📖 6 mins read

What is GAT Flow?

GAT Flow is one of GAT Labs’ family of tools — It’s used by Google Workspace Admins to single action or bulk Onboard (create), Offboard (delete) and Modify (update) users on Google Workspace.

GAT Flow presents different types of Workflows that contain action sets.

By default, GAT Flow can only be used by Super Admins of the domain. Alternatively, an Admin can give non-admin users access to the Flow application.

**Prerequisite: GAT Flow requires GAT+ to be installed on the domain, and a Security Officer in GAT Unlock to be configured.

**Availability: GAT Flow is not available during the Trial period.

GAT Flow is part of the Admin and Secure plans for Enterprise, and the Manage and Vigilant plans for Education. Alternatively, you can contact us if you have a test domain .

**Security Officer: The GAT Flow workflows and actions must be approved by a Security Officer, see policy process to add Security Officers.


Non Google Admin Users

GAT Flow can be delegated to non-admin users. That way you can allow non-admin users who deal with Onboarding or Offboarding users to have access to GAT Flow.

For example, HR staff can have different workflows preconfigured so they can onboard and offboard staff easily from different departments without having to call IT every time there’s a staff movement.

(See our resource Delegate Access to a Non-Google Admin for more information.)


How does GAT FLOW work?

Using Google APIs (Application Programming Interface), GAT Flow allows Admins to manage and apply changes to their Google Workspace domain users.

A Google Workspace Admin can use GAT Flow to perform one or multiple actions for one or multiple users of their domain.

 

GAT FLOW Action Sets

An Action Set allows Google Workspace Administrators to set up and prepare a set of actions for Onboarding, Offboarding and Modifying users. 

Each of these Action sets can be easily used when a workflow is created. 

When a new workflow is created, the prepared action set can be used right away, instead of manually selecting each action — This allows the Action set to be used for creating more streamlined Workflows.

“Action sets” can be created for each workflow type: Onboarding, Offboarding and Modify.

For each workflow type, different sets of actions can also be combined.

For example, when a new user joins your Google workplace domain an initial action set can be created for the basic action of setting up a user. This action set can:

  • Set up the account
  • Set password and 2FA conditions
  • Send a welcome email
  • Copy standard documents (as company handbook or holiday request forms) into the new staff member’s folders, etc.

This type of action set is common to all new staff.

A second Action set can be created for Adding a user to their department’s account.

For example, an action set will include onboarding new members to their team’s account.

With the onboarding action you can add multiple other actions such as:

  • Adding this new user to the account’s email group
  • Setting up their email signature
  • Transferring Calendar events
  • Sending a welcome email
  • Giving them access to folders or Shared Drive
  • Copying user contacts
  • Set up their Org.unit 
  • more…

A third Action set can be created for Modifying existing users.

For example, an action set will include Modifying existing users of the Sales team. With the Modify actions you can edit  and perform multiple changes on multiple users.

  • Setting up and adjusting the email signature of your entire Sales team
  • Migrating emails from one user to another
  • Adding/Transferring/Deleting users’ Calendar events
  • Suspending users
  • Clearing recovery data
  • Changing global directory visibility 

Each of these “Action Sets” can be used and combined multiple times for each Workflow an Admin may need.

 

GAT FLOW Workflows

A Workflow is a set of different actions an Admin can combine together.

A Workflow is a combination of:

  • Choosing Workflow type – Onboarding, Offboarding and Modify
  • Search for a user – Selecting the users who will be affected 
  • Choose actions – Setting all the actions that can be performed on the workflow.

Different action sets can be combined. Some can be common to all users, others will be specific to users in different departments.

An Admin can create multiple workflows for each task type, for each user or bulk users, and select one or multiple actions to be performed, and different combinations of those actions.

Types of workflows

A workflow can contain one or more actions or ‘Action sets’.

GAT Flow supports 3 different Workflow types:

  • Onboarding
  • Offboarding
  • Modifying

Onboarding 

The Onboarding workflow allows Admins to create user accounts for the domain (creating Email and User accounts for the users). These user accounts can be directly added to the domain using the UI or imported via a Google spreadsheet.

It also allows additional actions to be taken — see Actions available when Onboarding users.

Action Options available when creating user accounts (can take place simultaneously):

  1. Email – (Actions for Gmail)
    1. Send email – Send a welcome email to user-created or private email
    2. Set up auto-reply – Set up Out of Office Message for a User on your Google Workspace Domain
    3. Set up email auto-forwarding
    4. Set up email delegation – Google Workspace Bulk Email Delegation
    5. Set up POP
    6. Set up IMAP
  2. Drive  
    1. Copy folder to selected users – Copy Folder to Selected Users in Bulk
    2. Folder permission change
  3. Calendar – Actions for Calendars 
    1. Add user to calendars – How To Bulk Add User’s to Calendar
  4. User
    1. Set as super admin
    2. Set email signature – Modify Email Signature to Google Workspace Users in Bulk
    3. Set user role
    4. Copy user contacts
    5. Change user password – Change user passwords in bulk
    6. Change user password at next login
    7. Change user organization unit
    8. Suspend user
    9. Set time zone
  5. Groups 
    1. Add user to groups
  6. Classrooms (for Workspace for Education domains)
    1. Add user(s) as a co-teacher to existing Google Classrooms
    2. Add user(s) as a student to Google Classrooms –  Add Students to Google Classrooms
  7. Devices
    Change Google Licence assignment – Google Licence Assignment Action

Offboarding

The offboarding workflow allows Google Workspace Administrators to delete any user account and remove it directly from the domain.

