Auvik SaaS Management’s integration with Google Workspace allows you to automate common employee lifecycle tasks - granting and revoking access to the applications when needed to ensure compliance and give techs time to work on higher value tasks. See real-time, in-depth license data to help you maintain control over your software usage and spend. This includes a breakdown by license type, associated usage details, and last login timestamps.
For frequently asked questions on the Google Workspace Integration, click here.
For information on how to uninstall the Google Workspace integration, click here.
Prerequisites
Before installing the Google Workspace integration, ensure that you have:
- Required Auvik SaaS permissions to install integrations
- From the Partner Hub: Default Admin
- From the Client Hub: Client Admin
- A valid account on Google Workspace with any necessary administrative privileges required and subscription
- Any necessary API keys or access tokens (if applicable)
We recommend using a dedicated account with all integrations. This allows you to set a role with minimal permissions. The integration will stop working if this user’s account in Google Workspace is deactivated.
Configuration & Setup
The Google Workspace integration can be configured using OAuth2 protocol or a Service Account. Note that Google Workspace has a limit on the number of OAuth Refresh Tokens that get issued. If you use an admin account to log in to more than the current limit, you end up needing to reconnect quite regularly. This limit does not apply to Service Accounts.
If Authenticating using OAuth
- Select Configure
- Expand the Advance Settings dropdown, and select ‘View and manage Google Workspace licenses for your domain’
- Click Sign in with Google
- You’ll be directed to login to Google in a new browser tab
- Log in with an account that has administrator privileges, and grant permissions to Workato if asked.
If you have configured the integration successfully you will be taken back to Auvik Saas Management and the Integration will showcase as Connected.
If Authenticating using a Service Account
Authenticate to Google Workspace using a Google Cloud service account. A service account is a special type of Google account associated with your Google Cloud Project that can be used to run API requests on your behalf. Using a service account ensures that the integration will continue running even if an individual user's permissions change. Refer to the Google documentation on service accounts for more information.
You must sign in to your Google Cloud Platform (GCP) console to create a service account. Refer to the Google Cloud documentation to learn how to complete the following:
- Create a new service account in your GCP project.
- Create a new private key and download the key in JSON format.
Remember: Key files can only be downloaded once.
- Select Configure
- Select Service Account as your Authentication type
- Input the required information
- Expand the Advance Settings dropdown, and select View and manage Google Workspace licenses for your domain
- Click Sign in with Google
- You’ll be directed to login to Google in a new browser tab
- Log in to the service account, and grant permissions to Workato if asked.
How to Leverage Google Workspace with SaaS Ops
Review step by step instructions and any additional information specific to this integration including some FAQs.
Available Functionality
Google Workspace is identified as Google Accounts in our application catalog.
Offboarding
- Deletion: Permanently removes the user, including their mailbox and personal Drive files. Frees up the user's license immediately. Transfer or migrate data beforehand if needed.
- Archiving: Retains the user’s data (mailbox, Drive files) but disables access. May require a separate archived license and isn't available on all plans..
Onboarding
- Add User
License Data
- License Type Breakdown: a breakdown of the total and unused accounts by license type
- Real-time Updates: On demand license data refresh
- Last Login Timestamp: Showcase the last login time per account
User Count: See which users have leveraged the licensed account