Manage Google Workspace users

When an Okta end user is assigned to Google Workspace or when their assignments are updated, admins have the option to manage all Google licenses and roles, and deprovisioning actions, within Okta. Additionally, this Okta end user's licenses and roles can be automatically updated within their third-party Google account. This is true individually or within a group. In essence, any updates created in Okta can be subsequently pushed to Google.

Prerequisites

  • In Okta, enable Google Workspace provisioning and enable the appropriate provisioning features (Create users, Update User Attributes, Deactivate Users).

  • Disable Auto-assign the following license to all currently unassigned users and users subsequently created.

    Clear the Auto-Assign Users option

Procedures

Manage Google licenses

When Okta end users are assigned, or changed in the Universal Directory Profile Editor, choosing true allows any changes in their Google licenses to be automatically pushed to Google. Choosing false doesn’t push any information.

  1. In Okta, select the Assignments tab for your Google Workspace instance, select a User or Group, then click Edit.

  2. Select true from the Manage licenses on create update drop-down menu.

  3. Select the User or Group to assign the licenses to.

Only certain groups of Google licenses can be individually selected, as some groups provide mutually exclusive options. For example, you can assign only one license selection at a time for Google Workspace and Google Drive. Choosing more than one license results in an error on the Tasks page, and only the first selection is honored.

Note that you also have the option to Remove all Google Workspace licenses for the selected User or Group under Deactivation options on the Edit User/Group Assignment screen.

Manage Google roles

Note: Customers need to contact Okta Support to migrate their Universal Directory profile template to enable this feature.

  1. In Okta, select the Assignments tab for your Google Workspace instance, select a User or Group, then click Edit.

  2. Select true from the Manage roles on create and update drop-down menu.

  3. Click the appropriate check boxes to assign the Role to the selected User or Group.

Note that you also have the option to Remove all Google Workspace Roles for the selected User or Group under Deactivation options on the Edit User/Group Assignment page.

Okta can only manage custom-created roles that are created within Google. The default Google roles cannot be pulled into Okta.

Manage user assignments

When you need to deprovision or deactivate an Okta user from Google Workspace, you can do so without compromising the user's Google account. Control this element under Deactivation options on the Edit User Assignments page.

If options are left unchecked, the user is suspended in Okta and in their corresponding Google account.

These are the deactivation options:

  • Do not suspend user: Checking this box prevents the user's account from being suspended in Google after deprovisioning in Okta. The user's Google account remains active.
  • Remove all Google Workspace licenses: Checking this box ensures that, when deprovisioned, Google licenses for this user no longer exist in Okta.
  • Remove all Google Workspace Roles: Checking this box insures that, when deprovisioned, Google roles for this user no longer exist in Okta.

License Mapping

We have recently updated Google Workspace licenses for our Google Workspace provisioning integration. To use these updated licenses for existing integrations, contact Okta Support and request that they migrate your existing Google Workspace application instance to the new profile template.


Due to some limitations, there is a slight difference in license naming. This table provides the license mapping.

SKU ID Okta Name GSuite Name
Google-Apps-For-Business Google Apps for Business G Suite Basic
Google-Apps-For-Postini Google Apps for Postini Google Apps Message Security
Google-Apps-Unlimited Google Apps Unlimited G Suite Business
Google-Apps-Lite Google Apps Lite G Suite Lite
1010020020 G Suite Enterprise Google Workspace Enterprise Plus (formerly G Suite Enterprise)
1010020027 Google Workspace Business Starter Google Workspace Business Starter
1010020028 Google Workspace Business Standard Google Workspace Business Standard
1010020025 Google Workspace Business Plus Google Workspace Business Plus
1010060003 Google Workspace Enterprise Essentials Google Workspace Enterprise Essentials
1010020029 Google Workspace Enterprise Starter Google Workspace Enterprise Starter
1010020026 Google Workspace Enterprise Standard Google Workspace Enterprise Standard
1010020030 Google Workspace Frontline Google Workspace Frontline
Google-Apps-For-Nonprofits Google Workspace for Nonprofits Google Workspace for Nonprofits
Google-Apps-For-Education Google Workspace for Education Fundamentals Google Workspace for Education Fundamentals
1010310005 Google Workspace for Education Standard Google Workspace for Education Standard
1010310006 Google Workspace for Education Standard (Staff) Google Workspace for Education Standard (Staff)
1010310007 Google Workspace for Education Standard (Extra Student) Google Workspace for Education Standard (Extra Student)
1010310008 Google Workspace for Education Plus Google Workspace for Education Plus
1010310009 Google Workspace for Education Plus (Staff) Google Workspace for Education Plus (Staff)
1010310010 Google Workspace for Education Plus (Extra Student) Google Workspace for Education Plus (Extra Student)
1010370001 Google Workspace for Education: Teaching and Learning Upgrade Google Workspace for Education: Teaching and Learning Upgrade
1010310002 G Suite Enterprise for Education Google Workspace for Education Plus - Legacy
1010310003 G Suite Enterprise for Education (Student) Google Workspace for Education Plus - Legacy (Student)
Google-Drive-storage-20GB Google Drive Storage 20GB Google Drive storage 20 GB
Google-Drive-storage-50GB Google Drive Storage 50GB Google Drive storage 50 GB
Google-Drive-storage-200GB Google Drive Storage 200GB Google Drive storage 200 GB
Google-Drive-storage-400GB Google Drive Storage 400GB Google Drive storage 400 GB
Google-Drive-storage-1TB Google Drive Storage 1TB Google Drive storage 1 TB
Google-Drive-storage-2TB Google Drive Storage 2TB Google Drive storage 2 TB
Google-Drive-storage-4TB Google Drive Storage 4TB Google Drive storage 4 TB
Google-Drive-storage-8TB Google Drive Storage 8TB Google Drive storage 8 TB
Google-Drive-storage-16TB Google Drive Storage 16TB Google Drive storage 16 TB
Google-Vault Google Vault Google Vault
Google-Vault-Former-Employee Google Vault Former Employee Google Vault - Former Employee
1010010001 Cloud Identity Cloud Identity
1010050001 Cloud Identity Premium Cloud Identity Premium
1010330003 Google Voice Starter Google Voice Starter
1010330004 Google Voice Standard Google Voice Standard
1010330002 Google Voice Premier Google Voice Premier

Troubleshooting

Apps for which users do not have a license may appear on their Okta Home page. Clicking these apps results in an error message.