This guide explains how to use the Predefined Fields tab in CloudM to manage user profiles in Google Workspace, focusing on custom attributes, data validation, and centralized management.
1. Getting Started: Accessing Predefined Fields
To access these settings, navigate to Directory > Profile Fields and select the Predefined Fields tab.
Important: Predefined fields are configured at the top-level Organizational Unit (OU) or domain name. This ensures that your data labels and validation rules remain consistent across your entire environment.
2. The Case for Centralized Profile Management
CloudM provides a centralized solution to manage profile data beyond standard Google Workspace attributes:
- Centralize Data: Manage both standard and custom profile data from a single platform.
- Data Integrity: Use controlled lists (dropdowns) to prevent typos in fields like "Office Location" or "Department."
- Automation: Automatically sync profile changes with Google Workspace using Profile Variables.
3. Core Requirements and Solutions
| Requirement | CloudM Technical Solution |
|---|---|
| Add custom fields | Use Predefined Extra Information to create new attributes. |
| Use a controlled list | Configure fields with pre-set options to ensure consistency (e.g., Office Building). |
| Synchronize changes | Automated synchronization between CloudM and Google Workspace schemas. |
4. Detailed Implementation
4.1 Mapping Organizational Fields
Standard fields (Job Title, Department) map directly to Google attributes. Validating these at the domain level ensures that any Inheritance rules you set later use clean, pre-approved data.
4.2 Using Profile Variables for Automation
Once configured, Profile Variables (e.g., {{department}}) act as the delivery vehicle for your data:
- Smart Teams: Use variables in search queries (e.g., Department equals "Marketing") to automate team membership.
- Email Signatures: Dynamically insert a user's Job Title or Work Number into their signature block.
5. Predefined Extra Information (Google Sync)
These are custom fields for attributes not covered by standard Google fields.
-
Synchronization: These sync automatically with the
CloudManagerschema in Google Workspace. - Propagation: Changes to these values at the domain level will propagate to all users currently inheriting that field.
6. Predefined Tags (CloudM-Specific)
Tags are unique to CloudM and do not sync to Google Workspace.
The Strategic Use: Because Tags are CloudM-only, they are the ideal trigger for Smart Team membership. You can use a tag like "Fire Warden" to flip an Inheritance Switch (applying a specific badge to an email signature) without altering the user's primary Google Directory data.
7. Technical Considerations & Sync
- API Limits: Google limits the number of custom attributes (Schemas) per domain. Use them strategically.
- Sync Timing: While definition changes are instant in CloudM, the update to individual users occurs during the next Directory Sync.