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:

• https://developers.google.com/workspace/solutions/group-membership-form
• https://github.com/googleworkspace/solutions/tree/master/group-membership-form/src
• https://developers.google.com/admin-sdk/directory/reference/rest/v1/users/insert?authuser=2%2F%3Fq%3Dadmindirectory
• https://com.puter.tips/2021/11/automate-user-creation-in-google.html