Definition

The "List Calendar Delegates" action retrieves the list of delegates who have access to a specific Google Calendar. By using this action, administrators can easily view and manage access permissions for calendar events. This action queries the calendar’s access control list (ACL) and returns details about each delegate, including the scope of access (e.g., read, write, or owner) and the type of scope (user, group, or domain). The key capabilities of this action include providing a quick overview of who has what level of access to a calendar and enabling administrators to manage permissions effectively. It supports various types of scope values, which help control whether access is granted to specific users, groups, or an entire domain.

Example Use Cases

1. Access Control Management

Administrators can use this action to retrieve a list of all calendar delegates with varying levels of permissions. This is useful for ensuring that only authorized personnel have access to sensitive calendar events, making it easier to manage access control.

2. Audit and Compliance

Regular audits of calendar delegates can be performed by retrieving a list of calendar delegates. This helps ensure that compliance standards are met, especially for organizations that require strict control over who can view or modify calendar events.

3. Delegate Role Verification

When an employee’s role changes, the action can be used to verify their calendar delegation status. For example, an employee leaving a department can have their access removed or reviewed to ensure proper handover of tasks and calendar events.

4. Large-Scale Access Review

For larger organizations, this action can be used to review and track calendar access across many users. Administrators can easily verify which calendars are shared and who has different levels of access, providing a comprehensive view of the organization’s calendar security.

Inputs

1. Connection

This field refers to the Google Workspace Administration connection that you must set up to connect to your Google Workspace account. You also need to upload a credential JSON file for a service account with domain-wide delegation, which enables administrative access to manage Google Workspace resources.

• Explanation: This is a mandatory field. To use this action, a valid connection to the Google Workspace account is required. The credentials file grants permission to perform actions on behalf of your Google Workspace users.
• Supported Formats: JSON file for service account with domain-wide delegation.
• Best Practices: Ensure that the service account has sufficient permissions to access calendar data for the users you wish to manage.

2. User Email

This field refers to the email address of the Google Workspace user whose calendar delegates you want to retrieve.

• Explanation: Input the user’s email to specify which Google Calendar you are querying for delegate information.
• Best Practices: Ensure the email is correctly formatted (e.g., [email protected]). Make sure the service account has the required permissions to access the specified user's calendar.

Outputs

1. Id

The unique identifier of the Access Control List (ACL) rule for a calendar delegate.

• Explanation: Each calendar delegate is associated with an ACL rule, which defines their level of access to the calendar. The Id is a system-generated identifier for that rule.
• Best Practices: Use this ID to reference or manage specific ACLs for a calendar delegate. It's useful when you want to make changes or delete a specific delegate later.

2. Calendar Id

The identifier of the calendar associated with the delegate.

• Explanation: The Calendar ID is the unique identifier for the calendar to which the delegate is assigned. This helps in distinguishing between multiple calendars within the same user account.
• Best Practices: Keep track of the Calendar Id for users with multiple calendars. It can help you target the correct calendar when performing other actions (like managing events or delegations).

3. Role

The role assigned to the calendar delegate.

• Explanation: This field specifies the level of access the delegate has to the calendar. The available roles could be:
  • None: No access.
  • FreeBusyReader: Access to free/busy information only.
  • Reader: Read access to the calendar (private events hidden).
  • Writer: Read and write access (can see private events and make changes).
  • Owner: Full access to the calendar (can manage access and make changes).
• Best Practices: Be aware of the roles you assign to delegates. Assign only the necessary role based on the user's needs to avoid over-permissioning.

4. Scope

The extent of calendar access granted by this ACL rule.

• Explanation: The scope specifies the type of user or group for whom the access rule applies. It can either be:
  • Scope Type: This could be 'default' (public scope), 'user', 'group', or 'domain'.
  • Scope Value: The email address of a user or group, or the domain name, depending on the scope type.
• Best Practices: Ensure that you correctly assign the scope. For example, if you're allowing access to a specific group, set the scope type as "group" and provide the appropriate group email.

Example Scenario: Using "List Calendar Delegates" Action

Scenario: You are the administrator of a Google Workspace account and you need to retrieve the list of calendar delegates for a specific user in your organization to review their calendar access levels.

Steps to Set Up:

1. Action Setup:

   • Connection: First, you'll create a Google Workspace Administration connection by uploading the necessary credential JSON file for a service account with domain-wide delegation. This connection will give you the required permissions to access calendar data across your organization.
   • User Email: Provide the email address of the user whose calendar delegates you wish to review. For example, you may input [email protected].

2. Running the Flow:
   When you run the flow, it will fetch the list of calendar delegates for [email protected]. The response will include the Access Control List (ACL) rules for each delegate, showing the roles and scope for each.

3. Review the Outputs:
   The outputs will provide you with a list of delegates, along with the following information for each:

   • Id: Unique identifier of the ACL rule.
   • Calendar Id: ID of the calendar to which the delegate is assigned.
   • Role: The access level of the delegate (e.g., Reader, Writer).
   • Scope: Defines who the rule applies to (user, group, domain) and the email/domain details.

Example Use:
Let’s say you want to ensure that only specific individuals or teams in your organization have editing permissions on [email protected]’s calendar. By reviewing the list of delegates, you can identify who has access, adjust roles as needed, or remove delegates that no longer need access. This allows you to effectively manage calendar permissions for your users.

End Result:
After running the action, you'll have a clear understanding of all the calendar delegates and their respective permissions, which helps maintain secure and organized calendar access in your organization.