#Manage User Settings

#Add a New User

In Confidence Platform for Google, new Google users can be added by one of the following approaches:

• Directly add new user in Confidence Platform for Google – Add new user in Administration > Users. With this approach, IT or user administrators can easily create new users in the target tenant without any further confirmation or process.

• Provision user with requests in MyHub – Create user provisioning templates in Governance > Services and raise user provisioning requests in MyHub for Google. This approach is designed for end users like department managers or human resource team members to trigger the user account provisioning process from the MyHub end user portal. For more details on the creation of user provisioning templates and requests, refer to Configure Google User Provisioning Service.

To directly add a new Google user, complete the following steps:

1. On the Users page, click Add user in the upper-right corner.

2. In the Add user window, complete the following configurations:

   • Tenant – Select the tenant to create the user in.

   • First name – Enter the user’s first name.

   • Last name – Enter the user’s last name.

   • Primary email – Fill up the primary email address, which is the main email address for usage after sign-in.

   • Secondary email – Enter the secondary email address to receive that will be used for the security and recovery information of the user.

   • Sign-in instructions email template – Select the email template for the sign-in instructions. For more details on email template management, refer to Configure Email Templates.

   • Organizational unit – Click the Edit icon to select an organizational unit to add the user to.

   • Password – Select whether to automatically generate a password or manually configure the user password. The password will be sent to the user’s secondary email.

     If the password is manually configured, you can select Ask user to change their password when they sign in to request the password change.

3. Click Add new user.

#Reset User Password

To reset user password, complete the following steps:

1. Select a user on the Users page and click Reset password above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Reset password.

2. In the Reset password window, select the new password generation method:

   • Automatically generate a password – A system generated password will be able to be copied and sent to the user in the following step.

   • Create password – Manually enter a new password. Then, select whether to ask the user change the password upon the next sign-in.

3. Click Reset. If you choose to use a system generated password, in the result window, click the Copy icon to copy the new password.

#Update User

The Update user functionality enables you to edit the user’s display name and primary email address.

To edit the information, complete the following steps:

1. Select a user on the Users page and click Update user above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Update user.

2. In the Update user window, complete the edits.

3. Click Update user.

#Manage User Licenses

License management in Confidence Platform for Google enables you to:

• Assign new Google licenses to users.

• When managing licenses for multiple users, you can replace assigned user licenses with another set of licenses

To manage licenses of an individual user, complete the following steps:

1. Select a user on the Users page and click Manage licenses above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Manage licenses on the left pane or View details in the Subscriptions section.

2. In the Manage licenses window or in the Subscriptions tab, Google subscriptions assigned to the user and added to Confidence Platform for Google are displayed. You can:

• Click the Remove icon to remove the license from the user.

• Click Assign license in the upper right of the window. In the Assign license window, available subscriptions are listed. Select the licenses and click Assign.

  NOTE

  The licenses beyond the number available will not be assigned.

3. Click Save.

To manage licenses of multiple users, complete the following steps:

1. Select the target users on the Users page and click Manage licenses above the table.

2. In the Manage licenses window, you can:

   • Select an operation – You can select:

     • Assign license – Add additional licenses to the users.

     • Replace licenses – Remove all licenses from the selected users and assign new licenses to them.

   • Select the licenses to assign.

3. Click Assign.

#Add Alternate Email

Alternate email are email alias added to Google user. An alias is an additional email address that delivers messages to a user's primary inbox. It allows organizations to create functional addresses without managing separate mailboxes. Users can also send emails from these aliases, maintaining a consistent professional identity.

To add an alternate email to a user, complete the following steps:

1. Select a user on the Users page and click Add alternate email above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Add alternate email.

2. In the Add alternate email window, you can:

   • Click Add email, then fill up the alternate email address. You can add up to 30 alternate emails to a user.

   • Click Show to see all alternate emails this user has.

