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Identity Manager 8.2.1 - Administration Guide for Connecting to Google Workspace

Mapping a Google Workspace environment in One Identity Manager Synchronizing a Google Workspace customer
Setting up initial synchronization of a Google Workspace customer Customizing the synchronization configuration for Google Workspace Running synchronization Tasks following synchronization Troubleshooting Ignoring data error in synchronization
Managing Google Workspace user accounts and employees
Account definitions for Google Workspace user accounts Assigning employees automatically to Google Workspace user accounts Manually linking employees to Google Workspace user accounts Supported user account types Specifying deferred deletion for Google Workspace user accounts
Login information for Google Workspace user accounts Managing Google Workspace entitlement assignments Mapping of Google Workspace objects in One Identity Manager
Google Workspace customers Google Workspace user accounts Google Workspace groups Google Workspace products and SKUs Google Workspace organizations Google Workspace domains Google Workspace domain aliases Google Workspace admin roles Google Workspace admin privileges Google Workspace admin role assignments Reports about Google Workspace objects
Handling of Google Workspace objects in the Web Portal Basic configuration data for managing a Google Workspace customer Troubleshooting the connection to a Google Workspace customer Configuration parameters for managing a Google Workspace environment Default project template for Google Workspace API scopes for the service account Processing methods of Google Workspace system objects Special features in the assignment of Google Workspace groups

Google Workspace user accounts

Using One Identity Manager you can manage a customer's users. The user data for the registered users is represented in One Identity Manager as user accounts. You can use the user accounts to manage the user's permissions, for example, membership of Google Workspace groups or administrative permissions.

A user account can be linked to an employee in One Identity Manager. You can also manage user accounts separately from employees.

NOTE: It is recommended to use account definitions to set up user accounts for company employees. In this case, some of the main data described in the following is mapped through templates from employee main data.

NOTE: If employees are to obtain their user accounts through account definitions, the employees must own a central user account and obtain their IT operating data through assignment to a primary department, a primary location, or a primary cost center.

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Creating Google Workspace user accounts

To create a user account

  1. In the Manager, select the Google Workspace > User accounts category.

  2. Click in the result list.

  3. On the main data form, edit the main data of the user account.

  4. Save the changes.

Various communication data and organizational data can be assigned to user accounts, such as email addresses, website, information about the user's organization or relationships to other users.

To assign communication data to a user account

  1. Select the required tabs on the main data form.

  2. Click Add.

    This inserts a new row in the table.

  3. Select this row and edit the main data.

  4. Save the changes.

To edit communication data

  1. Select the required tabs on the main data form.

  2. In the table, select the row that you want to edit.

  3. Edit the main data.

  4. Save the changes.

To remove the assignment of communication data

  1. Select the required tabs on the main data form.

  2. In the table, select the row that you want to remove.

  3. Click Delete.

  4. Save the changes.
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Editing main data of Google Workspace user accounts

To edit main data of a user account

  1. In the Manager, select the Google Workspace > User accounts category.

  2. Select the user account in the result list.

  3. Select the Change main data task.

  4. Edit the user account's resource data.

  5. Save the changes.

Various communication data and organizational data can be assigned to user accounts, such as email addresses, website, information about the user's organization or relationships to other users.

To assign communication data to a user account

  1. Select the required tabs on the main data form.

  2. Click Add.

    This inserts a new row in the table.

  3. Select this row and edit the main data.

  4. Save the changes.

To edit communication data

  1. Select the required tabs on the main data form.

  2. In the table, select the row that you want to edit.

  3. Edit the main data.

  4. Save the changes.

To remove the assignment of communication data

  1. Select the required tabs on the main data form.

  2. In the table, select the row that you want to remove.

  3. Click Delete.

  4. Save the changes.
Detailed information about this topic
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General main data of Google Workspace user accounts

On the General tab, you enter the following main data:

Table 27: Additional main data of a user account

Property

Description

Employee

Employee that uses this user account. An employee is already entered if the user account was generated by an account definition. If you create the user account manually, you can select an employee in the menu. If you are using automatic employee assignment, an associated employee is found and added to the user account when you save the user account.

You can create a new employee for a user account with an identity of type Organizational identity, Personalized administrator identity, Sponsored identity, Shared identity, or Service identity. To do this, click next to the input field and enter the required employee main data. Which login data is required depends on the selected identity type.

NOTE: To enable working with identities for user accounts, the employees also need identities. You can only link user accounts to which an identity is assigned with employees who have this same identity.

No link to an employee required

Specifies whether the user account is intentionally not assigned an employee. The option is automatically set if a user account is included in the exclusion list for automatic employee assignment or a corresponding attestation is carried out. You can set the option manually. Enable the option if the user account does not need to be linked with an employee (for example, if several employees use the user account).

