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List Licenses

Definition

The "List Licenses" action in Google Directory allows administrators to retrieve a list of all users who have been assigned licenses for a specific product SKU. By using this action, you can easily obtain detailed information about the licenses granted to users for a given product and SKU. This action is especially useful for auditing and managing licenses across your organization. You can filter by product SKU and customer ID, specify the maximum number of results to return, and paginate the results if there are more users than the specified limit. Key capabilities of this action include the ability to:

  • List all users with licenses for a specific product SKU.
  • Control the number of returned results using the Max Results field.
  • Retrieve pagination tokens for navigating through large sets of license data.
  • View detailed license information, including Product Id, Product Name, SKU Id, SKU Name, and User Primary Email.

Example Use Cases

1. License Auditing for Compliance

Administrators can use the "List Licenses" action to audit which users have licenses for a specific product SKU, ensuring compliance with company licensing policies. For example, you may want to confirm that only authorized users have access to premium features.

2. Product SKU Usage Analysis

This action helps organizations analyze how widely certain product SKUs are being used across the company. You can retrieve a list of all users assigned a specific SKU and identify areas where over- or under-usage might be occurring, allowing for better resource allocation.

3. License Allocation for New Projects

When starting a new project or department, administrators can use the "List Licenses" action to ensure that users in the team have the appropriate licenses for the tools they need. This can help allocate or reassign licenses efficiently without manual tracking.

4. License Expiration and Renewal Tracking

The action can be used to monitor the expiration dates of specific licenses associated with users. By identifying which users have licenses for a specific SKU, admins can track renewal timelines and plan for license upgrades or renewals.

5. Customer Support for License-Related Issues

In customer support scenarios, the action can be used to quickly identify which product licenses are assigned to a user, helping support teams troubleshoot and resolve licensing-related issues efficiently.


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 represents the connection to your Google Directory. It must be established before performing any action. The connection ensures that your API calls are authenticated and authorized to access data from your Google Directory account. You need to ensure that your account has the proper permissions to access the relevant data.

2. Customer Id

The Customer Id is the unique identifier for your organization, defined in the Google Admin console. This ID is used to specify which customer account's licenses you want to retrieve. If you are working with a multi-domain account, using this ID will ensure that you can query all users across different domains associated with your organization.

  • Note: You can use "my_customer" as an alias for your own account’s customerId if you don't want to specify it explicitly.

How to Find Customer ID:

  1. Sign in to your Google Admin console with administrator credentials.
  2. Go to Account Settings > Profile.
  3. Find your Customer ID there.

3. Product Id

The Product Id is a unique identifier for the specific product (e.g., Google Workspace, Google Cloud Storage, etc.) whose licenses you want to list. This ID allows you to filter the licenses to only those assigned to users for the specific product. For more information about the Product Id, refer to the Google documentation on products and SKUs.

4. SKU Id (Optional)

The SKU Id is the unique identifier for a specific edition or configuration of a product. This field allows you to narrow down the licenses to a specific SKU within a product. For example, if you're working with Google Workspace, the SKU Id could refer to a specific license type, such as Business Standard or Enterprise.

  • Optional: If left blank, the action will list all users with any SKU for the specified product.

5. Max Results

This field defines the maximum number of items (licenses) that you want the action to return in the result. The value must be between 1 and 10,000. This helps control the volume of data returned, especially when dealing with a large number of users. If you're expecting many results, you can use this field to limit the results to a manageable number per request.

6. Next Page Token

The Next Page Token is used to paginate results. If the number of licenses exceeds the Max Results specified, the response will include a Next Page Token that you can use to retrieve the next set of data.

  • If this field is not provided, the action will return the first page of results.
  • If there are no more results to return, this token will be empty.

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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. Number of Licenses

This field provides the total count of licenses assigned to users for the specified product SKU. It helps administrators quickly determine how many licenses have been granted to users for the product in question. This number reflects the total number of records retrieved based on the applied filters (e.g., Product Id, SKU Id).

