Google Workspace

Google Workspace plans provide a custom email for your business and include collaboration tools like Gmail, Calendar, Meet, Chat, Drive, Docs, Sheets, Slides, Forms, Keep, and more.

Information Stored
Minimum Permissions Required
Authentication Method
Credentials Required
Prerequisites before Integrating Google Workspace with SaaS Management
License Types
Integrating Google Workspace with SaaS Management
Auto-Populated Google Workspace License Information
Managing Available Google Workspace Licenses
Analyzing Google Workspace Users Activity Data
API Endpoints

Information Stored

The following table describes the available integration tasks and stored data.

Available Integration Tasks

Integration Task

Information Stored

Application Roster

User ID
Email
First Name
Last Name
Active Date
License Name

Application Access

User ID
Occurred Time
User activities are tracked for the following Google applications:
Calendar
Chat
Currents (Google+)
GCP
Gmail
Google Drive
Google Meet
Jamboard
Keep
Last Login

Note:During the first run of the Application Access task, Flexera One pulls data for only the last 10 days.

License Differentiation

For details, refer to License Types and Tracking Application Activity by License Type for License Differentiation.

License Information

License Name
License ID
License Total Count

Note:The License Types table references how the Licenses Tab # of Items Allowed value is displayed in SaaS Management for each Google Workspace license (API vs manual entry).

Important:Every 24 hours, the SaaS Management License Information integration task retrieves license information from the Google Workspace admin console and updates the SaaS Management database with data from 4 days prior (Example: When the License Information API retrieves data on 13 September 2022, the data retrieved is from 9 September 2022). Due to the limitation of the License Information API, the latest data cannot be extracted. Therefore, the License Total Count value in the Google Workspace admin console may not match the # of Items Allowed value in the Licenses Tab of SaaS Management.

Reclamation

Once the reclamation task is executed for the selected users, the user licenses are reclaimed. Users are no longer tracked in the Activity Tab within SaaS Management.

For details, refer to Reclaiming SaaS Licenses.

Note:The information stored is subject to change as enhancements are made to the product.

Minimum Permissions Required

Minimum API required permissions are based on the Application Permission and User Role .

Application Permission

Application Permission

Permission

Description

Integration Task Name

admin.directory.user.readonly

To retrieve the User list and their details from the Google Workspace account. For details, refer to the Google Workspace Admin SDK documentation Directory API: Authorize Requests.

Application Roster

admin.reports.usage.readonly

To retrieve reports of total license count and Gmail user activity.

Application Access

License Information

apps.licensing

To retrieve user license details from the Google Workspace account and to reclaim user licenses.

Application Roster

License Information

Reclamation

User Role

User Role

Role

Description

Super Administrator

In the Google Workspace account, only the Super Administrator role contains the permissions to grant the API permissions that are required for calling the Admin APIs. For details, refer to the Google Workspace Admin Help documentation Pre-Built Administrator Roles.

Authentication Method

OAuth2 with Authorize flow. For details, refer to the Obtaining OAuth 2.0 Access Tokens section of the Google Identity documentation.

Credentials Required

Customer ID
Username
Password

Note:The username and password are required only for authorizing the application. They are not stored in SaaS Management.

Prerequisites before Integrating Google Workspace with SaaS Management

Complete the following prerequisites before integrating Google Workspace with SaaS Management.

Before integrating Google Workspace with SaaS Management:

1. Create a Google Cloud project to use and manage Google Workspace APIs. For details, refer to the Google Workspace for Developers documentation section Create a Google Cloud Project.
2. Enable the Google Workspace APIs in your Google Cloud project via the Google Console. Complete the following steps.
a. Open the Google Cloud console.
b. From the left-hand menu, select APIs & Services > Library.
c. In the Search for APIs & Services field, enter the API name as Enterprise License Manager API and press Enter.
d. In the list of search results, click Enterprise License Manager API.
e. Click Enable.

For further details, refer to the Google Workspace for Developers documentation section Enable Google Workspace APIs.

License Types

The Google Workspace integration with SaaS Management displays a list of licenses assigned to the Account and Users. The following Google Workspace licenses are supported by SaaS Management. For each license, the table below explains how the Licenses Tab # of Items Allowed value is displayed in SaaS Management. To learn more about the Google Workspace product IDs, license IDs, and license names refer to the Google Workspace Admin SDK documentation section Google Product and SKU IDs.

Google Workspace License Types Supported by SaaS Management

License ID

License Name

Method for Displaying # of Items Allowed Value in SaaS Management

1010020027

Business Starter

Manual Entry

1010020028

Business Standard

Manual Entry

1010020025

Business Plus

Manual Entry

1010060003

Enterprise Essentials

Retrieved via License Information API

1010020029

Enterprise Starter

Retrieved via License Information API

1010020026

Enterprise Standard

Retrieved via License Information API

1010020020

Enterprise Plus

Retrieved via License Information API

1010060001

Essentials

Manual Entry

1010020030

Frontline

Manual Entry

Google-Apps-Unlimited

G Suite Business

Manual Entry

Google-Apps-For-Business

G Suite Basic

Manual Entry

Google-Apps-Lite

G Suite Lite

Manual Entry

Google-Apps-For-Postini

Google Apps Message Security

Manual Entry

Google-Apps-For-Nonprofits

Nonprofits

Manual Entry

Google-Apps-For-Education

Education Fundamentals

Manual Entry

1010310005

Education Standard

Manual Entry

1010310006

Education Standard (Staff)

Manual Entry

1010310007

Education Standard (Extra Student)

Manual Entry

1010310008

Education Plus

Manual Entry

1010310009

Education Plus (Staff)

Manual Entry

1010310010

Education Plus (Extra Student)

Manual Entry

1010310002

Education Plus - Legacy

Manual Entry

1010310003

Education Plus - Legacy (Student)

Manual Entry

1010370001

Education: Teaching and Learning Upgrade

Manual Entry

1010340001

Enterprise Plus - Archived User

Manual Entry

1010340002

G Suite Business - Archived User

Manual Entry

1010340003

Business Plus - Archived User

Manual Entry

1010340004

Enterprise Standard - Archived User

Manual Entry

Integrating Google Workspace with SaaS Management

Complete the Prerequisites before Integrating Google Workspace with SaaS Management. Then complete the following steps.

