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Google Workspace

Google Workspace plans provide a custom email for your business and include collaboration tools like Gmail, Calendar, Meet, Chat, Drive, Docs, Sheets, Slides, Forms, Keep, and more.

The following sections explain prerequisites, resources, and instructions for integrating with SaaS Management.

Stored Google Workspace Information​

The following table describes the available integration tasks and stored data within SaaS Management.

Available Integration TasksInformation Stored
Application RosterUser ID
Email
First Name
Last Name
Active Date
License Name
Application AccessUser ID
Occurred Time
User activities are tracked for the following Google applications:
Calendar, Chat, Currents (Google+), GCP, Gmail, Google Drive, Google Meet, Jamboard, Keep
Last Login
During the first run of the Application Access task, Flexera One pulls data for only the last 10 days.
License DifferentiationFor more information, see Google Workspace License Types and Tracking Application Activity by License Type for License Differentiation.
License InformationLicense Name
License ID
License Total Count
The Google Workspace License Types table references how the Licenses Tab Provisioned value is displayed in SaaS Management for each Google Workspace license (API vs manual entry).
Every 24 hours, the SaaS Management License Information integration task retrieves license information from the Google Workspace admin console and updates the SaaS Management database with data from 4 days prior (Example: When the License Information API retrieves data on 13 September 2022, the data retrieved is from 9 September 2022). Due to the limitation of the License Information API, the latest data cannot be extracted. Therefore, the License Total Count value in the Google Workspace admin console may not match the Provisioned value in the Licenses Tab of SaaS Management.
ReclamationAfter the reclamation task is executed for the selected users, the user licenses are reclaimed. Users are no longer tracked in the Activity Tab within SaaS Management.
For more information, see Reclaiming SaaS Licenses.
note

The information stored is subject to change as enhancements are made to the SaaS application.

Required Minimum Permissions for Google Workspace​

The minimum API required permissions are based on the Required Application Permissions for Google Workspace and the Required User Role for Google Workspace.

Required Application Permissions for Google Workspace​

Application PermissionDescriptionIntegration Task Name
admin.directory.user.readonlyEnables you to retrieve the User list and their details from the Google Workspace account. For more information, see Google Workspace’s documentation topic, Directory API Scopes.Application Roster
admin.reports.usage.readonlyEnables you to retrieve reports of total license count and Gmail user activity.Application Access
License Information
apps.licensingEnables you to retrieve user license details from the Google Workspace account and to reclaim user licenses.Application Roster
License Information
Reclamation

Required User Role for Google Workspace​

note

The following SaaS application user role is not applicable to Flexera One roles.

User RoleDescription
Super AdministratorIn the Google Workspace account, only the Super Administrator role contains the permissions to grant the API permissions that are required for calling the Admin APIs. For more information, see the Google Workspace Admin Help section, Pre-Built Administrator Roles.

Google Workspace Authentication Method​

The required authentication method is OAuth 2.0 With Authorize Flow. For more information, see Google Identity’s documentation topic, Using OAuth 2.0 for Web Server Applications.

Required Google Workspace Credentials​

The following credentials are required:

  • Customer ID

  • Username

  • Password.

note

The username and password are required only for authorizing the application. They are not stored in SaaS Management.

Prerequisites before Integrating Google Workspace With SaaS Management​

Before integrating Google Workspace with SaaS Management, you need to create a Google Cloud project to use and manage Google Workspace APIs. For more information, see Google Workspace’s documentation topic, Enable Google Workspace APIs.

Before integrating Google Workspace with SaaS Management:

  1. Create a Google Cloud project to use and manage Google Workspace APIs. For more information, see Google Workspace’s documentation topic, Create a Google Cloud Project.
  2. Enable the Google Workspace APIs in your Google Cloud project via the Google Console. Complete the following steps.
    1. Open the Google Cloud console.
    2. From the left-hand menu, select APIs & Services > Library.
    3. In the Search for APIs & Services field, enter the API name as Enterprise License Manager API and press Enter.
    4. In the list of search results, click Enterprise License Manager API.
    5. Click Enable.
  3. Proceed to Integrating Google Workspace With SaaS Management.

Google Workspace License Types​

The Google Workspace integration displays a list of licenses assigned to users. Licenses that are not assigned to users are not displayed due to a limitation of the Google Workspace APIs. The following Google Workspace licenses are supported by SaaS Management. The following table describes how the Licenses Tab Provisioned value is displayed in SaaS Management for each license. To learn more about the Google Workspace product IDs, license IDs and license names, see Google Workspace’s documentation topic, Google Product and SKU IDs.

Google Workspace License Types Supported by SaaS Management:

License IDLicense NameMethod for Displaying Provisioned Value in SaaS Management
1010020027Business StarterManual Entry
1010020028Business StandardManual Entry
1010020025Business PlusManual Entry
1010060003Enterprise EssentialsRetrieved via License Information API
1010020029Enterprise StarterRetrieved via License Information API
1010020026Enterprise StandardRetrieved via License Information API
1010020020Enterprise PlusRetrieved via License Information API
1010060001EssentialsManual Entry
1010020030FrontlineManual Entry
Google-Apps-UnlimitedG Suite BusinessManual Entry
Google-Apps-For-BusinessG Suite BasicManual Entry
Google-Apps-LiteG Suite LiteManual Entry
Google-Apps-For-PostiniGoogle Apps Message SecurityManual Entry
Google-Apps-For-NonprofitsNonprofitsManual Entry
Google-Apps-For-EducationEducation FundamentalsManual Entry
1010310005Education StandardManual Entry
1010310006Education Standard (Staff)Manual Entry
1010310007Education Standard (Extra Student)Manual Entry
1010310008Education PlusManual Entry
1010310009Education Plus (Staff)Manual Entry
1010310010Education Plus (Extra Student)Manual Entry
1010310002Education Plus - LegacyManual Entry
1010310003Education Plus - Legacy (Student)Manual Entry
1010370001Education: Teaching and Learning UpgradeManual Entry
1010340001Enterprise Plus - Archived UserManual Entry
1010340002G Suite Business - Archived UserManual Entry
1010340003Business Plus - Archived UserManual Entry
1010340004Enterprise Standard - Archived UserManual Entry

Integrating Google Workspace With SaaS Management​

Complete the Prerequisites before Integrating Google Workspace With SaaS Management. Then complete the following steps.

