Now that CloudM is installed, you need to configure the core domain settings to ensure the platform communicates effectively with your Google Workspace environment. This guide covers the essential initial configurations: defining administrators, setting up system notifications, managing data synchronization, and establishing the foundations for automation with Smart Teams and Profile Fields.
1. Admin Account
The Admin Account (domain administrator) is the primary account responsible for the CloudM system. To configure this:
Navigate to Settings → Domain Settings.
Locate the Admin Account section.
Click into the Email field and search for the required user account.
Select Save to confirm the changes.
Best Practice
It is highly recommended to use a dedicated "Application Install" or Service Account rather than a specific employee's user account. Actions performed in CloudM will appear in your Google Workspace logs as being performed by this specific account.
Role-Based Access Controls: Granting Admin Access to Other Users
While the Admin Account is the primary administrator, you may need to grant additional administrative access to other users for specific tasks (e.g., managing users).
Navigation: Settings → Roles
To grant access, you must create additional roles and assign them to users. Note the following default behavior:
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Default roles
Whilst they cannot be deleted, you can still change the permissions and edit what users are able to do by default.Administrators: If they are an existing Google Workspace admin user, they will be automatically given the "Administrators" role within CloudM. This grants all permissions by default.
Normal Users: For all other users, the "Normal Users" role is assigned and no additional permissions are granted by default.
Custom roles
It's possible to create custom roles or roles from templates (e.g., 'Signature Manager') within CloudM.
For more information, see Roles.
2. Notification Settings
You can configure CloudM to send email notifications regarding system events to specific users or groups.
Navigate to Settings → Notification.
Scroll to the Notification Settings section.
Add the email addresses or groups you wish to receive alerts.
Note
The email address associated with the primary Admin Account is automatically included in this list and cannot be removed.
3. Domain Actions and Synchronization
Navigation: Settings → Domain Settings → Domain Actions
This section allows you to manage how data syncs between CloudM and Google Workspace.
Domain Synchronization
The Domain Synchronization updates your domain information from Google Workspace, such as Users, Organizational Units (OUs), Google Groups, and Contacts.
First Sync: Occurs automatically immediately after the CloudM app is installed.
Recurring Syncs: Occur automatically every 48 hours.
Manual Sync: You can request a sync at any time by clicking Request sync in the Domain Actions menu.
Automatic Google Profile Sync
By default, CloudM sends changes to Google Workspace immediately. Changes made directly in Google Workspace rely on Google Workspace Push Notifications to push the information to CloudM.
This option is enabled by default but may be disabled.
Manual Synchronization Types
Beyond the Global Sync, you can perform targeted syncs for specific data types:
Request Vault Synchronization
(Visible only if Google Vault is enabled) Syncs Vault Holds immediately.
Maintenance Syncs
Use the following options if you notice discrepancies in search results or manager hierarchies (often caused by propagation delays):
Maintain Search Indexes
Maintain Manager States
Maintain Manager Values
4. Smart Teams
Automations within CloudM can be assigned at an OU (or domain), or Smart Team level.
CloudM Smart Teams are dynamic groups that automatically update membership based on user attributes (such as Department, Location, or Custom Fields). Setting these up early allows you to automate workflows, assign policies, and target email signatures without manual intervention.
Smart Teams allow you to leverage Google Groups within your automation workflows. To enable this functionality, we recommend converting your existing Google Groups to Smart Teams.
Learn more about configuring Smart Teams in the Smart Teams section.
5. Profile Fields
To get the most out of CloudM automations and signature management, ensure your user data is accurate and mapped correctly. You can configure which attributes CloudM reads and writes, including standard Google Workspace fields and custom schema fields.
Two key features to consider during setup are:
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Predefined Extra Information:
These are custom fields that can be synced with Google Workspace. This allows you to sync existing Google Workspace custom schemas into CloudM (or vice versa) to use in Email Signatures or to define Smart Team membership.
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Predefined Tags:
These are internal tags beneficial for creating new Smart Teams based on simple pieces of information. Unlike Extra Information, these tags are not visible in Google Workspace and exist only within CloudM.
Learn more about configuring attributes in the Profile Fields section.
Need help? Contact CloudM Support