Installing CloudM Automate (Google Workspace)

When Installing CloudM Automate, it is important that the super admin account used to perform the installation uses the primary domain of the Google Workspace Tenant

Installing from the Google Workspace Marketplace

 

Key Note - The following languages are supported for Google Workspace domains.
To change the language, click on your User Profile icon in the top right-hand corner and select from the following options (by clicking on the flag):

English (US)
English (UK)
French - Français
Spanish - Español
Italian - Italiano
Portuguese - Português

 

To Install, Open admin.google.com from your browser and sign in as an Administrator.

Navigate to the Google Workspace Marketplace (which can be done by going there directly or through your Google Workspace Admin Panel > Apps > Marketplace Apps > + icon in the top right of the tool bar).

From the menu of the Marketplace, search for "CloudM Automate" and click on the tile.

You will then be brought to the CloudM Automate app page, and from here you can either install the app, if you haven't already, or launch the app itself.

If you are installing the App, you will be asked for confirmation to install the App. When you click confirm, you will be asked to enable the permissions required for CloudM Automate to work on your domain.

Once you have read over the information and are happy, you can now go into CloudM Automate from the Launch Button, via URL or through the app launcher in Google Workspace.

Ensure you're using a Google workspace super admin account, and then the status of the application, it should say "Granted", "Revoked" or "Partially Granted for the scopes.

If anything other than Granted (in green), then you must grant Automate access to these APIs to use Automate.

Visit here - https://admin.google.com/ac/apps/gmail/marketplace/appdetails/610068293802 

After you have installed CloudM Automate, click on the Google App Launcher button in the top right corner of your browser window, scroll down to CloudM Automate and select the option.

 

Run a manual sync

The Domain Actions section (in Settings Domain Settings) allows you to monitor the synchronization between CloudM Automate and your domain, and provides some synchronization actions.

Run_manual_sync.png

 

In the first section of Domain Actions, you can quickly view when the last domain sync occurred and whether or not it was successful. A Global Sync occurs every 48 hours (after the initial synchronization) and automatically syncs your domain information.

If you do need to manually force a domain sync in between automatic Global Syncs, select the Synchronize Now button.

  • Depending on when you last synced the domain, the system may prevent manual syncing in some instances.
  • If the sync fails (red cross icon) or an error (yellow exclamation icon) has occurred, you can select the More information link to view in more detail. You can also see the areas that have successfully synced (a green tick icon) or are in the process of synchronizing (a gray progress wheel icon).
  • If a sync error relates to the License Information Sync, you will see a description and a link to the logs. In the screenshot below, you can see that the sync could not match a license to 2 users.

Run_manual_sync_2.png

 

The next section of Domain Actions allows you to Request Delegate Synchronization. This will synchronize all mailbox delegations across your domain (as part of your next Global Sync). You can also see when the last delegation request was made and the current status (e.g. a request has already been made and is waiting on the next Global Sync to take place). Please see the Managing Mailbox Delegation article for more information.

Run_manual_sync_3.png

 

 

If you need to see all users who have the ‘Legal Hold’ attribute set within Google Vault, select the Request Vault Synchronization button. Once the sync has taken place, you will be able to search for all users with a legal hold using ‘googleVaultHold’ as the search criteria.

If you are experiencing issues with Search results,  select the Maintain Search Indexes button to rebuild the Indexes.

Search

If you are experiencing issues where the manager checkbox on user profiles is incorrectly checked or unchecked, select the Maintain Manager Values button to sync with Google Workspace and check which users are tagged as Manager. Profiles will be updated accordingly.

Maintain

 

Setting the Domain Administrator

To set the Domain Admin:

  1. Select Settings Domain Settings.
  2. Under the Admin Account section, click on the Email field and search for the required user.
  3. Adding a new user as Domain Admin will replace the current admin.
  4. Select Save to confirm the changes.

Screenshot 2023-08-02 155142.png

 

 

Setting System Notifications

In the Notification Settings section of Settings > Domain Settings, you add and remove multiple users on a mailing list that will send email notifications about the system.

The email address associated with the Admin Account (set in the section directly above Notification Settings) is automatically added to the list and cannot be removed.

 

To add a user to the mailing list:

  1. In the Notifications Settings section, click on the Email field.
  2. Start typing in the email for the required user. The results will be filtered in real time and displayed in a drop down table.
  3. The email address must be associated with an existing CloudM Automate account.
 

Setting Admin Access for other users

You may need to give some of your users Administrative access to CloudM Automate so that they can administer some of the tasks (such as managing users). In order to do this, you will need to associate the Administrators role (one of the 2 default CloudM Automate roles) to those users.

To assign a role:

  1. On the Settings Roles screen, select the Administrators role,
  2. Select the Role Assignment tab,
  3. Click on the Assign To field and choose whether you are assigning the role to an Org Unit, User Profile, Group, Service Account, External Profile or External Group. 
  4. Click on the Name field to choose the name of the Holder that you want to apply the role to.
  5. Set Org Unit to the top level OU / domain.
  6. Click on Add.
  7. The Holder will appear in the table on the Assigned Users tab. This list shows all the holders that are assigned to the selected Role.

For more details on setting up Roles (including setting up custom roles), please see the Roles section in our Knowledge Base. 

 

The Administrators role does not grant permissions to edit and assign Email Signatures. You will need to create a new Role (using the Email Signature Manager template) and assign to any administrator that needs access to the Email Signature Management features in CloudM Automate.

 

Additional Administrative Tasks

After you have installed CloudM Automate, synced to your domain and set up your basic administrative access and notifications, there are a few tasks that you (or an administrator) should complete to get the best out of the application.

  1. Set up Onboarding Workflows for each Organizational Unit so that your users automatically have access to the documents, calendars and Shared Drives, and also have relevant tags / labels and extra information added to their user profiles.
  2. Set up Offboarding Workflows (which can be applied to your entire domain and, where required, specifically to different Organizational Units) so that leavers are offboarded from your domain in a simple, organized and compliant way. This is essential to make sure that access to sensitive information is delegated to other users correctly, access to data and applications is revoked for the leaver, and licenses are freed up.
  3. Setup your Password Policy to configure password complexity policies for each Organizational Unit and Smart Team within the domain.
  4. Optionally, you can also Customize the CloudM Automate User Interface to match your organization's design, including brand colors, favicons and logos. 

     

    Secondary Domain FAQs

    CloudM Automate, as it currently stands, absolutely requires to be installed on the Primary Domain Attempting to do otherwise can cause issues when accessing CloudM Automate or running any sync.

 

Was this article helpful?
1 out of 1 found this helpful