Computer Tips [https://com.puter.tips/]: Automate onboarding in Google Workspace

This tutorial demonstrates the use of Google Workspace apps to automate the onboarding experience for new users by adding them to a google group and sending automated welcome emails after they are added.

Step 1: Log in to Google Drive using your Google Workspace account and create a new Google Sheet.

Step 2: Go to Insert > Form and create a new Google Form.

Step 3: Add the email address and google group fields.

Step 4: Go to Tools > Script editor.

Step 5: In Apps Script > Go to Project Settings > Check the box for "Show "appsscript.json" manifest file in editor" option.

Step 6: Go to Editor > appsscript.json and change it to the following:

{
  "timeZone": "America/New_York",
  "dependencies": {
    "enabledAdvancedServices": [
      {
        "userSymbol": "AdminDirectory",
        "serviceId": "admin",
        "version": "directory_v1"
      }
    ]
  },
  "exceptionLogging": "STACKDRIVER",
  "oauthScopes": [
    "https://www.googleapis.com/auth/documents",
    "https://www.googleapis.com/auth/drive.readonly",
    "https://www.googleapis.com/auth/groups",
    "https://www.googleapis.com/auth/script.external_request",
    "https://www.googleapis.com/auth/script.scriptapp",
    "https://www.googleapis.com/auth/script.send_mail",
    "https://www.googleapis.com/auth/spreadsheets.currentonly",
    "https://apps-apis.google.com/a/feeds/groups/",
    "https://www.googleapis.com/auth/admin.directory.group",
    "https://www.googleapis.com/auth/admin.directory.user",
    "https://www.googleapis.com/auth/admin.directory.group.member"
  ],
  "runtimeVersion": "V8"
}

Step 7: Go to Editor > Code.gs and change it to the following:

var ADDED_TO_GROUP1_DOC_URL = 'https://docs.google.com/document/
edit?usp=sharing';

var ADDED_TO_GROUP2_DOC_URL = 'https://docs.google.com/document/
edit?usp=sharing';

/**
 * Installs a trigger on the Spreadsheet when a Form response is submitted.
 */
function installTrigger() {
  ScriptApp.newTrigger('onFormSubmit')
      .forSpreadsheet(SpreadsheetApp.getActive())
      .onFormSubmit()
      .create();
}

/**
 * Sends a customized email for every response in a form.
 *
 * @param {Object} e - Form submit event.
 */
function onFormSubmit(e) {
  var responses = e.namedValues;

  // If the question title is a label, it can be accessed as an object field.
  // If it has spaces or other characters, it can be accessed as a dictionary.
  var timestamp = responses.Timestamp[0];
  var userEmail = responses['Email Address'][0].trim();
  var groupEmail = responses['Google Group'][0].trim();

  // Check if the group contains the user's email.
  var status = '';
  var group = GroupsApp.getGroupByEmail(groupEmail);
  if (group.hasUser(userEmail)) {
    // User is already in group, send a confirmation email.
    status = 'Already in group';
  } else {
    // User is not part of the group, add user to group.
    var member = {email: userEmail, role: 'MEMBER'};
    AdminDirectory.Members.insert(member, groupEmail);

    // Send a confirmation email that the member was now added.
    if (groupEmail === 'group1@domain.com') {
    var addedToGroupDocId = DocumentApp.openByUrl(ADDED_TO_GROUP1_DOC_URL)
.getId();
    var ADDED_TO_SUBJECT = 'Added to group';
    } else if (groupEmail === 'group2@domain.com') {
      var addedToGroupDocId = DocumentApp.openByUrl(ADDED_TO_GROUP2_DOC_URL)
.getId();
      var ADDED_TO_SUBJECT = 'Added to group';
    }

    var emailBody = docToHtml(addedToGroupDocId);
    emailBody = emailBody.replace('{{EMAIL}}', userEmail);
    emailBody = emailBody.replace('{{GOOGLE_GROUP}}', groupEmail);
    MailApp.sendEmail({
      to: userEmail,
      subject: ADDED_TO_SUBJECT,
      htmlBody: emailBody,
    });
    status = 'Newly added';
  }

  // Append the status on the spreadsheet to the responses' row.
  var sheet = SpreadsheetApp.getActiveSheet();
  var row = e.range.getRow();
  var column = e.values.length + 1;
  sheet.getRange(row, column).setValue(status);

  Logger.log('status=' + status + '; responses=' + JSON.stringify(responses));
}

/**
 * Fetches a Google Doc as an HTML string.
 *
 * @param {string} docId - The ID of a Google Doc to fetch content from.
 * @return {string} The Google Doc rendered as an HTML string.
 */
function docToHtml(docId) {
  var url = 'https://docs.google.com/feeds/download/documents/export/Export?id=' +
            docId + '&exportFormat=html';
  var param = {
    method: 'get',
    headers: {'Authorization': 'Bearer ' + ScriptApp.getOAuthToken()},
    muteHttpExceptions: true,
  };
  return UrlFetchApp.fetch(url, param).getContentText();
}

Step 8: Go to Services > Add Admin SDK.

Step 9: Select installTrigger function from the dropdown and click on the Run button. (Just do it once; if you run it multiple times, it will create duplicate triggers. You can go to the Triggers menu to delete redundant ones.)

References:

Computer Tips [https://com.puter.tips/]

Friday, November 12, 2021

Automate onboarding in Google Workspace

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