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Installing OK Goldy
Installing OK Goldy – The Google Sheets Add-On for Managing Your G Suite Users
This tutorial will take you through the steps of installing and setting up the OK Goldy G Suite add-on. This add-on is for Google sheets.
As a G Suite admin, managing multiple users can turn into an ordeal especially when you have scores of users.
Typically, as a G Suite admin you may have to perform the following functions to manage your users:
Let’s say you have to change the status of 50 users.
Although the G Suite dashboard is easy to use, shuffling between different screens, one user at a time, can be quite time consuming and tedious.
Log into your G Suite account.
Go to Google Sheets
Create a blank sheet and give it an appropriate name.
The next screen is the usual screen that you get when you install an add-on – it tells you what all the add-on will be able to do through your account. It basically makes sure that you know that you are providing a certain level of access to the add-on to be able to perform admin-level functions. Click “ALLOW”.
After installing the add-on, you will need to set it up to be able to use it. It uses various worksheets to enable you to perform various functions on your G Suite users in one go. But before that, you will need to create the needed worksheets.
You can click on “Setup Sheets” to create all the needed worksheets or you can click “Delete All Sheets” if you have already created worksheets through OK Goldy.
You can click on the left and right icons at the bottom-right to view all the worksheets that have been created by OK Goldy.
The purpose of all these sheets is to enable you to perform various functions – in bulk – using the OK Goldy Google Sheets add-on.
For example, if you need to create users in your G Suite account, you can simply use the “Create Users” sheet by entering the data in that sheet (explained in a different tutorial).
Need to delete the sheets to start all over again? This is the sequence that you can follow…
Do check out our other tutorials on how you can perform various user-management functions as a G Suite administrator, using the OK Goldy add-on for G Suite.
How to bulk create or add G Suite users
In this tutorial you will learn how to bulk create G Suite users using the OK Goldy G Suite add-on.
As a G Suite admin, you are often asked to add lots of users to your organization’s G Suite account so that they can use the official email ID and use all the apps and functions provided by G Suite.
Although G Suite has a very straightforward interface for creating new users, it doesn’t have a way of adding them in bulk.
Suppose you need to create 20 users, or 200 users.
In this tutorial you will learn how to bulk create or bulk add G Suite users with the OK Goldy G Suite add-on for Google Sheets.
In the “How to install the OK Goldy G Suite add-on” you have already learned that once the add-on is installed and setup, it creates a set of worksheets in your Google Sheets document.
These worksheets will help you perform various G Suite-administration-related functions in bulk. Now, let’s learn how to create G Suite users in bulk.
You can see in the above screenshot that there are six columns in the worksheet, namely
- First Name – you enter the first name here.
- Last Name – you enter the last name here.
- Primary Email – the email that needs to be created within your organization’s domain name.
- Org Unit – if you have created different organizational units (for different access levels to your users) you can enter the names of the organizational units here. You can have different names for different rows.
- Password – the password that will be used by the user you have created to access his or her email and other components of his or her G Suite account.
- Status – this information will be filled by the OK Goldy add-on itself
Fill in all the details in the appropriate columns.
Run the add-on module for creating new G Suite users in bulk, using the following command path:
Add-ons >> OK Goldy >> User Manager >> 1. Create Users
You will see the “Working” graphic that shows that the G Suite users are being created in bulk.
Remember the “Status” column that we left blank and I told you that the values will be filled by the add-on itself? Once your “Create Users” module has run the status column will be filled. It will tell you that all the users have been created successfully.
You can go to your G Suite admin dashboard to verify that all your users have been created in bulk. Make sure you go to the appropriate organizational unit to see the status of the new users you have just created in bulk.
How to bulk update G Suite users
In this section you learn how to bulk update G Suite users using the OK Goldy add-on for G Suite.
Above you have learnt how to install the OK Goldy add-on for G Suite and how to bulk add or bulk create users in your G Suite account.
Or, you would like to change the organizational unit to which employees with a particular email ID belong. Or maybe suddenly you need to change passwords of scores of employees.
Just make sure that you use exactly those fields that already exist in the user management section of your G Suite dashboard.
Here is how you bulk update your G Suite users using the OK Goldy add-on for G Suite:
Make all the changes that you want
Now all the information that you may select to update is right in front of you in rows and columns. For example, you can change the first name, last name and all other columns visible in the sheet. Just keep in mind that you change only those values that have a corresponding column heading.
How to bulk suspend users in your G Suite account
In this section you will learn how to suspend multiple users in your G Suite account in bulk.
There might be many reasons to bulk suspend users in your G Suite account.
Some users might be acting naughty. Or maybe, it’s Halloween.
