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Find Users Usage

Definition

Find Users Usage in the Google Directory category retrieves detailed usage information about users in a Google Workspace account. This action provides insights into various aspects of user activity across services like Gmail, Drive, and Classroom. Key capabilities include fetching storage quotas, login activity, app access, security settings, and classroom engagement metrics. It supports filtering by specific users and allows selecting multiple parameters to customize the data retrieval. This makes it valuable for monitoring user activity, ensuring security compliance, and optimizing resource usage.

Example Use Cases

1. User Activity Monitoring:
Track login times, last SSO, and app access to monitor user engagement and identify inactive accounts.

2. Storage Management:
Analyze Drive, Gmail, and total quota usage to optimize storage allocation and prevent overages.

3. Security Compliance:
Check 2-step verification status, password strength, and admin roles to ensure security policies are enforced.

4. Classroom Insights:
Monitor classroom activity by tracking courses created and last interaction timestamps to support educators.

5. Email Usage Analysis:
Review email activity, including sent, received, and spam counts, to detect unusual patterns or optimize communication.


Inputs:

  1. Connection:

    The connection to Google Directory’s report-reading API. Note that creating this connection may require admin permissions or specific privileges in the Google Workspace environment.

  2. Date:

    The date of the report you want to retrieve. You can manually select a date or use a token picker to dynamically choose a date based on workflow logic.

  3. Parameters:

    Choose one or more categories of user data to include in the report. Each category has specific fields that provide insights into different aspects of user activity and account status:

    Accounts: Provides general user account information. Key fields include:

    • Admin Set Name: Indicates if the user's name was set by an admin.
    • Is Disabled: Shows if the account is disabled.
    • Disabled Reason: Provides the reason for account deactivation.
    • Domain Name: The domain associated with the user’s account.
    • Drive Used Quota in MB: Displays the storage used in Google Drive.
    • First Name / Last Name: The user’s given and family names.
    • Gmail Used Quota in MB: Shows Gmail storage usage.
    • Gplus Photos Used Quota in MB: Displays Google+ photo storage usage.
    • Is 2sv Enforced / Is 2sv Enrolled: Indicates if two-step verification is enforced or enabled.
    • Is Archived: Shows if the user is archived.
    • Is Delegated Admin: Indicates if the user has delegated admin privileges.
    • Is Less Secure Apps Access Allowed: Shows whether less secure apps can access the account.
    • Is Super Admin: Indicates if the user has super admin privileges.
    • Is Suspended: Shows if the account is suspended.
    • Num Authorized Apps: Counts the third-party apps authorized by the user.
    • Num Roles Assigned: Displays the number of roles assigned to the user.
    • Num Security Keys: Shows the number of security keys linked to the user.
    • Password Length Compliance: Checks if the password meets length requirements.
    • Password Strength: Assesses the strength of the user’s password.
    • Creation Time: The timestamp when the account was created.
    • Last Login Time: The last time the user logged into their account.
    • Last SSO Time: The last time the user signed in via Single Sign-On.
    • Total Quota in MB: Displays the user’s total storage quota.
    • Used Quota in MB: Shows the total storage used by the user.
    • Used Quota in Percentage: Percentage of total quota used.
    • User Has Overridden Name: Indicates if the user changed their name from the admin-set value.

    Classroom: Provides insights into the user’s Google Classroom activity:

    • Num Courses Created: The number of courses created by the user.
    • Role: The user’s role in the classroom (e.g., teacher, student).
    • Timestamp Last Interaction: The last recorded interaction within Google Classroom.

    Gmail: Provides details about the user’s Gmail activity:

    • Is Gmail Enabled: Indicates if Gmail is enabled for the user.
    • Num Emails Exchanged: Counts the total number of emails exchanged.
    • Num Emails Received: Shows the total number of emails received.
    • Num Emails Sent: Displays the total number of emails sent.
    • Num Spam Emails Received: Shows the number of spam emails received.
    • Timestamp Last Access: The last time the user accessed Gmail.
    • Timestamp Last IMAP: The last time the user accessed Gmail using IMAP.
    • Timestamp Last Interaction: The last recorded Gmail activity.
    • Timestamp Last POP: The last time the user accessed Gmail using POP.
    • Timestamp Last Webmail: The last time the user accessed Gmail via webmail.

  4. Specific User:

    A toggle switch to determine if the report should focus on a single user. Enable this if you want to gather data for a specific account rather than all users in the organization.

  5. User Key:

    Required only if the Specific User toggle is enabled.

    Acceptable values include the user’s primary email address, alias, or unique ID. This uniquely identifies the user whose data you want to retrieve.


Outputs:

  1. User Email:

    The primary email address of the user associated with the retrieved usage data. This serves as the unique identifier for each user in the report.

  2. Parameters:

    A collection of fields representing the selected parameters from the input. Each parameter corresponds to a piece of user-specific data, categorized under Accounts, Classroom, or Gmail. Examples include:

    • Accounts: Information like last login time, used quota, admin privileges, and security settings.
    • Classroom: Data such as the number of courses created, user role, and last interaction timestamp.
    • Gmail: Insights into email activity, such as the number of emails exchanged, last webmail access, and spam emails received.

These outputs provide a detailed view of user activity and account status based on the selected parameters, allowing you to monitor usage patterns and enforce security policies.

Example Scenario:

A G Suite administrator wants to monitor storage usage across the organization to ensure users stay within allocated quotas. By using the "Find Users Usage" action, the admin retrieves data on drive used quota, gmail used quota, and total quota in Mb for all users. This helps identify users nearing their limits, enabling proactive storage management and timely communication to avoid service disruptions.

Updated 13 days ago