If attestation approves these user accounts, these user accounts will not be submitted for attestation in the future. In the Web Portal, user accounts that are not linked to an employee can be filtered according to various criteria.

Not linked to an employee

Indicates why the No link to an employee required option is enabled for this user account. Possible values:

  • By administrator: The option was set manually by the administrator.

  • By attestation: The user account was attested.

  • By exclusion criterion: The user account is not associated with an employee due to an exclusion criterion. For example, the user account is included in the exclude list for automatic employee assignment (configuration parameter PersonExcludeList).

Account definition

Account definition through which the user account was created.

Use the account definition to automatically fill user account main data and to specify a manage level for the user account. One Identity Manager finds the IT operating data of the assigned employee and enters it in the corresponding fields in the user account.

NOTE: The account definition cannot be changed once the user account has been saved.

NOTE: Use the user account's Remove account definition task to reset the user account to Linked status. This removes the account definition from both the user account and the employee. The user account remains but is not managed by the account definition anymore. The task only removes account definitions that are directly assigned (XOrigin=1).

Manage level

Manage level of the user account. Select a manage level from the menu. You can only specify the manage level can if you have also entered an account definition. All manage levels of the selected account definition are available in the menu.

Google Workspace customer

Customer to which the user account belongs.

Unique ID

Google Workspace internal ID of the user account.

Gender

Gender of the user. Select a value from the menu.

Custom gender

User defined gender of the user.

Address me as

A human-readable string containing the proper way to refer to the user. Example: he/him/his or they/them/their

First name

User's first name.

Last name

User's last name.

Primary email address

Primary email address for the user account.

Google Workspace Organization

Google Workspace organization to which the user account belongs.

Creation time

 Time at which the user account was created.

Deletion time

Time at which the user account was deleted. The user account can be restored within five days.

Risk index (calculated)

Maximum risk index value of all assigned entitlements. The property is only visible if the QER | CalculateRiskIndex configuration parameter is set. For detailed information, see the One Identity Manager Risk Assessment Administration Guide.

Category

Categories for the inheritance of Google Workspace permissions to the user account. User accounts can selectively inherit permissions. To do this, entitlements, and user accounts are divided into categories.

Select one or more categories from the menu.

Notes content type

Format of notes.

Notes

Text field for additional explanation.

Suspended

Specifies whether the user account is locked.

Suspension reason

Reason for the suspension of the user account.

Aliases

List of all alias email addresses that are set up for this user account.

Non editable aliases

List of all email addresses that cannot be changed. These email addresses do not belong to the primary domain or its subdomains.

Identity

User account's identity type Permitted values are:

  • Primary identity: Employee's default user account.

  • Organizational identity: Secondary user account used for different roles in the organization, for example for subcontracts with other functional areas.

  • Personalized administrator identity: User account with administrative permissions, used by one employee.

  • Sponsored identity: User account to use for a specific purpose. Training, for example.

  • Shared identity: User account with administrative permissions, used by several employees. Assign all employees that use this user account.

  • Service identity: Service account.

Groups can be inherited

Specifies whether the user account can inherit groups through the linked employee. If the option is set, the user account inherits groups through hierarchical roles, in which the employee is a member, or through IT Shop requests.

  • If you add an employee with a user account to a department, for example, and you have assigned groups to this department, the user account inherits these groups.

  • If an employee has requested group membership in the IT Shop and the request is granted approval, the employee's user account only inherits the group if the option is set.

Products and SKUs can be inherited

Specifies whether the user account can inherit products and SKUs through the linked employee. If the option is set, the user account inherits profiles through hierarchical roles, in which the employee is a member, or through IT Shop requests.

Admin roles assignments can be inherited

Specifies whether the user account can inherit admin role assignments through the linked employee. If the option is set, the user account inherits admin role assignments through hierarchical roles, in which the employee is a member, or through IT Shop requests.

Privileged user account.

Specifies whether this is a privileged user account.

Include in global address list

Specifies whether the user account is displayed in the global address list.

Included in allow list

Specifies whether the IP address for the user account is included in the allow list for emails.

Is super admin

Specifies whether the user account has super admin permissions.

Delegated administrator

Specifies whether the user account has delegated admin permissions.

Google Workspace Agreement accepted

Specifies whether the user has initially logged in to Google Workspace and has accepted the Google Workspace (online) agreement.

Google mailbox is created

Specifies whether a Google mailbox has been created for the user account.

2-step verification is enrolled

Specifies whether 2-step verification for the user account is enrolled.

2-step verification enforced

Specifies whether 2-step verification for the user account is enforced.

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