Suspending users means that they cannot access their emails and other functions associated with their accounts. This is normally done when you don’t want to delete users, you just want them not to be able to access the G Suite accounts temporarily.
In your G Suite account, open the Google Sheet document where you installed the OK Goldy add-on.
Bulk Delete Users
How to bulk delete G Suite users
In this section you will learn how to bulk delete G Suite users.
There comes a time when you have to delete many users in bulk. If you use the usual G Suite interface, you can delete users one at a time. This is fine if you have to delete one or a couple of users but if you have to delete 30-40 users in a go, this can prove to be a tedious job.
Open the Google Sheet where you installed the OK Goldy add-on.
Bulk Export Users
How to bulk export G Suite users in a Google Sheet
In this section you will learn how to export G Suite users into a Google Sheet in bulk.
For example, if you want to suspend multiple users, you need to enter all these email ids in the designated. The “Export” module allows you to import all the information into the worksheet and then you simply have to copy/paste the needed information.
Open the Google Sheets document that you used with your OK Goldy setup.
Bulk export G Suite users using the following command path:
Add-ons >> OK Goldy >> Users Manager >> 5. Export Users
Whether there are 10 users or 10,000 users, it hardly takes a few seconds to export all the G Suite entries to the OK Goldy worksheet.
The “Success” status also shows you the additional details about your G Suite users such as in total how many users were imported, how many were logged in at the time of the import, how many never logged in and how many users are using multi-factor authentication.
The information about how many users logged in and how many never logged in is also visually represented via a pie chart.Standard Chartered
Bulk Create Groups
How to bulk create G Suite groups with OK Goldy
Remember Google Groups? In G Suite also you can create groups to facilitate group conversation and collaboration.
Every group has a dedicated, unique email ID. The people who have joined the group (or are added to the group by the admin) send messages to that particular unique email ID and the messages are broadcast to all the group members.
This is how you can create the G Suite groups in bulk:
Bulk Delete Groups
How to bulk delete G Suite groups with OK Goldy
You may need to bulk delete your G Suite groups in case you need to clean up your organizational account or you need to restart everything from scratch.
This is how it is done…
Bulk Export Groups
How to bulk export G Suite groups using OK Goldy
Bulk Add Members
How to bulk add G Suite group members with OK Goldy
Sometimes you may have to add multiple members to different G Suite groups and using the usual G Suite interface may turn into a chaotic exercise especially when you need to shuffle between different G Suite groups, different members, and also different roles – owner, manager, member and other roles.
xecute the “Add Members” module of the OK Goldy add-on using the following command path:
Add-ons >> OK Goldy >> Members Manager >> 9. Add Members
Once the “Add Members” module has completely run, the success status is printed on the Status column.
As you can see that for three members, the membership addition was unsuccessful. That is because when you are entering roles for the users, they need to be in ALL CAPS (“MANAGER” and not “Manager”.
Bulk Export Members
How to bulk export group members from a G Suite group using the OK Goldy add-on
Suppose you want to change the roles of various group members. Instead of using the default G Suite interface, it will be easier to first export the information from G Suite into the OK Goldy worksheet, make the changes, and then use one of the OK Goldy modules to update your G Suite account.
Execute the “Export Members” module using the following command path:
Add-ons >> OK Goldy >> Members Management >> 10. Export Members
Please note that in the “Member Role” column, in the top two rows, I have written “Manager” instead of “MANAGER”. The difference is that the top two bits of information haven’t been entered in ALL CAPS. In a while I will explain what its implication is.
xecute the “Add Members” module of the OK Goldy add-on using the following command path:
Add-ons >> OK Goldy >> Members Manager >> 9. Add Members
In the above screenshot I have rearranged the columns so that you don’t have to horizontally scroll your screen to get the whole picture. The above screenshot shows all the exported members of the G Suite group “Group Email”.
Bulk Remove Members
How to bulk remove G Suite group members with OK Goldy
Enter group email ids and member email ids in the “Group Email” and “Member Email” columns, respectively. You need to enter group email ids for all member email ids because you can remove different members from different groups.
As you can see in the G Suite dashboard screenshot below, there are some group members existing in this group. They will be exported into the OK Goldy add-on worksheet.
Bulk Create Aliases
How to create G Suite aliases in bulk with OK Goldy
Planning to create multiple G Suite aliases for multiple G Suite email ids? You can easily create G Suite aliases in bulk with OK Goldy.
Bulk Export Aliases
How to bulk export G Suite aliases using the OK Goldy
It is useful if you can have all the aliases belonging to all your G Suite email ids at one place either to make bulk changes or just to have a grip over which aliases belong to whom. This is how you can bulk export your G Suite aliases into the OK Goldy worksheet.