To integrate Google Workspace with SaaS Management:

1. In SaaS Management, add the Google Workspace application. Refer to Adding an Application.
2. In the Add Application screen:
a. Select the appropriate Integration Tasks.
b. In the Customer ID field, enter the Customer ID for the Google Workspace account.

Note:The Customer ID is a unique value with a format of C00000000.

3. Click Authorize, which will redirect you to the Google login page.
4. Enter your Super Admin username and password to sign in.
5. Google displays a consent screen to authorize the application. Click Allow on this consent screen to authorize and to provide access to the APIs used in the integration.
6. For further information on managing and optimizing your organization’s Google Workspaces licenses, refer to:
Auto-Populated Google Workspace License Information
Managing Available Google Workspace Licenses
Analyzing Google Workspace Users Activity Data
Tracking Application Activity by License Type for License Differentiation
Reclaiming SaaS Licenses.

Auto-Populated Google Workspace License Information

The SaaS Management integration with Google Workspace offers a License Information integration task that automatically retrieves every 24 hours the name of the Google Workspace license type and total allowed number for specific licenses.

The value for the SaaS Management # of Items Allowed field (Total License Count) in the Licenses Tab is retrieved via the SaaS Management License Information API for the following Google Workspace Licenses. All other Google Workspace licenses require manual entry of the# of Items Allowed value in SaaS Management.

Enterprise Essentials
Enterprise Starter
Enterprise Standard
Enterprise Plus

Important:Every 24 hours, the SaaS Management License Information integration task retrieves license information from the Google Workspace admin console and updates the SaaS Management database with data from 4 days prior (Example: When the License Information API retrieves data on 13 September 2022, the data retrieved is from 9 September 2022). Due to the limitation of the License Information API, the latest data cannot be extracted. Therefore, the License Total Count value in the Google Workspace admin console may not match the # of Items Allowed value in the Licenses Tab of SaaS Management.

Important:If you enable the License Information integration task, note the following, you need to enter and keep up to date the following Licenses Tab information. The License Information integration task does not pull in this information. The SaaS application’s annual spend calculation relies on entered and accurate license effective and ending dates.

# of Items Allowed (Note: Refer to License Types for Google Workspace licenses that require manual entry.)
Amount 
Currency 
Payment Frequency 
Effective Date 
Ending Date 

To auto-populate Google Workspace license information, refer to Auto-Populating SaaS Application License Information.

Note:Complete the following steps to auto-populate Google Workspace license information for an existing Google Workspace integration.

1. On the Managed SaaS Applications screen, select the appropriate Google Workspace instance link. The instance’s Overview tab opens by default.
2. Click the Google Workspace instance’s Integration tab.
3. Reauthorizing the existing Google Workspace instance’s integration is required. To reauthorize the integration, click Setup in the Integration tab.
4. In the Customer ID field, enter the Customer ID for the Google Workspace account. Click Next.
5. Click Authorize, which redirects you to the Google sign in page.
6. Enter your Super Admin username and password to sign in.
7. Google displays a consent screen to authorize the application. Click Allow on this consent screen to authorize and to provide access to the APIs used in the integration.
8. In SaaS Management, select the appropriate integration tasks along with the License Information task.
9. Click OK.

Managing Available Google Workspace Licenses

Once the License Information integration task for Auto-Populated Google Workspace License Information is enabled, you can add or remove the Google Workspace product licenses you wish to manage within SaaS Management. To manage available Google Workspace licenses, refer to Managing Available SaaS Application Licenses.

Analyzing Google Workspace Users Activity Data

User activity data such as user activity type, time of occurrence, and user last login are tracked in SaaS Management for the Google Workspace applications listed in the table below. For further details of the tracked activities, refer to the Google Workspace Admin SDK documentation section Method: activities.list.

Note:Due to the limitation of the License Information API, the latest Gmail user activity cannot be extracted. Gmail user activity data displayed in SaaS Management is from 4 days prior.

Google Workspace Applications Tracked in SaaS Management for User Activity

Google Workspace Applications Tracked in SaaS Management for User Activity

Calendar

Gmail

Google Meet

Currents (Google+)

Google Chat

Jamboard

GCP

Google Drive

Keep

API Endpoints

Application Roster

User Details

https://admin.googleapis.com/admin/directory/v1/users

User License

https://licensing.googleapis.com/apps/licensing/v1/product/{productId}/users

Application Access

Calendar: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/calendar 
Chat: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/chat 
GCP: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/gcp 
Gmail: https://admin.googleapis.com/admin/reports/v1/usage/users/all/dates/{date} 
Google Drive: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/drive 
Google Meet: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/meet 
GPlus: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/gplus 
Jamboard: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/jamboard 
Keep: https://admin.googleapis.com/admin/reports/v1/activity/users/all/applications/keep 
Last Login: https://admin.googleapis.com/admin/directory/v1/users 

License Information

https://admin.googleapis.com/admin/reports/v1/usage/dates/{date} 
https://licensing.googleapis.com/apps/licensing/v1/product/{productId}/users 

Reclamation

https://licensing.googleapis.com/apps/licensing/v1/product/{productId}/sku/{skuId}/user/{userId}