Gsuite New Staff Onboarding

Overview

In the Service Desk, creating new user accounts is a frequent request—but it’s often slow and repetitive. Entering details and checking accuracy can take time and distract from more urgent support tasks, especially when a client uses multiple directories.

To solve this problem, Pia has built the Gsuite New Staff Onboarding automation. It allows engineers to automatically create new staff accounts in the client’s Google Workspace using the essential details they have provided—reducing manual effort and avoiding common setup errors.

This automation can be used on its own or can be configured as an extension to Pia: Staff Onboarding automation.

Flow

1. Pia will collect the following information from Google Workspace:
   • A list of company domains
   • A list of all security groups
   • A list of all org units within the Google Workspace
   • A list of all the users
2. Pia will then present a new user form for you to fill out with details such as:
   • First Name, Last Name
   • Email Address (Prefix & Suffix)
   • Password and Date Token
   • Organizational Unit
   • Creation Method: Access level or custom
   • Required Access Level
   • Contact Information (Email, Phone, Address)
   • Employee Information (ID, Job Title, Manager’s Email, Department, Cost Center, Building ID, Floor details)
   • User Account Options (Recovery Email or Phone)
3. Once the form is submitted, Pia will ask you to select the security groups for the new user.
4. Based on your submission, Pia will:
   • Create a new user with all the details
   • Generate a password conforming to Google Workspace security rules
   • Move the user to the selected Org Unit
   • Add the user to the selected groups
5. Finally, Pia will create an audit log note that will be added to the ticket, including all details about the newly created user.