Definition

The "Update License" action in Zenphi allows administrators to modify the SKU (Stock Keeping Unit) assigned to a user within a specific Google product. This action is particularly useful when a user needs to be upgraded or downgraded to a different license tier within the same product (e.g., upgrading a user from Google Workspace Business Standard to Google Workspace Enterprise). By providing the current SKU id and the new SKU id, this action updates the user’s license assignment seamlessly, ensuring that the user receives the correct features and capabilities associated with the new SKU.

Key Capabilities:

• Update a user's existing SKU to a new one within the same product.
• Modify licenses for users without requiring re-assignment of their email addresses or other account details.
• Ensure that users have the appropriate licenses according to role changes, feature requirements, or business needs.

Example Use Cases

1. User Role Change

When an employee is promoted or their responsibilities change, they may need a different level of access or features. For example, upgrading a user from Google Workspace Business Standard to Google Workspace Enterprise to give them additional tools for collaboration and security.

2. Product Downgrade

In some cases, users might no longer need all the features of their current SKU. For instance, if a user no longer requires premium features, they can be downgraded from Google Workspace Enterprise to Google Workspace Business Starter.

3. License Cost Optimization

If a company needs to optimize costs, they might decide to move users from a higher-cost SKU to a more cost-effective one. For example, switching a department with fewer collaboration needs from an expensive SKU to a more affordable one, like moving from Google Workspace Enterprise to Google Workspace Business Standard.

4. Temporary Changes for Specific Projects

Sometimes, users need elevated permissions or features for a limited time for a project. For example, assigning a Google Workspace Enterprise SKU to a user temporarily to give them access to advanced features for a specific project, then reverting them back to their original SKU afterward.

5. Adjusting to New Product Features

When Google releases new features tied to a specific SKU, users may need to be moved to a new SKU to access these features. For example, a user might need to be upgraded to a new SKU to take advantage of a newly available service or feature exclusive to a higher SKU.

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 (in Zenphi)
   This field refers to the connection between Zenphi and the Google Directory. It is necessary to establish a valid connection to the Google Directory service for the action to be executed. This connection will authenticate and authorize Zenphi to make the changes to the user's license. Example: You must select or input your existing Google Directory connection that contains your admin credentials.

2. User Primary Email
   The User Primary Email is the email address associated with the user whose license is being updated. It is a unique identifier for the user in the Google Directory and allows the system to find the correct user to update their product SKU. Example: If you want to update the license for the user John Doe, you would input their email address, such as [email protected].

3. Product Id
   The Product Id is the unique identifier for the product under which the SKU exists. This refers to the Google product for which you are updating the license (e.g., Google Workspace, Google Cloud). The Product Id ensures that the license update is applied to the correct product. Example: For Google Workspace, the Product Id could be something like Google-Workspace. You can find the Product Id by referring to the Google Products and SKUs documentation.

4. Current SKU Id
   The Current SKU Id is the unique identifier of the product SKU that is currently assigned to the user. This field is required to identify the current license or product tier assigned to the user, which will be updated to a new SKU. Example: For a user currently assigned to Google Workspace Business Standard, the SKU Id might be something like business-standard. You can find the exact SKU Id in the Google Products and SKUs documentation.

5. New SKU Id
   The New SKU Id is the unique identifier for the new product SKU that you want to assign to the user. This field is used to specify the updated product SKU the user will switch to. It can be an upgraded or downgraded SKU depending on the user’s needs. Example: If you want to upgrade the user to the Google Workspace Enterprise SKU, you would input the SKU Id for Google Workspace Enterprise, such as google-workspace-enterprise.

Example of Using

Scenario:

A company, TechCorp, has several employees using Google Workspace Business Standard licenses. One employee, John Doe, has been promoted to a leadership role, and now requires access to the additional features offered by Google Workspace Enterprise (such as enhanced security tools, more storage, and advanced administration features).

To update John’s license from Business Standard to Enterprise, you can use the "Update License" action in Zenphi.

Step-by-Step Setup:

1. Connection
   First, ensure that you have a valid connection to your Google Directory in Zenphi. This connection will authenticate the action and allow it to make changes in your Google Workspace account.

   • In the Connection field, select the appropriate connection to your Google Directory.

2. User Primary Email
   Next, enter the primary email address for the user you wish to update. In this case, John Doe’s email is [email protected].

   • In the User Primary Email field, input [email protected].

3. Product Id
   The product in question is Google Workspace, so you’ll need to provide the Product Id associated with Google Workspace.

   • For Google Workspace, input the Product Id (e.g., Google-Workspace) in the Product Id field. You can find this in the Google Products and SKUs documentation.

4. Current SKU Id
   John is currently assigned the Google Workspace Business Standard SKU. You will need the Current SKU Id for Business Standard.

   • Find the SKU Id for Google Workspace Business Standard (e.g., business-standard) and input it in the Current SKU Id field.

5. New SKU Id
   Since John is being promoted and needs more advanced features, you will now assign him the Google Workspace Enterprise SKU.

   • Find the SKU Id for Google Workspace Enterprise (e.g., google-workspace-enterprise) and input it in the New SKU Id field.

6. Execute the Flow
   Once all the necessary fields are filled in, you can run the flow. This will update John’s current license from Google Workspace Business Standard to Google Workspace Enterprise, giving him access to additional features.

Result:

After running the action:

• John’s license will be updated to Google Workspace Enterprise.
• He will now have access to the enhanced features associated with this SKU, such as more storage, additional security controls, and advanced admin tools.

This process can be repeated for other employees who need license upgrades or downgrades as part of their role changes.