  1. In SaaS Management, add the Google Workspace application. For more information, see Adding an Application.

  2. In the Add Application page:

    1. Select the appropriate Integration Tasks.
    2. In the Customer ID field, enter the Customer ID for the Google Workspace account.
      note

      The Customer ID is a unique value with a format of C00000000.

    3. Click Authorize, which will redirect you to the Google sign in page.

  3. On the Google sign in page, enter your Super Admin username and password. Google displays a consent page to authorize the application.

  4. On the Google consent page, click Allow to authorize and provide access to the APIs used in the integration.

    For further information on managing and optimizing your organization’s Google Workspaces licenses, see:

Auto-Populated Google Workspace License Information​

The SaaS Management integration with Google Workspace offers a License Information integration task that automatically retrieves every 24 hours the name of the Google Workspace license type and total allowed number for specific licenses.

The value for the SaaS Management Provisioned field (Total License Count) in the Licenses Tab is retrieved via the SaaS Management License Information API for the following Google Workspace Licenses. All other Google Workspace licenses require manual entry of the Provisioned value in SaaS Management.

  • Enterprise Essentials

  • Enterprise Starter

  • Enterprise Standard

  • Enterprise Plus

info

Every 24 hours, the SaaS Management License Information integration task retrieves license information from the Google Workspace admin console and updates the SaaS Management database with data from 4 days prior (Example: When the License Information API retrieves data on 13 September 2022, the data retrieved is from 9 September 2022). Due to the limitation of the License Information API, the latest data cannot be extracted. Therefore, the License Total Count value in the Google Workspace admin console may not match the Provisioned value in the Licenses Tab of SaaS Management.

If you enable the License Information integration task, note the following, you need to enter and keep up to date the following Licenses Tab information. The License Information integration task does not pull in this information. The SaaS application’s annual spend calculation relies on entered and accurate license effective and expiration dates.

  • Effective Date

  • Expiration Date

  • Cost

  • Currency

  • Payment Frequency

To auto-populate Google Workspace license information, see Auto-Populating SaaS Application License Information.

note

Complete the following steps to auto-populate Google Workspace license information for an existing Google Workspace integration.

  1. On the Managed SaaS Applications page, select the appropriate Google Workspace instance link. The instance’s Overview tab opens by default.
  2. Click the Google Workspace instance’s Integration tab.
  3. Reauthorizing the existing Google Workspace instance’s integration is required. To reauthorize the integration, click Setup in the Integration tab.
  4. In the Customer ID field, enter the Customer ID for the Google Workspace account. Click Next.
  5. Click Authorize, which redirects you to the Google sign in page.
  6. Enter your Super Admin username and password to sign in.
  7. Google displays a consent page to authorize the application. Click Allow on this consent page to authorize and to provide access to the APIs used in the integration.
  8. In SaaS Management, select the appropriate integration tasks along with the License Information task.
  9. Click OK.

Managing Available Google Workspace Licenses​

After the License Information integration task for Auto-Populated Google Workspace License Information is enabled, you can add or remove the Google Workspace product licenses you wish to manage within SaaS Management. To manage available Google Workspace licenses, see Managing Available SaaS Application Licenses.

Analyzing Google Workspace Users Activity Data​

User activity data such as user activity type, time of occurrence, and user last login are tracked in SaaS Management for the Google Workspace applications listed in the following table. For more information on the tracked activities, see Google Workspace’s documentation topic, Method: activities.list.

note

Due to the limitation of the License Information API, the latest Gmail user activity cannot be extracted. Gmail user activity data displayed in SaaS Management is from 4 days prior.

Google Workspace Applications Tracked in SaaS Management for User Activity:

  • Calendar
  • Currents (Google+)
  • GCP
  • Gmail
  • Google Chat
  • Google Drive
  • Google Meet
  • Jamboard
  • Keep

Google Workspace API Endpoints​

Application Roster​

User Details​

https://admin.googleapis.com/admin/directory/v1/users

User License​

https://licensing.googleapis.com/apps/licensing/v1/product/{productId}/users

Application Access​

  • Calendar: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/calendar

  • Chat: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/chat

  • GCP: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/gcp

  • Gmail: https://admin.googleapis.com/admin/reports/v1/usage/users/all/dates/\{date\}

  • Google Drive: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/drive

  • Google Meet: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/meet

  • GPlus: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/gplus

  • Jamboard: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/jamboard

  • Keep: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/keep

  • Last Login: https://admin.googleapis.com/admin/directory/v1/users

License Information​

  • https://admin.googleapis.com/admin/reports/v1/usage/dates/\{date\}

  • https://licensing.googleapis.com/apps/licensing/v1/product/\{productId\}/users

Reclamation​

https://licensing.googleapis.com/apps/licensing/v1/product/{productId}/sku/{skuId}/user/{userId}