Integrate Your Google Workspace User Directory With EZOfficeInventory

Do you have the employee logs of your organization set up in Google Workspace? If yes, individually adding each member to EZOfficeInventory might take up too much of your time. EZOfficeInventory now integrates with Google Workspace to make this process a breeze.

Directly import members from your company’s Google Workspace User Directory into your EZOfficeInventory account. 

Once you have successfully integrated your Google Workspace User Directory with EZOfficeInventory, your employees can easily log in to the application using their company Google accounts.

Let’s walk you through some basic steps on how to accomplish this!

Step 1: Enable Add On

Before you head any further, first enable the Google Workspace Add On from your EZOfficeInventory settings. Follow the pathway: Settings → Add Ons → Import Members from Google Workspace → Enabled and hit ‘Update’ to enable the integration.

Note: You can only enable the integration if your organization has access to Premium features and you have the role of the Account Owner or an Administrator in the system.

From here you can choose to automatically sync users every 24 hours.

Step 2: Import Members

Next, comes the task of populating members in your EZOfficeInventory account. To do this, go to the Members module and click on ‘Import Members from Google Workspace’ as shown:

This action will redirect you to the Google authentication page like shown below.

Google sign in page

Google will ask you the following permissions in order to continue with the authentication:

Note: It will request permission to delete users, however EZOfficeInventory will not actually delete any users.

Sign in with your company’s Google account credentials. This will prompt the system to retrieve the names and email addresses of all the employees in your Google Workspace User Directory.

Hit ‘Import Members’. Your EZOfficeInventory account now includes a comprehensive log of all your employees.

If a user is suspended or deactivated, in that case it will be suspended/deactivated respectively.

Note: All members imported from the Google Workspace User Directory will be assigned the default role of a Staff User, and the following Default Member Settings will apply to them.

To change the default member settings, head to Company Settings → Member Settings → Default Member Settings and configure the settings based on your preference. 

Step 3: Sign in with Google

Our Google Workspace integration enables employees to log into EZOfficeInventory with their company Google accounts.

You can verify whether your integration has been completed successfully. Here’s how to go about it:

  • Enter your URL: subdomain.ezofficeinventory.com in your search engine. The subdomain will essentially be your ‘Company name’.

subdomain.ezofficeinventory.com

  • Click on ‘Sign in with Google’.

Sign in with google

  • This shall direct you to accounts.google.com. You can now get your employees to enter their Google account credentials and see if they’ve logged in.

Once you land at the EZOfficeInventory dashboard and get the message “Successfully authenticated from Google account”, you’re good to go!

Step 4: Mapping custom attributes

EZOfficeInventory also enables you to map and import custom attributes for users from the Google Workspace User Directory. This helps you define your organizational hierarchy in EZOfficeInventory and adds an additional layer of information so you can take  actions and maintain detailed user records in your EZOfficeInventory account.

Custom attributes refer to organization-specific user information  such as office location or employee joining date. You can learn how to create a custom attribute for user profiles in the Google Admin Console by following the steps here.

Custom attribute mapping within EZOfficeInventory benefits enterprises and school districts in the following ways:

  • IT Admins in enterprises can designate user listings to employees, dispatch IT Assets to specific employee addresses, and manage personalized access to EZOfficeInventory.
  • IT Admins in school districts can carry out item checkouts to homerooms, auditoriums, and even individual students for specific teachers and courses.

To configure the mapping of Google Workspace custom attributes in EZOfficeInventory, go to Settings → Add Ons → Google Workspace Integration → Import Users from G Suite and select ‘Enable Custom Fields Mapping in Google Workspace’.

This reveals additional fields below where you can configure the custom attribute mapping.

EZOfficeInventory gives you the ability to map three types of attributes:

  • Basic
  • Address
  • Custom fields

Note: Before you configure custom attribute mapping, ensure that the custom fields have already been created for the Members module in EZOfficeInventory.

Let’s discuss an example of custom fields for the education sector such as User Listing, School District, and Homeroom teacher.

Now, go to your Google Admin Console and open up a user’s profile. Click to expand the User Information tab.

At this page, copy the values of selected custom fields in the following format: ‘Userlisting.userlisting_group’.

Next, paste these attributes onto the EZOfficeInventory Google Workspace section as shown below.

Note: Make sure to copy and paste the values as they are listed in Google Admin Console to avoid errors while mapping. Any spelling mistakes will show errors and you will not be able to map. 

Replicate the procedure for the rest of the custom fields and update settings in EZOfficeInventory.

Things to consider:

  • While mapping Employee information from Google Workspace, you need to copy and paste values in the format ‘EmployeeID’ on the right side. 
  • While mapping attributes like Contact information that have more than one option, differentiate Email (Home) and Email (Work) by pasting them in the following format: ‘Email.Home’ and ‘Email.Work’.
  • If you edit the name of a custom field in Google Workspace, you do not need to change its value in the EZOfficeInventory mapping settings.
  • If you edit the name of a custom field in Google Workspace before mapping it will not be mapped in EZOfficeInventory. 

To see updated changes, go to Members → More → Sync with Google Workspace → Complete Sync.

You will be notified about the updated changes through a system generated email. This is how the custom fields will appear on the Member Details page once the mapping is successful.

Have any questions?

For more assistance, visit our Knowledge base and blog for updates or drop us an email at support@ezofficeinventory.com.

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