Definition

The "Suspend User" action in the Google Directory category allows administrators to suspend or un-suspend a user account within their organization's Google Directory. This action can be used to temporarily disable a user's access to Google services, without deleting their account. It also provides the capability to archive a user account, which is useful when managing inactive or offboarded employees while retaining their data for reference. This action helps streamline user lifecycle management by offering easy suspension or restoration of user access. Key capabilities include:

• Suspending or re-enabling user accounts.
• Archiving a user account for long-term storage of their data.
• Managing user access to services for security or operational reasons.

Example Use Cases

1. Temporarily Suspending a User

An administrator needs to suspend a user's access due to temporary leave, such as maternity or sick leave. Suspending the user ensures they cannot access company data or services during their absence but retains their account and data for when they return.

2. Offboarding an Employee

When an employee leaves the company, the administrator suspends their account to prevent further access to Google services. They may also choose to archive the account, preserving the user's data for record-keeping or future reference.

3. Security Measure for Compromised Account

If a user's account is suspected to have been compromised, an administrator can suspend the account immediately to prevent unauthorized access. Afterward, the administrator can investigate the issue, reset the user's credentials, and eventually un-suspend the account.

4. Managing User Access During Company Restructuring

During a company restructuring, users may need their accounts suspended temporarily while their roles and responsibilities are redefined. Once their new roles are confirmed, the account can be un-suspended with adjusted access permissions.

5. Testing or Maintenance of User Accounts

An administrator may suspend a user account to perform maintenance or updates, such as a system migration or security audit. Afterward, the user’s account can be restored without losing any data or configuration settings.

Inputs

1. Connection

This field represents the connection to your Google Directory account. It is used to authenticate and authorize access to the Google Directory service, enabling the action to interact with your user accounts. You must provide the correct authentication details (such as API keys or OAuth tokens) for the action to be able to execute successfully.

2. Id or Email of the User

This field allows you to specify the unique identifier for the user you want to suspend or un-suspend. The value can be:

• User’s Primary Email Address: The email address tied to the user's Google account (e.g., [email protected]).
• Alias Email Address: Any alias emails associated with the user (e.g., [email protected]).
• User’s Unique ID: The user’s unique identifier (userKey) from the Google Directory, which can be obtained from actions like "Create User", "Update User", or "Lookup User Information".

This field helps to identify the exact user whose account is to be suspended or un-suspended.

3. Suspended

This field indicates whether the user should be suspended or not.

• Yes: The user’s account will be suspended, and they will lose access to Google services associated with that account.
• No: The user’s account will be active again, and they will regain access to their Google services.

By setting this field, you can manage the suspension status of a user's account.

4. Archive

This field specifies whether the user’s account should be archived.

• Yes: The user's account will be archived. Archived accounts are not active but retain all data and information for future reference or compliance purposes.
• No: The user's account will not be archived, and they are simply suspended without retaining data for long-term storage.

This field helps to manage the retention of user data when suspending or offboarding users.

**Example of Using **

Scenario: Offboarding an Employee Who Is Leaving the Company

Situation:
John Doe, an employee at your company, has decided to leave the organization. You need to suspend his Google account to prevent any further access to company data, but you also want to keep his data for future reference or legal purposes. Additionally, you need to ensure his access to all company services is terminated immediately.

Step-by-Step Setup:

1. Connection Field:
   Ensure that your Zenphi account is properly connected to your Google Directory account, providing the necessary authentication details (such as OAuth tokens or API keys). This ensures that Zenphi can access and make changes to your Google Directory data.

2. Id or Email of the User:
   You will input John Doe’s primary email address (e.g., [email protected]) in this field. Alternatively, you could use his alias email or user ID if available. This allows the system to specifically identify John’s user account.

3. Suspended Field:
   Set this field to Yes since you want to suspend John’s account to prevent him from accessing any company services. This action will disable his ability to log in to his Google account but will retain all his data for future reference.

4. Archive Field:
   Since you want to retain John’s data for legal or compliance purposes (e.g., emails, documents), set this field to Yes. This will archive John’s account, making sure that all of his data is stored safely but not accessible to him.

Result:
By executing the flow, John’s Google account will be suspended immediately, preventing him from accessing any company data or services. His account will be archived, preserving all his data in the system for future reference, audits, or compliance checks. You can later decide to un-suspend or delete the account if necessary.

This setup is a typical offboarding scenario for managing an employee’s Google Directory account and ensuring their access is revoked while retaining essential information.