3. Click Save.

#Manage Group Membership

To manage a user’s group membership, complete the following steps:

1. Select a user on the Users page and click Add to groups above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Add to groups on the left pane or View details in the Groups section.

2. In the Add to groups window or Groups tab, you can:

   • Add user to groups

   • If you are adding user to groups in the Add to groups window, search for groups to add the user to. Selected groups will be listed in a table below.

   • If you are adding user to groups in the Groups tab in user details page, click Add to groups in the upper-right corner of the page. Then search for groups to add the user to.

     In the Role column, select the role to assign to the user in the corresponding group. Then, click Add.

     To remove a group from the list, click the Remove button.

   • Edit user roles in groups – This action is only available in the Groups tab on the user details page. Select one or more groups and click Edit role. Then select the new role and click Save.

   • Remove user from groups – This action is only available in the Groups tab on the user details page. Select one or more groups and click Remove from groups. Then, click Remove in the confirmation window.

#Manage Shared Drive Access

To manage the user’s shared drive access, complete the following steps:

1. Click the user’s name to go to the user details page, then click View details in the Shared drives section.

2. In the Shared drives tab, all shared drives that the user has access to are listed. You can:

   • Edit user’s permissions in a shared drive – Select a shared drive and click Edit permission. In the Edit permission table, select the permission and click Save.

   • Remove from shared drives – Select one or more shared drives and click Remove from shared drives and click Yes in the confirmation window.

   • Add user to share drives – Click Add to shared drives in the upper-right corner of the page. In the Add to shared drives window, search for shared drive to add the user to and then select the permission to grant to the user in the Permission column. The access will be added upon clicking Add.

#Change Organizational Unit

To change the organizational unit that a user belongs to, complete the following steps:

1. Select a user on the Users page and click Change organizational unit above the table or the action list icon to the right of the table row to expand it and click the action.

   Or, click the user’s name to go to the user details page, then click Change organizational unit.

2. In the Change organizational unit panel, expand the unit list and select an organizational unit to move the user to.

3. Click Continue. In the Move user window, review the moving details and click Move to confirm.

   NOTE

   After being moved to another organizational unit, depending on the new unit’s settings, some services may be turned on and some service level settings may be changed for the user.

#Edit Metadata

Metadata in Confidence Platform for Google are customized properties applied to objects. With applied metadata, you can enrich object information, categorize manageable content, and empower superior search and discovery across your platform. For more details on managing available metadata type in this platform, refer to Configure Metadata.

To apply new metadata to users or to edit their existing metadata value, complete the following steps:

1. Select a user on the Users page and click Edit metadata above the table or the action list icon to the right of the table row to expand it and click the action.

   Or, click the user’s name to go to the user details page, then click Edit metadata.

2. In the Edit metadata window, you can:

   • Edit the value of existing metadata applied to the user.

   • Click Add metadata. In the Add metadata window, select the target metadata types and click Add. Then, configure the metadata value.

   • Click Remove to delete added metadata from the user.

3. Click Save.

#Specify Contacts

Contacts are individuals designated as the primary or secondary managers responsible for overseeing a user account’s lifecycle governance and policy compliance.

To specify contacts for users, complete the following steps:

1. Select a user on the Users page and click Specify contacts above the table or the action list icon to the right of the table row to expand it and click the action.

   Or, click the user’s name to go to the user details page, then click Specify contacts on the left pane or View details in the Contacts section.

2. In the Specify contacts window, complete the following configurations:

   • Primary contact – Search for and select the primary contact.

   • Secondary contact – Search for and select the secondary contact. Secondary contact cannot be the same as primary contact.

   • Notify contacts when the user is assigned – Select whether to send the assignment notifications to the contacts. If notification is enabled, select a notification template. For more details on email templates in the system, refer to Configure Email Templates.

3. Click Assign.

#Offboard a User

When an employee leaves an organization or no longer requires access to Google Workspace services, you may need to offboard the user for the account lifecycle management, data governance, and cost control purposes.

