Add Google Workspace to Zoho One | Admin Guide - Direcrory Stores

Add Google Workspace to Zoho One

Prerequisites

In Zoho One:
  1. Organization Owner or Organization Admin
In Google Workspace:
  1. User address should be updated in the below given format to ensure successful user import
    [Street],[City],[State]-[Postal/Zip Code],[Country] 
The steps to configure Google Workspace vary between the two User Interface versions supported in Zoho One. Select the UI version you use from the tabs below and proceed with the steps that follow.
Spaces UI
Unified UI
Spaces UI

Configure Google Workspace in Zoho One

Add Store

  1. Sign in to Zoho One, then click  on the top-right corner.
  2. Go to Directory Stores, then click Add under Google Workspace.
  3. On the next page, click Authorize. A new tab opens requesting you to authenticate using your Google account.
  4. Enter the credentials of your Google Workspace admin account and log in, then click Continue.
  5. Select the list of permissions that will be provided for Zoho One, then click Allow. Upon successful authentication, you can proceed to field mapping.

Configure Field Mapping

Under FIELD MAPPING, map the fields in Zoho One with the corresponding fields in Google Workspace. During user import, user data from Google Workspace will be updated in Zoho One fields based on the configuration in this section.
You can choose to map fields from Google Workspace with a hard-coded value in Zoho One. For example, you can configure the work location for all users synced from Google Workspace to be 'India' in Zoho One. To do this:
  1. Hover over the field you wish to configure a hard-coded value and click Edit.
  2. Select Hardcoded Value and enter the value to update.
  3. Click OK.
Similarly, you can choose to map fields from Google Workspace to contain a custom Google Workspace attribute. To do this:
  1. Hover over the field you wish to configure with a custom Google Workspace attribute and click Edit.
  2. Select Custom Google Workspace Attribute and enter the value to update.
  3. Click OK. Click Save and Next once you have configured field mapping.

Configure Settings

In this section, you can configure user settings, such as password notification.
  1. Under Password Notification, choose how new users can access their accounts.
    1. You can choose to send an OTP via email to the user or the admin, which can be used to access the account and reset the password.
    2. You can choose not to notify anyone and send the user invitation manually.

    Notes
    Password Notification can be configured only for users whose email address has a verified domain name.

  2. Click Save and Next.
  3. Under Status Sync, choose how the change in user status in Google Workspace should be reflected in Zoho One.
  4. Click Save and Next.
  5. Under Criteria, choose how you want to sync users from Google Workspace. You can either sync all the users or few users based on criteria in Zoho One.
    1. To set criteria, select a criteria from the options, choose a relationship, and enter the criteria's value as needed.
    2. You can also set multiple criteria. To add more than one criteria, click beside the criterion 1, enter your condition (whether OR or AND), and define the next criteria.
  6. Once done, click Save and Next.
  7. Enable Schedule Sync to import users from Google Workspace automatically at a specific time interval. Choose how often the sync should run, whether daily, weekly, or monthly, and set the preferred time in the Sync Interval.

Import Users

This section lets you configure the user import process from Google Workspace to Zoho One. Users in Google Workspace who meet the chosen criteria will be listed as follows:
  1. New Users - Google Workspace users who do not have an account in Zoho One will be listed here. During user import, users you select here will be added to Zoho One.
  2. Update Users - Google Workspace users who are already added to Zoho One will be listed here. During user import, the details of the users you select here will be updated in Zoho One.
  3. Users to Activate - This section lists Google Workspace users who are part of Zoho One but are inactive. During user import, users you select here will be activated in Zoho One.
  4. Users to Deactivate - This section lists users who are deactivated in Google Workspace but are active in Zoho One. During user import, the users you select here will be deactivated in Zoho One.
To configure user import,
  1. Select the required users and click Next.
  2. Click Import Users.
Notes
If the user count is more than 200, the import will happen as a staged process and might take time.
User information in Google Workspace and Zoho One will be synced once the user import is complete.

Unified UI

Configure Google Workspace in Zoho One

Add Store

  1. Sign in to Zoho One, then click Directory in the left menu.
  2. Go to Directory Stores, then click Add under Google Workspace.
  3. On the next page, click Authorize. A new tab opens requesting you to authenticate using your Google account.
  4. Enter the credentials of your Google Workspace admin account and log in, then click Continue.
  5. Select the list of permissions that will be provided for Zoho One, then click Allow. Upon successful authentication, you can proceed to field mapping.

Configure Field Mapping

Under FIELD MAPPING, map the fields in Zoho One with the corresponding fields in Google Workspace. During user import, user data from Google Workspace will be updated in Zoho One fields based on the configuration in this section.
You can choose to map fields from Google Workspace with a hard-coded value in Zoho One. For example, you can configure the work location for all users synced from Google Workspace to be 'India' in Zoho One. To do this:
  1. Hover over the field you wish to configure a hard-coded value and click Edit.
  2. Select Hardcoded Value and enter the value to update.
  3. Click OK.
Similarly, you can choose to map fields from Google Workspace to contain a custom Google Workspace attribute. To do this:
  1. Hover over the field you wish to configure with a custom Google Workspace attribute and click Edit.
  2. Select Custom Google Workspace Attribute and enter the value to update.
  3. Click OK. Click Save and Next once you have configured field mapping.

Configure Settings

In this section, you can configure user settings, such as password notification.
  1. Under Password Notification, choose how new users can access their accounts.
    1. You can choose to send an OTP via email to the user or the admin, which can be used to access the account and reset the password.
    2. You can choose not to notify anyone and send the user invitation manually.

    Notes
    Password Notification can be configured only for users whose email address has a verified domain name.

  2. Click Save and Next.
  3. Under Status Sync, choose how the change in user status in Google Workspace should be reflected in Zoho One.
  4. Click Save and Next.
  5. Under Criteria, choose how you want to sync users from Google Workspace. You can either sync all the users or few users based on criteria in Zoho One.
    1. To set criteria, select a criteria from the options, choose a relationship, and enter the criteria's value as needed.
    2. You can also set multiple criteria. To add more than one criteria, click beside the criterion 1, enter your condition (whether OR or AND), and define the next criteria.
  6. Once done, click Save and Next.
  7. Enable Schedule Sync to import users from Google Workspace automatically at a specific time interval. Choose how often the sync should run, whether daily, weekly, or monthly, and set the preferred time in the Sync Interval.

Import Users

This section lets you configure the user import process from Google Workspace to Zoho One. Users in Google Workspace who meet the chosen criteria will be listed as follows:
  1. New Users - Google Workspace users who do not have an account in Zoho One will be listed here. During user import, users you select here will be added to Zoho One.
  2. Update Users - Google Workspace users who are already added to Zoho One will be listed here. During user import, the details of the users you select here will be updated in Zoho One.
  3. Users to Activate - This section lists Google Workspace users who are part of Zoho One but are inactive. During user import, users you select here will be activated in Zoho One.
  4. Users to Deactivate - This section lists users who are deactivated in Google Workspace but are active in Zoho One. During user import, the users you select here will be deactivated in Zoho One.
To configure user import,
  1. Select the required users and click Next.
  2. Click Import Users.
Notes
If the user count is more than 200, the import will happen as a staged process and might take time.
User information in Google Workspace and Zoho One will be synced once the user import is complete.