Blissfully's Google Workspace automations can streamline your processes by making best practice easy & automatic during employee onboarding and offboarding. For offboarding this includes locking an account down, forwarding future emails, backing up emails and documents, and ultimately deleting it to free up the G Suite license.
Blissfully's Google Workspace automation is available to all Blissfully customers, however it requires that your organization is using Google Workspace Business or Enterprise. If you’d like to understand the benefits of Google Workspace Business, or are already inclined to upgrade, we can help.
Blissfully has several automations that can be used during employee onboarding including account creation and Google Group assignment.
When launching an onboarding workflow from Blissfully, you have the option to create the new employee's Google Workspace account from Blissfully. You'll need to enter the employee's First Name, Last Name, business email address and their personal email address to receive the account password. You also have the option specify the Google Workspace Organizational Unit that the new account should be assigned to.
Blissfully can automatically assign an employee to Google Groups based on their team membership. Learn more about setting up Google Group tasks.
Blissfully's automations during offboarding can ensure that offboarded employees can't access their Google Workspace account and that their data is preserved. Blissfully's offboarding automations include Lockout, Forward Email, Backup, and Delete.
When an employee or contractor is at the end of their tenure, whether long planned and mutual, or something more abrupt, it is best-practice to lock the account down as a matter of policy.
If you select the “Lockout” option, at the moment of offboarding, Blissfully will automatically reset the account password and revoke all Google Workspace authentication tokens that allow external applications access to the account data.
Shutting down an account for security reasons does not have to interrupt live deals or business continuity! This option allows you to elect another individual in your organization to receive any future emails sent to the off-boarded individual’s account.
Behind the scenes, Blissfully does this by first renaming the original account from “[email protected]” to “[email protected]”. Next, we create a Google Group using the original “[email protected]” name, and add the individual elected to receive future emails to this group.
Doing it this way allows us to continue to manage the account through future offboarding operations (such as deleting it) without interrupting email forwarding. Secondarily, if ever the individual receiving the forwarded emails were to be offboarded, this method us allows us to daisy-chain all emails to the next in line to receive them, so that you’ll never have continuity gaps!
There are many possible considerations when backing up a Google Workspace account. We’ve focused our efforts on the most important & valuable: backing up the account’s email & documents.
The email backup includes messages in the mailbox, as well as the archive, and includes any recently deleted emails as well. The document backup includes all Google Drive documents for which the off-boarded individual was the sole owner.
Selecting this option will backup the users emails & documents into a new, private Shared Drive folder (eg, “Blissfully Google Workspace Backup - [email protected]”). This requires choosing an individual to receive access to this private folder, and from there they can widen access or move the files elsewhere.
Once the account has been locked down and backed up, you’ll eventually want to free up the Google Workspace license and sunset the account permanently.
The Delete option, if enabled, allows you to specify a grace period of two weeks, one month, or three months, after which the account will be deleted and the license freed up. Google Workspace additionally provides an additional 20-day grace period beyond the deletion, during which time the account is recoverable if be.
Every automation option you select will create a new task as part of the final Offboarding Workflow. These tasks will be assigned to Blissfully include some information about the options you chose, and will ultimately be completed by Blissfully.
To set up your Blissfully Google Workspace connection, you’ll first need to enable our Google Workspace Automation integration. Doing so requires a Google Workspace administrator for your organization, so if you aren’t one, you may want to invite them to Blissfully.
You will also need to ensure that the Google Workspace admin that completed the original Blissfully installation has the ability to create Shared Drives under the Google Workspace Google Drive settings. the Setting for "Prevent users in [your domain] from creating new shared drives" should be OFF for the admin. If that setting is ON, you can change the Google Workspace admin's permissions by creating a Google Group with the needed permission settings and adding the admin as a member.
Step 1: Go to admin.google.com
Step 2: Under Security, go to API Controls > Manage Domain Wide Delegation.
Step 3: Select Add new
Step 4: Paste in your admin credentials in the in the Client Name field.
Step 5: In the OAuth scopes field, paste the following:
https://www.googleapis.com/auth/admin.directory.user, https://www.googleapis.com/auth/admin.directory.user.security, https://www.googleapis.com/auth/devstorage.read_only, https://www.googleapis.com/auth/ediscovery, https://www.googleapis.com/auth/drive, https://www.googleapis.com/auth/drive.file, https://www.googleapis.com/auth/admin.directory.group, https://www.googleapis.com/auth/admin.directory.orgunit.readonly, https://www.googleapis.com/auth/admin.directory.domain.readonly
Step 8: Click Authorize and return to the integration page. The status indicator below should show your account was connected successfully (this may take up to a minute or two).
Please note: At the bottom of the page, you’ll notice it’s constantly checking to see if the integration is complete. Once it is, you’ll notice a green success check-mark, and you’re ready to use the Google Workspace automation features.