Execute the “Export User Aliases” module using the following command path:
Add-ons >> OK Goldy >> Alias Manager >> 14. Export User Aliases
The success status of all the exported user aliases is displayed.
What if you need to export user aliases belonging to multiple email ids?
You can put all these email ids in the “Provided Email” column like this:
When you run the “Export User Aliases” module again, you get this success status:
You see that all the aliases belonging to all the email ids have been exported into the worksheet.
Bulk Delete Aliases
How to bulk delete G Suite user aliases with OK Goldy
Want to delete multiple G Suite user aliases? Since deleting them one by one using the default G Suite dashboard interface can be quite time consuming, you can use the OK Goldy add-on to bulk delete G Suite user aliases. Here is how to do it.
Troubleshooting & FAQ
Most frequent questions and answers
If you are getting this error, please consider following-:
givenName (first name) is a required attribute to create users in G Suite, it seems somehow its missing for any of your users. Please do following-:
Google has a very strict add-on review process (you can read more about it here “Google’s G Suite Add on Review Process.) which is obvious looking at the massive number of G Suite businesses and users which rely on the add-ons available in G Suite marketplace today.
“Ok Goldy” has passed all the checks by Google’s review process and is now trusted by over 15,000 G Suite Administrators to perform bulk G Suite operations.
I think it’ll be good to tell you a bit more about what do I get access to when you start using this add on.
1. Google does NOT share information like your domain name, email address or any PII with me, though I know how many users installed the add-on, but I don’t get to know “Which” users.
2. This add-on is built with Google Apps Script which leverages OAuth, where when you run the tool, Google asks if you want to permit this add on to access required scopes (Primarily Directory API and Sheets API) and to perform bulk operations.
3. As it leverages OAuth, you can anytime, go to your G Suite Admin Console and revoke the token, which will result in no access to “Ok Goldy” even if the add-on is installed.
(Side note -: If you want to audit shadow IT, you can use the script I created to audit OAuth tokens in your domain here https://www.goldyarora.com/blog/g-suite-oauth-token-audit/).
This add on is simply a result of my own needs, while working with large enterprise customers, its hard to do things manually in Admin console which made me write script for almost everything that happens in a large G Suite deployment.
As I already have these scripts, I thought to publish some of them as a G Suite Add on, so mates like you can save some of your time.
I always try to help G Suite community, but be aware that everything I offer here is available for free, which means I can’t invest money in hiring a lawyer to write one of the best privacy policies, security documentation, no content writers to write engaging content etc……
All I have here is to share something which works for me for you to test it out, and if I fall short here, you should stop using the add on and send me a feedback email at help at goldyarora.com.
One of the best moments for a to a developer is when a user comes to him saying “I like something you built, and I wanted to ask if you can add this feature to make it even more useful for me”.
So I appreciate it, you just gave me that moment:).
Please put your feature request below in comments, the more detailed the better, though I can not commit a timeline being a full time employed, a husband and a father of two, but rest assured I would try to add it as soon as I can (especially if the use case is broad and can help wider audience).
I just changed my full time job, and trying to establish myself, however soon I will start investing sometime in enhancing ‘Ok Goldy’.
Feel free to put your comments below to give me feedback, but am thinking of following-:
1. Enhance features of current modules-:
(i) Reset Password in bulk
(ii) Undelete Users in bulk
(iii) Restore (Unsuspend) users in bulk
(iv) Change Group Settings in bulk
2. Add New Module/s-:
(i) Add “Resource Calendar” module which will help you create, update, delete, export buildings and resources.
3. New Add On-:
(i) A whole new Add on dedicated to Google Classroom, which will help G Suite Education Admins to perform bulk operations on Google Classroom objects.
My daughter’s school here in West Windsor school district, Plainsboro, NJ also uses G Suite, and am trying to help out with this.
How about a name for this, “Ok Sarah” :)?
Please don’t hesitate to put what you think about the new features plan, I would appreciate your feedback including changing or swapping the new features.
Appreciate your consideration, but apologies, I do not freelance.
However, if you have a large (> 10,000 users) G Suite implementation project, please write to me at help @ goldyarora.com for a prospective discussion.
If you are a small business, and still need some dedicated help, I might be able to recommend you a company or person in my network and let both of you explore synergies to work together.
Come together to help G Suite community.
- Provide your feedback & share your use cases
- Collaborate to improve Ok Goldy’s current features & add new ones
- Share G Suite Implementation & Administration best practices
- Share Knowledge and make it a win win