In Confidence Platform for Google, when offboarding a user, you can:

• Archive user: Convert the user's license to a cost-effective "Archived User" license while retaining all assigned licenses and data. This is a reversible action.

• Transfer data and delete user: Transfer the user data to another user account before account deletion. The account and any untransferred data will be permanently deleted after a 20-day grace period.

  NOTE

  Data transfer may experience delays or partial data loss. Some content might not be available immediately after the offboarding process.

• Delete user and data: Permanently deletes the user account immediately. Any data not previously transferred will be deleted after 20 days.

To offboard a user, complete the following steps:

1. Select a user on the Users page Offboard user above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Offboard user.

2. In the Offboard user window, you can see the storage usage and last sign-in date of the selected user account. Then, select one of the following means to offboard the user:

   • Archive user - Archiving a user changes their license type to an Archived User, which may affect licensing costs as other assigned licenses remain billable until removed. The user loses all access to Google Workspace services and can no longer receive communications. Their existing data is retained in the organization's chosen data region and remains protected by Vault and DLP policies.

     NOTE

     Archiving a user requires you to have an active Google Workspace Archived User subscription. Please ensure that your organization has purchased this license before continuing.

   • Transfer data and delete user – Manage whether and how a departing user's data should be processed before the user deletion.

     • Data in Gmail - This section controls what happens to the user's Gmail inbox and how future emails sent to their address are handled.

       • Take no action – The existing mailbox will be inaccessible. Data in the user’s mailbox will be deleted upon user deletion.

       • Reuse this user's email address - Add the user’s email to another user’s alias list. This reassigns the email address to a new user after the deletion.

       • Set up email forwarding for incoming messages - Automatically forwards new emails to another address without storing them in the original inbox.

     • Data in other apps – This section allows you to select and transfer ownership of specific data from the user's Google Workspace apps to another active user.

       • Drive and docs – Transfers ownership of all the user's Google Drive files and documents. The optional setting includes files that are privately owned and not shared with anyone into the transferring scope.

       • Calendar – Transfers ownership of the user's calendar and its events. The optional setting excludes private events, transferring only meetings that have at least one other guest or resource.

       • Looker Studio – Transfers ownership of reports and data sources created in Looker Studio. The optional setting includes assets that are privately owned and not shared with anyone into the transferring scope.

   • Delete user and data – Directly delete user and the user’s data.

3. To confirm that you understand that all user data will be permanently deleted, enter "Confirm delete" in the validation section. The message can be entered in either uppercase and lowercase letters.

4. Click Apply.

#Suspend User

In circumstances when a user account needs to be temporarily suspended, complete the following steps:

1. Select a user on the Users page Suspend user above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Suspend user.

   NOTE

   Suspended users remain billable for their Google subscription and retain their data, but lose access to all services. They can be fully restored at any time unless they are permanently deleted.

2. In the Suspend user window, check the details.

3. Click Suspend.

#Archive User

Archiving a user preserves the user's data while revoking user’s access to all services. The process changes the user's license type to reduce costs, and securely retains all existing data in compliance with the organization's Vault and DLP policies for potential future reactivation.

To archive a user, complete the following steps:

1. Select a user on the Users page and Archive user above the table or the action list icon to the right of the table row to expand it and click the action.

   Or click the user’s name to go to the user details page, then click Archive user.

2. In the Archiving user window, check the archiving details before proceeding.

3. Click Archive.

#Delete Users

To delete users directly without archiving or transferring user data, complete the following steps:

1. Select users on the Users page and click Delete above the table or click to the right of the table row to expand the list and click the action.

   Or click the user’s name to go to the user details page, then click Delete.

2. To confirm that you understand that all user data will be permanently deleted, enter "Confirm delete" in the validation section. The message can be entered in either uppercase and lowercase letters.

   NOTE

   If you want to retain user data and restrict user sign-in, refer to Suspend User or Archive User. If you want to transfer user data before deleting the account, refer to Offboard a User.

3. Click Delete.