Summary

This workflow automates the creation of Google Workspace user accounts as part of the user onboarding process. The solution creates the user account, places it in the correct organizational unit, assigns appropriate licenses, configures group memberships, sets up email aliases, configures application access, and delivers credentials securely. By automating Google Workspace provisioning, the workflow ensures consistent account configuration, reduces onboarding time, eliminates manual errors, and maintains compliance with organizational standards.

Usage

Prerequisites

Before using this workflow, ensure the following requirements are met:

1. Google Workspace Integration: Configure Google Workspace integration with admin directory API access

2. PSA Integration: For ticket tracking

3. Email Integration: For notifications and credential delivery

4. Organizational Variables:

   • google_user_creation_ticket_board: PSA board for onboarding tasks
   • google_default_ou: Default organizational unit path
   • google_department_ou_mapping: Map departments to OUs
   • google_default_license: Default license SKU
   • google_department_groups: Department-specific group mappings
   • google_default_groups: Default groups for all users
   • google_password_policy: Initial password generation rules

Workflow Inputs

Parameter	Type	Required	Description
first_name	String	Yes	User's first name
last_name	String	Yes	User's last name
company_id	String	Yes	PSA company ID
department	String	Yes	Department name
title	String	Yes	Job title
manager_email	String	No	Manager's email address
license_sku	String	No	License to assign (default: org variable)
email_aliases	Array	No	Additional email aliases
custom_ou	String	No	Override default OU path
additional_groups	Array	No	Extra groups beyond defaults
ticket_id	String	No	Existing PSA ticket to update

Execution

Manual Trigger

• Execute from PSA ticket or onboarding form

Automated Trigger

• Part of new user onboarding workflow
• Triggered by HR system integration

Creation Process Flow

1. Input Validation: Verify required fields and domain mapping
2. Email Generation: Generate primary email address
3. Duplicate Check: Verify email doesn't already exist
4. OU Determination: Map department to organizational unit
5. Password Generation: Generate initial password per policy
6. User Creation: Create Google Workspace user account
7. License Assignment: Assign appropriate Google Workspace license
8. OU Placement: Move user to correct organizational unit
9. Group Assignment: Add to default and department groups
10. Email Aliases: Configure additional email aliases
11. Application Access: Configure app-specific settings
12. Credential Delivery: Send credentials via secure method
13. PSA Update: Update ticket with account details
14. Notification: Alert requestor and manager

Returned Data

{
  "success": true,
  "user_created": {
    "primary_email": "john.smith@techco.com",
    "display_name": "John Smith",
    "first_name": "John",
    "last_name": "Smith",
    "organizational_unit": "/Engineering",
    "department": "Engineering",
    "title": "Software Developer",
    "manager": "sarah.jones@techco.com",
    "account_enabled": true,
    "password_must_change": true,
    "creation_timestamp": "2026-03-04T19:00:00Z"
  },
  "license": {
    "sku": "Google-Apps-For-Business",
    "name": "Google Workspace Business Standard",
    "assigned": true
  },
  "email_aliases": [
    {
      "alias": "jsmith@techco.com",
      "created": true
    }
  ],
  "group_memberships": [
    {
      "group": "all-company@techco.com",
      "type": "Default",
      "added": true
    },
    {
      "group": "engineering@techco.com",
      "type": "Department",
      "added": true
    },
    {
      "group": "dev-team@techco.com",
      "type": "Department",
      "added": true
    }
  ],
  "application_access": {
    "gmail": "Enabled",
    "drive": "Enabled",
    "calendar": "Enabled",
    "meet": "Enabled",
    "chat": "Enabled"
  },
  "credential_delivery": {
    "method": "Secure email to manager",
    "delivered_to": "sarah.jones@techco.com",
    "temporary_password": true
  },
  "ticket_id": "ONB-2026-023"
}

Changelog

2026-03-04

• Initial version of the document