does not consider these to be admin actions. In case these changes are made there, BetterCloud will run a nightly sync to pick them up from the Admin Console and trigger your workflow. 

 

User's Manager Changes

This event triggers a workflow when any user's manager changes. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Changing a user's Manager from the User detail page
      • Changing a user's Manager in the User Bulk Update process
    • From Google
      • Changing a user's Manager in the Admin Console, or when changes are brought in from other services, like Active Directory.

 

User's Org Unit Changes

This event triggers a workflow when any user is added or removed from any org unit. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Updating a user’s org unit on the User detail page
      • Updating a user’s org unit on the Org Unit detail page
      • Updating a user’s org unit in the bulk user update process
    • From Google
      • Updating a user's org unit in the Admin Console, or when changes are brought in from other services, like Active Directory

* Please note: any changes to an org unit itself - such as title, description, or settings, as well as creating a new org unit - should be made prior to using this org unit in a triggering event. In case these changes are made in the Admin Console, BetterCloud will run a nightly sync to pick them up, and trigger your workflow. 

 

User's Title Changes

This event triggers a workflow when any user's title is changed. Add conditions to define this event further.

This event is currently triggered in the following places:

    • In BetterCloud
      • Changing a user's title from the User detail page
      • Changing a user's title in the User Bulk Update process
    • From Google
      • Changing a user's title in the Admin Console, or when changes are brought in from other services, like Active Directory.  

Conditions

Group

This condition scopes group-related workflow events by Google group.

Org Unit

This condition scopes events by org unit name.

Org Unit was

This condition is only compatible with User's Org Unit Membership Changes. It scopes events by the user's old Org Unit name.

User

This condition scopes events by user name or user email.

User is Active/Suspended

This condition scopes events by user's status in Google.

User's Department

This condition scopes events by a user's department.

User's Manager

This condition scopes events by a user's manager. 

User's Primary Domain

This condition scopes events by the user's primary domain in Google.

User's Title is

This condition scopes events by a user's title. 

 

Actions 

Calendars

Delete All Calendar Events

This action clears all events on a user's primary Google calendar. This operation deletes all data associated with the primary calendar of an account and cannot be undone.

Delete Secondary Calendars

This action deletes all of user's secondary Google calendars. Please note, if the target user is a Google Super Admin, they're technically the owner of any secondary calendar shared with them. Use caution when using this action for admins.

Remove from Shared Calendars

This action removes a user from all Google calendars that have been shared with them.

Set Calendar Timezone

This action sets the user's default timezone in Calendars.

Share Calendar

This action shares a primary or secondary Google calendar.

Transfer Secondary Calendars

This action transfers ownership of a user's non-primary calendars to another user. A user's primary calendar cannot be transferred but any "Shared" or "Secondary" calendars can be.

 

Drive

Share Drive File

This action shares a Drive file with a user.

Transfer Drive Files

This action transfers ownership of all of a user's files to another user. The old owner will, by default, be added as an editor on the docs. Docs in the Trash section will not be transferred. The files will be placed in a folder titled '[User's email]'.

 

Groups

Add Group to Group

This action adds a group to another Google group.

Add To Group

This action adds a user to a Google group

Archive Group

This action archives a Google group.

Change Role in Group

This action changes a user's role in a Google group.

Delete Group

This action deletes a Google group.

Hide/Show Group in Global Address List

This action will update a group's visibility in the Google Directory.

Remove from Group

This action removes a user from a Google group.

Remove Group from Group

This action removes a group from another Google group.

Send Email to Group 

This action sends a Gmail message to a specified group's email address.

Set Group Membership Settings

This action configures a Google group's membership settings, such as who can join the group, who can view membership, and more.

Set Group Permission Settings

This action configures a Google group's permission settings, such as who can view the group, who can contact the owner, and more.

Set Group Posting Settings

This action configures a Google group's posting settings, such as who can post, reply to, spam moderation, and more.

Transfer Group Ownership

This action transfers any groups owned by a user to another user.

 

Org Units

Move to Root Org Unit

This action removes a user from a Google Org Unit and places them in the root.

Move User to Org Unit

This action moves a user to a Google Org Unit.

 

Sites

Remove from Sites

This action removes a user from all Google sites. If they are the sole owner of a site, we recommend adding the "Transfer User's Sites" action before this action.

Share Site

This action shares a Google site with a user.

Transfer Sites

 This action transfers ownership of a user's sites to another user.

 

Users

Assign License

This action assigns the selected license to a user. A free license must be available for use in order for this action to succeed. 

Block Mobile Device

This action allows you to block a user's mobile device. For more information about using this feature and the prerequisites for it to work correctly, please see this Google Help article

Copy Group Membership

This action copies a user's group membership to another user.

Create Filter

This action creates a Gmail filter for the targeted user.

Create Label

This action creates a Gmail label for the targeted user. 

Delegate User's Email

This action delegates access of a user's Google email to another user. The account delegation feature must be enabled in the Google Apps Admin Console. 

Delete 2-Step Backup Codes

This action deletes a user's 2-step verification codes. 

Delete App-Specific Passwords

This action deletes all apps-specific passwords a user created to access their Google account. 

Delete Email Aliases

This action deletes all of a user's email aliases.

Delete User

This action deletes a user's Google account.

Grant Super Admin

This action grants the user super admin privileges in Google and BetterCloud.

Hide/Show User in Directory

This action will update a user's visibility in the Google Directory.

Monitor User's Email

This action creates a monitoring pairing for Google users.

Remove Mobile Device

This action removes a user's device from Mobile Device Management in the Google Admin Console. 

Rename Primary Email Address

This action renames a user's primary email address by appending date/time or custom text either before or after the user's original email address.

Reset Password

This action resets a user's Google password. 

Revoke Delegation Access

This action deletes any Gmail delegation pairings that access the targeted user's inbox.

Revoke Monitoring Access

This action deletes any Gmail monitoring pairings that access the targeted user's inbox.

Revoke User's Apps

The action revokes all apps for a user.

Send Email to User

This action sends a Gmail message to a specified user's email address.

Set Forwarding Settings

This action sets the targeted user's Gmail forwarding settings.

Set Gmail Language

This action sets the user's default language in Gmail.

Set IMAP Settings

This action configures a user's IMAP settings in Gmail. IMAP is a two-way syncing mechanism between your email client and Gmail. It allows for actions taken on one device to be reflected on all of them. For example, reading your email in Microsoft Outlook will be marked as "read" in Gmail. It is recommended to enable IMAP.

Set POP Settings

This action configures a user's POP settings in Gmail. Unlike IMAP, POP is a one-way communication path. Any actions taken on Gmail are device specific; for example, if you check your mail on your cell phone or in another email client, your mail will not be registered as "read" when you log in to Gmail on your computer.

Set Send-as Alias

This action sets the targeted user's send-as alias in Gmail.

Set User's Address

This action sets a user's work or home address in Google.

Set User's Auto-Reply

This action sets the user's Gmail auto-reply (or vacation responder).

Set User's Phone Number

This action sets a user's work or home phone number in Google.

Set User's Profile

This action updates the following user profile fields in Google: Title, Manager, Department, Company, and URL. Please note - only fields that are completed will be updated. Leaving a field blank will not overwrite existing user profile data.

Suspend User

This action suspends a user's Google account.

Unassign License

This action unassigns the selected license from a user. 

Unsuspend User

This action unsuspends a user's Google account.

Wipe Mobile Device

This action allows you to perform an account wipe or mobile wipe of a user's device. For more information about using this feature and the prerequisites for it to work correctly, please see this Google Help article

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