Reftab’s new integration with Google Workspace streamlines asset management by automatically importing Google Chromebooks and mobile devices into the Reftab platform. This integration ensures that all devices managed within your Google Workspace environment are seamlessly tracked in Reftab, reducing manual data entry and increasing accuracy. Additionally, it allows for automated checkouts, ensuring that device assignments are always up-to-date. We will go over the following in this guide:
Key benefits of using this integration
How to enable the Google Workspace integration
Syncing Google Workspace
Why Permissions are Required for Google Workspace Integration
Key benefits of using this integration
Enhanced Accuracy: Automatic import of devices eliminates the risk of human error associated with manual data entry, ensuring that your asset records are precise and reliable.
Time Efficiency: By automating the import and checkout processes, your IT team can focus on more critical tasks, improving overall productivity and reducing administrative overhead.
Streamlined Operations: The seamless integration with Google Workspace simplifies the asset management process, making it easier to manage large fleets of devices, particularly in educational institutions and large enterprises.
How to enable the Google Workspace integration
Access Settings:
- Sign into your Reftab administrator account and navigate to the Reftab dashboard.
- Click on the “Settings” icon located at the top right corner.
Open Integrations:
- From the left-side menu, select “Integrations“.
Select Google Workspace:
- Find “Google Workspace” in the list of integrations.
- Click on the “Configure” button next to it.
Sign in with Google:
- Click on the “Sign in with Google” button.
- Choose the Google account you wish to connect with Reftab.
- Allow Reftab to access your Google account data by selecting all permissions and clicking “Continue“.
Configure Settings:
- After connecting your Google account, in Reftab, enable the integration by toggling the Enabled switch to “ON“.
- Optionally, enable “Auto Assign Assets” to automatically assign items with a user assigned in Google Workspace to an existing email address in Reftab.
- Set the “Default Location” for where imported assets will be placed.
- Specify the categories and sources for ChromeOS and mobile devices, such as “Serial Number” for the asset ID and “Model” for the asset title.
Map Additional Fields:
- If needed, map additional fields like “Brand” and “Device ID” to corresponding fields in Reftab.
Save Settings:
- Click on the “Save Google Settings” button to finalize the integration.
Syncing Google Workspace
After configuring the integration, you have two options to start syncing your Google Workspace data with Reftab:
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Automatic Daily Sync:
- The integration is designed to automatically sync data from Google Workspace to Reftab once a day. This ensures that your asset information is regularly updated without any manual intervention.
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Manual Sync:
- If you prefer to initiate the synchronization immediately or need to ensure that the most current data is available, you can manually trigger the sync process.
- To do this, navigate back to the Google Workspace integration settings and click the “Sync Now” button as shown in the image above. This will start the data synchronization process instantly, importing the latest device and checkout information into Reftab.
You should now see your assets from Google Workspace populate in the configured location:
Required Permissions for Google Workspace Integration
When setting up the integration between Reftab and Google Workspace, specific permissions are requested to ensure that Reftab can seamlessly import and manage your organization’s devices. Here’s an elaboration on what these permissions are and why they are necessary:
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View Your Mobile Devices’ Metadata:
- Purpose: This permission allows Reftab to access essential information about the mobile devices managed under your Google Workspace account.
- Benefit: By having access to this metadata, Reftab can automatically import details such as device models, serial numbers, and assigned users into your Reftab account. This automation reduces the need for manual data entry and ensures that all mobile device records are accurately and consistently tracked within Reftab.
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View Your Chrome OS Devices’ Metadata:
- Purpose: Similar to mobile devices, this permission enables Reftab to retrieve crucial information about Chromebooks and other Chrome OS devices.
- Benefit: With this access, Reftab can import Chromebook data, making it easy to manage these devices alongside other assets. This includes tracking device status, user assignments, and ensuring that each Chromebook is accounted for in your Reftab account.
Disclosure
Reftab’s use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements
By following these steps, you will have successfully enabled the Google Workspace integration in Reftab, allowing for the automatic import and management of Chromebooks and mobile devices.
For any questions or assistance, please email [email protected]