Set Up Google Automation

Introduction:

• IT Hub has launched an automation with Google Workspace.

• As a customer of both Google Workspace and Electric, you can now integrate the two applications in order to expedite the creation and deactivation of employee accounts.

Benefits:

• Automating the creation and deactivation of employees improves efficiency and security. It eliminates manual processes, reducing human error and ensuring employees have timely access.

• Automation supports a departing employee’s access being promptly revoked - mitigating security risks.

• It streamlines onboarding and offboarding, saving time for employees to get back to more strategic tasks in the day instead of manually managing application access for their coworkers.

Scope of the Current Google Workspace Automation:

1. New Account Creation

2. Existing Account Suspension

How to Set Up Google Automation:

Please make sure you are an admin user within both the Electric IT Hub and Google Workspace for your company to complete this process in just a few minutes. If you are not an admin, you’ll need to partner with that person at your company to complete this set up.

Prerequisite: Add Google Workspace to your IT Hub applications via my.electric.ai/applications

1. Navigate to the Applications from the left side navigation

2. Click on the Google Workspace application in the application list

3. Within the automation settings box, click the “Connect Google Workspace” button

4. Follow the instructions in the pop-up window:

   https://fast.wistia.net/embed/iframe/ziurlnirun

5. Once returned to the automation settings box, check the boxes to enable the automation as desired:

Future requests for employee accounts to be removed or added will utilize these settings going forward.

To confirm you are utilizing the application within your Google Workspace Admin portal, or if you need to troubleshoot the connection, please look for the following IT Hub application inside of your Google Workspace admin portal:

FAQS:

How do I know if the employee’s Google account was successfully created or was suspended?

• To confirm the new email was created or an existing email was suspended successfully, you will need to confirm this within the Google Workspace Admin portal itself until the IT Hub automation begins the generation of confirmation tasks in the IT Hub (coming in November 2024).

• The Application table in the IT Hub will update with a status of connected once the connection is complete between the two systems.

When/How does the IT Hub create the email in the Google Workspace instance?

• Email accounts will be created (and suspended) at the moment an on/offboarding form is submitted in the IT Hub.

• On/offboarding forms can only be submitted at this time by an administrator of the IT Hub account.

• Because IT Hub does not support scheduling of an on/offboarding at this time, all automations are started on the moment of the form submission.

• The resulting action to the employee email will be reflected right away within the Google Workspace Admin portal.

What happens if my HR System or other technology is already automatically creating my Google accounts now?

• In this case, IT Hub application automations will be more valuable to you in the near future when more applications are available to be automated. There is no additional benefit in this instance to automating Google Workspace a second time in IT Hub.

• Note: you can choose to automate either or both creation and suspension from the application specific settings shown in the screenshot above.

How do new employees receive the credentials they need to log in to their Google account after the onboarding form is submitted in the IT Hub?

• The submitter of the onboarding for the new employee (typically the “defacto” IT administrator or administrator of the IT Hub) will receive an email with the login information that appears just like the image below.

• This submitter will need to send that information to the employee via the preferred communication method at their business - for example, a welcome email to the personal email of the new employee or a slack direct message.

  

Can I use Google Workspace SSO with IT Hub?

• If you are already using Google Workspace as your SSO solution at your company, you can continue to do so with this integration.

  • If IT Hub is creating all your new (or deactivating departing) employees into Google Workspace, the rest of your SSO rules for applications should apply once set up by you in your Google Workspace Admin.

  • It would be recommended in this case to manage your other SaaS applications within Google Workspace SSO, instead of creating and deactivating employee accounts individually in IT Hub.

  • Note: at this time, emails from the IT Hub might still be delivered to your company’s application champions even if you wish to only manage application access in the SSO. This behavior will be updated in the platform in the near future.

• If you would like to set up SSO with Google Workspace for the first time or you are not sure where to begin with an existing implementation of it, please contact our support team to explore further feasibility: product-support@electric.ai

Please contact our team at product-support@electric.ai if you have any questions or need any additional information with setting up your application automation.