Definition

The "Find Licenses" action in the Google Directory category allows users to retrieve detailed license information for a specific user based on the product SKU. By providing the user’s primary email, product ID, and SKU ID, this action helps to identify the licenses assigned to a user within an organization’s Google Workspace environment. It offers key capabilities such as fetching the product name, SKU details, and the associated user’s license information, making it easier for administrators to manage and track licensing assignments for users.

This action is useful for organizations that need to verify or audit the licenses granted to specific users for various Google products.

Example Use Cases

1. License Audit for User

Administrators can use the "Find Licenses" action to retrieve and audit the licenses assigned to a specific user. This helps ensure that all users have the necessary licenses for their roles and responsibilities.

2. Troubleshooting License Issues

If a user reports issues accessing certain features, administrators can verify the licenses assigned to the user by retrieving their product and SKU details, ensuring they have the correct licenses.

3. License Optimization

To optimize costs, administrators can use this action to check if a user has been over-licensed (i.e., assigned more licenses than necessary) and reassign or remove unnecessary licenses.

4. Reporting for Compliance

Organizations can generate reports on license assignments to ensure compliance with software usage policies or regulatory requirements by tracking which users are assigned specific licenses.

5. Managing Product Assignments

When new Google Workspace products are introduced, administrators can use this action to quickly assign or check licenses for users based on the product SKU and ensure appropriate distribution of licenses across users.

SKUs and Products Explanation

Product:

A product in the context of Google Directory refers to a specific service or offering provided by Google, such as Google Workspace, Google Cloud, or other Google services. Each product is represented by a Product Id, which is a unique identifier for that service. For example:

• Google Workspace
• Google Drive
• Google Meet

Each product comes with various configurations, and users can be assigned different versions or licenses of these products.

SKU (Stock Keeping Unit):

An SKU (Stock Keeping Unit) is a unique identifier for a specific license or edition of a product. While a Product Id identifies the general product (e.g., Google Workspace), a SKU Id refers to a particular version or edition of that product. For example:

• Google Workspace can have multiple SKUs based on different editions:
• Business Starter (a basic plan)
• Business Standard
• Enterprise

Each edition of Google Workspace is assigned a unique SKU Id that distinguishes the license type and the associated features. The SKU Name is the name or label for the specific license (e.g., "Business Standard").

Products help identify the broad category of the Google service (e.g., Google Workspace).

SKUs help pinpoint the exact version of the product assigned to a user (e.g., Business Standard, Enterprise).

Inputs

1. Connection

This field is used to specify the connection to your Google Workspace account. It represents the authenticated session used to access the Google Directory API and retrieve information about the user's license.

It ensures that the action can interact with the correct Google Workspace environment to fetch the required data.

2. User Primary Email

This is the email address of the user whose license information you want to retrieve. It is used to uniquely identify the user within the Google Directory.

The primary email of the user is necessary to link the license request to the specific user.

3. Product Id

The Product ID refers to the unique identifier assigned to a specific Google product. This ID is used to distinguish between various Google services or products (e.g., Google Workspace, Google Cloud, etc.).

To retrieve more information about specific products and their corresponding Product Ids, you can refer to Google’s documentation on SKU and product details here.

4. SKU Id

The SKU Id is the unique identifier for a product’s SKU (Stock Keeping Unit). It refers to a specific license or edition of a product, such as Google Workspace Business Standard or Enterprise licenses.

The SKU ID is necessary to identify the exact product version for which you want to retrieve license details.

More information on SKU IDs can be found in Google’s SKU and product documentation here.

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Note:
For more information about available Product Ids and SKUs, see https://developers.google.com/admin-sdk/licensing/v1/how-tos/products.

Outputs

1. Product Id

The Product Id is the unique identifier of the Google product to which the user is assigned a license. It helps distinguish between different products within Google Workspace and other Google services.

This ID corresponds to the product listed in Google’s SKU documentation.

2. Product Name

The Product Name is a human-readable name that corresponds to the Product Id. This name typically represents the specific Google product or service that the user has a license for (e.g., "Google Workspace Business Standard").

This field helps administrators easily identify the product associated with a particular license.

3. SKU Id

The SKU Id is the unique identifier for the specific license or edition of the Google product. This value is tied to the user’s assigned license and represents the exact version or configuration of the product.

It is used to distinguish between different editions or configurations of the same product.

4. SKU Name

The SKU Name is a human-readable label for the SKU, making it easier for administrators to understand what type of license or configuration the user has been assigned (e.g., "Google Workspace Enterprise").

This provides a clear description of the SKU associated with the user's license.

5. User Primary Email

The User Primary Email is the email address of the user for whom the license information was retrieved. It helps identify the specific user and ties the license information back to their account in Google Directory.

This ensures the license details returned are specific to the right user.

Example Use Case

Situation:
Imagine you're an administrator at a company using Google Workspace for your organization. One of your users, Sarah, reports that she cannot access certain features within Google Drive, and you suspect it may be due to her license type or the lack of an appropriate license.

How to Use the "Find Licenses" Action:

1. Connection:

   First, you would ensure that you have an active connection to your Google Workspace account. This connection allows you to securely access your organization's directory and retrieve data.

2. User Primary Email:

   You would enter Sarah’s primary email address (e.g., [email protected]) in the "User Primary Email" field. This identifies the specific user for whom you want to retrieve license information.

3. Product Id:

   Next, you'd enter the Product Id for Google Workspace (or any other product you're concerned with). This could be something like “Google Workspace” or another Google product if you're looking for licenses outside of Workspace. The Product Id is needed to specify which product you're querying about.

4. SKU Id:

   After identifying the product, you would enter the SKU Id for the specific license type that Sarah might have (e.g., "Google Workspace Business Standard"). The SKU Id will give you the exact edition or configuration of the product assigned to Sarah. If you don’t know the SKU Id, you can look it up in the SKU documentation provided by Google.

5. Retrieve Information:

   After entering the necessary inputs, you initiate the "Find Licenses" action. The system will query Google Directory and return detailed information about Sarah's license, including the Product Id, Product Name, SKU Id, SKU Name, and her User Primary Email.

6. Review Output:

   After running the action, you’ll receive the output:

   • Product Id: The unique identifier for the product (e.g., “12345” for Google Workspace).
   • Product Name: The name of the product (e.g., "Google Workspace Business Standard").
   • SKU Id: The SKU Id for the exact product version (e.g., “sku_5678”).
   • SKU Name: The name of the SKU (e.g., “Business Standard”).
   • User Primary Email: Sarah’s primary email (e.g., [email protected]).

7. Action:

   After reviewing the output, you find that Sarah is using an outdated or incorrect license SKU (e.g., she might only have the "Basic" version instead of the "Business Standard" version). Based on this, you can adjust her licensing to ensure she has access to the required features.

Benefits:
This action allows you to quickly verify the licenses assigned to individual users, troubleshoot license-related issues, and ensure users are equipped with the appropriate licenses to perform their job duties.