It also allows additional action to be taken — see Actions Available when Offboarding Users.

Action options available when Offboarding (deleting) user accounts (can take place simultaneously):

  1. Email 
    1. Migrate emails – see How to Migrate Bulk Emails in Google Workspace
    2. Remove email forwarding
    3. Remove email delegation
  2. Calendar
    1. Delete calendar events
    2. Transfer user calendar events
  3. User
    1. Google application data transfer
    2. Clear recovery data
    3. Force sign out
    4. Delete user profile picture – Remove User Profile Photos
    5. Change global directory visibility
  4. Group
    1. Delete user from groups
  5. Classroom
    1. Remove student(s) from all Classrooms
    2. Remove teacher(s) from all Classrooms
  6. Devices
    1. Wipe mobile devices
    2. Change Chrome OS device status
    3. Change Google Licence assignment 

Modify 

The Modify workflow allows Google Workspace Administrators to update user accounts for their domain. Users’ accounts will be directly updated using the UI, or imported via a Google spreadsheet.

It also allows additional action to be taken — see Overall actions available for Modifying 

Action options available when Modifying (updating) user accounts (can take place simultaneously):

  1. Email – Actions for Gmail
    1. Send email – Send a welcome email to user-created or private email
    2. Set up auto-reply – Set up Out of Office Message for a User of your Google Workspace Domain
    3. Set up email auto-forwarding
    4. Set email delegation – Google Workspace Bulk Email Delegation
    5. Set POP
    6. Set IMAP
    7. Migrate emails – How to  Bulk Migrate Emails in Google Workspace
    8. Remove Email forwarding
    9. Remove Email delegation
  2. Drive – Actions for Drive  
    1. Copy folder to selected users –  Google Drive Copy Multiple Folders to Multiple Users in Bulk
    2. Folder permission change
  3. Calendar – Actions for Calendars 
    1. Add user to calendars – How to Bulk Add User’s to Calendar
    2. Transfer calendar events
    3. Delete user calendar events
  4. User
    1. Set as super admin
    2. Set email signature – Modify Email Signature to Google Workspace Users in Bulk
    3. Set user role
    4. Copy user contacts
    5. Change user password – Change user passwords in bulk
    6. Change user password at next login
    7. Change user organization unit
    8. Suspend user
    9. Set time zone 
    10. Google application data transfer
    11. Clear recovery data
    12. Force sign out – Force Sign Out Google Workspace Users
    13. Delete user profile picture – Remove User Profile Photos
    14. Change Global directory visibility
  5. Groups 
    1. Add user to groups 
    2. Role of group
    3. Delete user from Groups
  6. Classrooms 
    1. Add user(s) as a co-teacher to existing Google Classrooms
    2. Add user(s) as a student to Google Classrooms – Add Students to Google Classrooms
    3. Remove student(s) from all Classrooms
    4. Remove teacher(s) from all Classrooms
  7. Devices
    1. Wipe Mobile devices
    2. Change Chrome OS device status
    3. Change Google Licence assignment

Automated workflows 

GAT Flow offers two ways to run Automatic workflows:

I. Event Workflows

An automatic workflow that can be triggered by an event, such as when a new user is added to a Group or Organization Unit (OU).

These events will trigger the pre-selected workflow. 

Note: Event workflows can be set only for Modify and Offboarding 

See Workflow Triggered by an Event for Users for more information.

II. Recurring Workflows

An automatic workflow that is automatically triggered based on Time (the Recurring time is selected and when it arrives, the workflow is automatically triggered).

Note: Recurring workflow can be set only for Modify and Offboarding

Example: Recurring Workflows


Get Started with GAT FLOW: 5 Cool Things to Try First

  1. Onboard user
  2. Offboard user
  3. Modify user
  4. Recurring workflow
  5. Event workflow

5 Most Useful Things you can Achieve with GAT Flow

  1. Set up email signatures for users in bulk
  2. Set up email delegation on bulk users
  3. Delegate Flow access to Non-Admin user
  4. Bulk add users to calendar
  5. Change Google Licence assignment

 

If you’d like to run a trial of our products please install GAT+ from the Google Workspace Marketplace and contact us at support@gatlabs.com with any questions you may have.

To request a demo please click here and fill the form, we’ll get back to you in less than 12 hours during weekdays.

If you’ve trailed GAT in the past and would like to run a fresh trial again, please enquire through this form.

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