Learn how to automate MDM workflows in Google Workspace. Google Admin Mobile Device Management Best Practices.
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Why Google Workspace MDM Workflows Automation?
There’s no doubt that mobile devices, especially since remote work became a thing, are integral to any business operations. Managing these devices efficiently within Google Workspace is not just a necessity but a strategic advantage. Yes, it’s true that MDM in Google Workspace offers fundamental tools to secure and manage mobile devices. However, merely managing these devices does not fully address the complexities of modern businesses. This is where workflow automation becomes essential.
Workflow automation in the context of Google Workspace MDM is much more than basic device management. It integrates device setup, security policy enforcement, user access, and compliance into broader organizational processes, thereby streamlining operations and reducing manual overhead. This integration is crucial for several reasons:
- Enhanced Efficiency: Automation speeds up numerous MDM-related tasks such as device provisioning, software updates, and security checks. Automated workflows ensure that these tasks are executed consistently and without delays, thereby improving overall operational efficiency.
- Reduced Errors: Manual processes are prone to errors, which can lead to security vulnerabilities or non-compliance with policies. Automation minimizes these risks by standardizing processes and eliminating the variability introduced by human intervention.
- Improved Compliance: With stricter data protection regulations, ensuring every device complies with legal and corporate standards is paramount. Automated workflows help maintain compliance by consistently applying the necessary policies and immediately addressing any deviations.
- Scalability: As organizations grow, the number of devices under management can increase exponentially. Automation makes scaling easier by enabling the management of a large fleet of devices without proportionately increasing the workload on IT staff.
- Data-Driven Decisions: Automated workflows can collect and analyze data from managed devices, providing insights into usage patterns, security risks, and operational inefficiencies. These insights allow for informed decision-making and proactive management.
How To Automate Google Workspace MDM Workflows: Approve, Delete, Block Or Wipe Devices Automatically
While dedicated MDM tools manage and secure mobile devices, Zenphi is the solution you need to complement these capabilities by automating related workflows and processes, which can enhance and streamline the functionalities provided by MDM tools.
Zenphi, with all its powerful capabilities, allows IT teams easily handle the approval workflows automation, streamline revocation, blocking and wiping devices, making these actions not a stand-alone events but an essential part of operational workflows (for example, automated employee onboarding or offboarding in Google Workspace). Let’s see how you can do it with just a couple of drags and drops.
Set Up Your Zenphi Account
To begin, you’ll need to set up a Zenphi account if you haven’t already. You can create a free account here. Next, choose a trigger for your workflow (when do you nee it to kick off).
Step 1: Retrieve the User’s Devices
The first step in your flow is to retrieve all devices registered by the user. Use the “List User’s Mobile Devices” action to generate a list, including details like Device model, Last sync time, Current status (approved, blocked, etc.), and other valuable device metadata.
Step 2: Take Actions on Devices
Using a Foreach Loop, you iterate through each device and take specific actions based on your needs.
Deleting Devices:
If you want to remove a device, use the “Delete Mobile Device” action. Simply provide the user’s email address (from the form) and the device’s resource ID (retrieved from the previous step).
Approving, Blocking, or Wiping Devices:
For more advanced actions, use the “Take an Action on a Mobile Device” action. This versatile tool allows you to approve, block, wipe devices or cancel pending wipes.
You can even include both actions in the same workflow!
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Step 3: Testing and Publishing your Flow
Once your flow is built, test it to ensure all actions are functioning as expected. After successful testing we recommend incorporating the flow into existing workflows (e.g., onboarding or offboarding) and schedule periodic audits to manage devices proactively, such as bi-annual reviews or real-time audits when devices are added.
Automate Google Workspace MDM Workflows While Enhancing Security: Automated Mobile Device Audits
Most experienced Google admins know that regular mobile device audits are vital in spotting and addressing risks before they impact productivity or compromise data security. Many many MDM tools do provide functionality for mobile device audits, but the capabilities can vary significantly depending on the specific MDM solution. Typical MDM tools allow administrators to monitor and report on device compliance, usage statistics, security posture, and software versions, which are essential components of regular audits.
Automation, on the other hand, can elevate this process on a completely different level. For example, if you choose Zenphi as your IT operations automation tool, you will be able to build a single workflow that would include data collection, report generation, sharing the findings with other organizational systems, and also trigger proactive actions based on audit results.
Let’s see how you can automate the initial stages of this workflow: collecting and storing information about mobile devices used in your organization.
Step 1: Select A Trigger
For this use case it makes sense to utilize a Scheduled Flow trigger, which lets you run audits regularly—whether weekly, monthly, or at custom intervals that suit your organization’s needs.
Step 2: Retrieve Workspace Users
The first step is to get a list of users in your Google Workspace. Use the List Users action to pull this data. You can refine your results by filtering users by domain, department, or other parameters. Once you have the list, the next step is retrieving their connected devices.
Step 3: Fetch User Devices
Use the Foreach Loop action to cycle through the list of users. Add the List Mobile Devices action within the loop to collect details about each user’s connected devices. This action provides critical information such as device model, last sync date, device status (approved, blocked, etc.), and any additional metadata for a comprehensive audit.
Step 4: Organize Device Information in a Table
You can store the details of every device retrieved in a Google Sheet or a Zenphi table. Include essential information like the device’s id, details, the associated user, and the audit date. This setup creates a record of every device in your workspace and simplifies report generation for security reviews or compliance checks.
optimize your google workspace mobile device management today
Reach out to our team of Google Workspace automation experts for free professional help. Let us help you with building comprehensive Google Workspace MDM audit workflows, including detailed reporting and automated actions based on audit findings!
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