2. Licenses

This section contains the detailed list of licenses assigned to users, with each entry corresponding to a specific license assigned to a user. For each license, the following attributes are included:

  • Product Id: The unique identifier of the product (e.g., Google Workspace, Google Cloud).
  • Product Name: The name of the product associated with the license (e.g., "Google Workspace").
  • SKU Id: The unique identifier for the SKU (license edition) assigned to the user (e.g., Business Standard, Enterprise).
  • SKU Name: The name of the SKU (license type) assigned to the user (e.g., "Business Standard", "Enterprise").
  • User Primary Email: The primary email address of the user who has been assigned the license.

This data helps administrators view and verify which users are assigned which licenses for a given product SKU.

3. Next Page Token

This field contains a Next Page Token if there are more results to return after the current set of licenses. If the number of licenses exceeds the Max Results value specified in the inputs, this token allows you to fetch the next page of results.

  • If the field is empty, it indicates that there are no more results to retrieve.
  • The token helps in pagination, allowing you to continue fetching additional pages of data if required.

*Example of Using

Scenario: Managing Google Workspace Licenses for a Team

Background:
Let's say your organization has recently transitioned to Google Workspace for all of your employees, and you need to ensure that the licenses are being assigned correctly across various departments. The marketing team, for instance, requires the Business Standard SKU, while the executive team uses the Enterprise SKU. As part of a routine audit, you want to retrieve a list of users assigned the Business Standard SKU to confirm whether the correct users have been licensed with the right product edition.

Steps to Set Up the "List Licenses" Action:

  1. Establish Connection:
    First, ensure that you have the appropriate credentials and permissions to access the Google Directory. You’ll need a connection to the directory to retrieve the license data.

  2. Provide Customer Id:
    Enter your Customer Id in the input field. If you are unsure where to find it, follow these steps:

    • Sign in to the Google Admin Console using your administrator account.
    • Navigate to Account Settings > Profile.
    • Copy your Customer Id, which will be something like C00000000.

    Alternatively, you can use "my_customer" as an alias for your Customer Id if you want the request to fetch information for your current account.

  3. Specify Product Id:
    For this scenario, you want to list users who have licenses for Google Workspace.

    • You will need to input the Product Id for Google Workspace (e.g., "Google-Workspace").
    • You can find the exact Product Id for the Google product by referring to the Google Products and SKUs documentation.

  4. Optional: Provide SKU Id:
    If you only want to see users assigned a specific SKU (e.g., Business Standard), enter the SKU Id for that edition. This will filter the results so that only users with the Business Standard SKU are shown.

    • If you leave this field empty, the system will return all users assigned Google Workspace licenses, regardless of SKU.

  5. Max Results:
    Set the Max Results to control how many user licenses you want to retrieve per page. Let’s say you want to retrieve up to 100 licenses at once; you would set this field to 100.

  6. Execute the Flow:
    Run the flow. The system will process the request and return a list of users who have been assigned the Google Workspace Business Standard license.

Expected Output:

  • You will see a list of users who have been assigned the Business Standard SKU for Google Workspace.
  • For each user, the output will include:
    • Product Id (e.g., "Google-Workspace")
    • Product Name (e.g., "Google Workspace")
    • SKU Id (e.g., "business-standard")
    • SKU Name (e.g., "Business Standard")
    • User Primary Email (e.g., [email protected], [email protected])

Pagination:

If there are more users assigned the Business Standard SKU than the Max Results limit (e.g., 100 users), the system will provide a Next Page Token. Use this token to retrieve the next page of users.

Outcome:

After executing this action, you will have a clear and organized list of users assigned to the Google Workspace Business Standard SKU. This information will allow you to:

  • Verify that the correct users in the marketing department are licensed properly.
  • Take action if users who should be on this SKU are missing or incorrectly assigned a different license.
  • If needed, you can update licenses or reassign them based on this information.

Updated 14 days ago