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Setting up your Google Workspace user import

This Cloud Data Imports section of the documentation covers a feature coming soon that will be available in Hornbill Core UI builds higher than 2475.

Before you begin, make sure you understand the ways of filtering the data you import.

Creating an import configuration

To find Cloud Data Imports:

Navigate to Configuration > Platform Configuration > Data > Cloud Data Imports.

To create an import configuration:

  1. At the top right of the configurations list, click + Add New.

    Note

    If this is your first import configuration, click the button that says No import configurations are set up. Click here to create your first import.

  2. Give your import a clear and unique name.
  3. Click Create.
  4. (Optional) Add a description in the Description field to explain what the import does.

To choose the data source:

  1. Click the Data Source tab.
  2. In the Data Source Settings area, in the Import field, click the edit icon.
  3. In the Hornbill Integration Bridge dialog, select Cloud Data Imports > Users > Google Workspace.
  4. Click Apply.
  5. The Source / Import Options section appears, with settings you can customize. Use the information about options to make your choices.

Source/import options

Here’s a breakdown of the options available when setting up your Google Workspace user import. These settings give you control over what gets imported, when, and how.

Keysafe Key

Choose the KeySafe Key you created earlier. This is what allows Hornbill to securely access your Google Workspace account.

Customer ID (Optional)

Enter your Google Workspace Customer ID. If you leave this blank, my_customer will be used by default.

Domain (Optional)

Specify your primary domain to import users from, if you want to limit the import.

Query (Optional)

Use this to search or filter users based on different profile fields, including custom fields.
See Google’s Search Users documentation for examples.

Important

If no query is provided, all users from your Google Workspace domain will be imported!

Return Deleted User

Choose whether to include deleted users in the import.

Action

Choose what Hornbill should do with the users it finds:

  • Create – Only adds new users who don’t already exist in Hornbill.
  • Update – Only updates users who already exist in Hornbill.
  • Create & Update – Adds new users and updates existing ones.

Account Status

Set the status of the users being imported (e.g. Active, Inactive), and choose when this status should be applied.

User Properties

Define how user data should map to Hornbill fields during import.

  • Supports Mustache templates for custom formatting or combining data.
  • Input fields offer auto-complete to help you select fields from your Google Workspace source.

Memberships

This section lets you assign imported users to organizational groups in Hornbill.

  • Action – When should the user be added to the group?
    • Create – Add user only during Create actions.
    • Update – Add user only during Update actions.
    • Create & Update – Add user during both.
    • Unassign if Assigned – Remove user from the group if already assigned.
  • Organization ID – The ID of the group you want to assign.
  • Membership – Choose one:
    • Member
    • Team Leader
    • Manager
  • Can View Tasks – Should this user be able to see tasks for the group?
  • Can Action Tasks – Should this user be able to work on tasks?
  • Single Assignment per Group Type – Ensures the user belongs to just one group per type, removing them from others of the same type.

Role assignments

Assign roles to users as part of the import process.

  • Action – When should the role be assigned or removed?
    • Create – Assign role only when the user is newly created.
    • Update – Assign role only during updates.
    • Create & Update – Assign during both.
    • Unassign if Assigned – Remove role if the user already has it.
  • Role – The name of the role to assign.

Filtering: Import only the users you need

You don’t have to bring everyone in! Use queries to filter users by department, location, or other fields.

Check out Google’s example queries for ideas.

Available fields

When you connect to Google Workspace to import users, Google presents you with a standard set of fields for each person. These fields are available for mapping and filtering. Here’s what gets included:

Name

  • displayName
  • familyName
  • fullName
  • givenName

Account Information

  • agreedToTerms
  • aliases
  • archived
  • changePasswordAtNextLogin
  • creationTime
  • customSchemas
  • deletionTime
  • etag
  • id
  • includeInGlobalAddressList
  • ipWhitelisted
  • isAdmin
  • isDelegatedAdmin
  • isEnforcedIn2Sv
  • isEnrolledIn2Sv
  • isMailboxSetup
  • keywords
  • kind
  • languages
  • lastLoginTime
  • notes
  • orgUnitPath
  • suspended
  • suspensionReason
  • thumbnailPhotoEtag
  • thumbnailPhotoUrl

External ID Fields

  • accountExternalId
  • customerExternalId
  • loginExternalId
  • networkExternalId
  • organizationExternalId

Contact Information

  • companyMainPhone
  • homeEmail
  • homePhone
  • mobilePhone
  • otherEmail
  • primaryEmail
  • recoveryEmail
  • recoveryPhone
  • workEmail
  • workMobilePhone
  • workPhone

Organization Information

  • dottedLineManager
  • manager

Organization Types

  • domainOnlyOrganization
  • primaryOrganization
  • schoolOrganization
  • unknownOrganization
  • workOrganization

The following fields are available, where populated, for each of the above organization types:

  • costCenter
  • department
  • description
  • domain
  • fullTimeEquivalent
  • location
  • name
  • symbol
  • title

And can be mapped in the following way: {{domainOnlyOrganization.costCenter}}.

Address Information

Address Types

  • homeAddress
  • otherAddress
  • primaryAddress
  • workAddress

The following fields are available, where populated, for each of the above organization types:

  • country
  • countryCode
  • extendedAddress
  • formatted
  • locality
  • poBox
  • postalCode
  • postalCode
  • region
  • region
  • streetAddress

And can be mapped in the following way: {{homeAddress.streetAddress}}.

Location Information

Location Types

  • defaultLocation
  • deskLocation

The following fields are available, where populated, for each of the above organization types:

  • area
  • buildingId
  • deskCode
  • floorName
  • floorSection

And can be mapped in the following way: {{defaultLocation.buildingId}}.

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