Google Workspace Directory - managing users in Google Workspace

Description

The Google Workspace connector synchronizes users who are created or edited in Lucca with the Google Workspace Directory.

Solution concerned: User sheet
Type of integration: API
Integration direction: Lucca → Google Workspace
Integration frequency: Every time an employee is created or edited (including departures)
Integration set up: Self-service

Data synchronized

When an employee is created or edited

When an employee is created or edited, the following information is sent to the Google Workspace Directory: 

• Last name
• First name
• Business email

When an employee leaves the company

When a contract end date is entered for an employee in Lucca, and there is no new contract to replace it, the employee isdeleted at 00:00 D+1 (Paris time zone) of the contract end date in Google. For example, if an employee's contract ends on 10/19/2023 in Lucca, their account will be deleted on 10/20/2023 at 00:00 UTC+02:00.

You can choose to deactivate the employee's account instead. A setting is available in the Google Workspace connector settings. If this deletion setting is deactivated, which is the default setting, the user will be suspended on the Lucca contract end date if there is no contract after the one that is ending.

Installation

1. Google Workspace: retrieving the customer ID (or client number) for your environment

Connect to your Google Workspace environment as a Super Administrator, to get hold of your customer ID. 

Menu    Account  Account settings Profile. (Menu    Account Account settings  Profile.)

2. Lucca: installing the connector

Prerequisite: you must have permission to access the integration module (cogwheel -> Other settings -> Integrations). If you don't have access to this module, please ask the role administrator at your company (who can go to role administration to give you access to the module) or the Lucca help desk.

2.1 Adding the connector

In the configuration module for the connectors, click on "Add a connector" and select "Google Workspace".

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2.2 Adding a configuration

A configuration corresponds to a set of rules for a given list of establishments. For example, this lets you:

• Exclude one or several establishments that shouldn't be synchronized
• Set up several different configurations if you have several distinct Google environments for different establishments.

Click on "Add a configuration" and follow the installation steps.

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2.3 General settings

In this first step, you can add:

1. The name of the configuration
2. The list of establishments concerned
3. The customer ID (client number) of your Google Workspace environment (see point 1, "Retrieving the customer ID for your environment")
4. The email addresses that will receive notifications about the connector

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2.4 Authorizations

For this step, click on"Authorize". You will then be directed to your Google environment. You must connect with yourGoogle Administrator account.

From this Google space:

If you haven't added the Google Calendar connector with Lucca: 

• click on Add new and enter the following information:
• Client ID: 117250607868947123654
• OAuth authorization: https://www.googleapis.com/auth/admin.directory.user

If you have already added the Google Calendar connector with Lucca:

• Identify the project using ID "117250607868947123654"
• Click on Edit
• Add OAuth authorization: https://www.googleapis.com/auth/admin.directory.user

Click on Authorize.

Once this delegation is configured in Google, you can go back to Lucca, check the box "I have completed all steps described above and/or in the help sheet" and click on Continue.

2.5 Activation

This last step validates the connector configuration. You can activate it immediately by clicking on "Activate connector", or decide to activate it later on.

Once these steps have been completed, the connector will start working.

3. Lucca: logging flows

The integration module includes a log page. This page logs all synchronized events.

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Notifications email

Cogwheel > Other settings > Integrations > Google Workspace Directory

From the settings interface for a configuration, you can enter the email addresses that will receive notifications when certain events are triggered by the connector:

• When an employee is created
• When the connector fails to create an employee
• When a departing employee is deleted / suspended
• When the connector fails to deactivate / suspend a departing employee

Limitations

Synchronizing groups

The connector can't manage Google group synchronization.

FAQ / Troubleshooting