Sync Recipients From Google Workspace

Overview

Google Workspace directory synchronization allows you to automatically sync users from Google Workspace into Tartan. This ensures your Tartan recipient list stays up-to-date without manual CSV uploads.

Key Features

• Automatic synchronization every 6 hours
• One-way sync from Google Workspace to Tartan
• Selective import by users, departments, groups, OUs, and domains
• Manual sync available at any time
• Preview changes before applying
• Exclude recipients from being updated by the sync

Important Notes

• Syncs are one-way only (Google Workspace → Tartan)
• Manual edits in Tartan will be overwritten during sync unless the recipient is excluded from the sync
• Recipients not present in Google Workspace will be archived during the next sync

Connecting Your Google Workspace Account

Tartan only requests least-privilege read-only access to your Google Workspace data.

1. Log into Tartan App.
2. Go to the Recipients page or Account Settings.
3. Click Sync recipient list via Google Workspace.

   From Recipients page:

   

   From Account Settings page:

   
4. You'll be redirected to a Google authorization screen. Select the Workspace account you want to connect.

5. Grant the requested permissions.
6. You'll be redirected back, where the Sync Information popup will appear. Click Close and then move to the next step.

Starting Your First Sync

To improve Tartan's ability to generate the most relevant emails for your recipients, we strongly recommend you set the Job title and Department fields for all of the users you are syncing. If the Department field in Google Workspace is blank, Tartan will fall back to the name of the OU or Group that you select. If a user has no OU, Group, or Department they will not be available to sync.

1. Once connected, click Start Syncing on the Recipients page or in Account Settings.

2. A popup will display your Google Workspace OUs, Groups, Departments, and Users.
   • Users without a Department, Group, or OU will appear under No Department.
   • You can uncheck OUs, Groups, and Departments or expand them to exclude specific users.
   
3. Click Sync Preview to review changes.
   • Users with errors will appear in a separate section and won't be synced.
   • Users that are not in your Google Workspace directory will be archived.
   
4. Confirm to begin the sync.
5. The initial sync will begin immediately and may take several minutes depending on the size of your directory.

Monitoring & Managing Syncs

Once synchronization is enabled, the Sync recipient list via Google Workspace button will be replaced with a Google Workspace sync status block on the Recipients page and in Account Settings. The status block will show:

• Status: Active, Paused, Error
• Last sync: Date and time of the most recent sync
• Sync now button: Manually trigger an immediate sync

Managing Your Sync

• Manual Sync: Click Sync now to immediately sync your recipient list
• Pause Sync: Click Pause sync to temporarily stop automatic synchronization
• Resume Sync: Click Resume sync to restart automatic synchronization

Account Settings view:

Recipients page view:

Changing Sync Settings

You can adjust which groups or users are ignored:

1. Go to Account Settings > Google Workspace Provisioning.
2. Click Sync Settings.
3. Follow the same steps as during your first sync to update exclusions.

Viewing Sync History

1. Go to Account Settings > Google Workspace Provisioning.
2. Click Sync History.
3. You'll see a log of:
   • Added recipients
   • Archived recipients
   • All changes, with side-by-side comparisons

Using CSV Import with Google Workspace Sync

You can still import recipients via CSV even when Google Workspace sync is active.

Protecting Recipients from Sync Overwrites

To prevent specific recipients from being managed by Google Workspace sync you have two options:

Option 1: Use the CSV Import

1. Add an exclude_from_directory_sync column to your CSV file
2. Set the value to true for recipients you want to exclude from being overwritten
3. Import the CSV as usual

Recipients with exclude_from_directory_sync = true will not be modified or removed during Google Workspace synchronization.

Default behavior: All recipients have exclude_from_directory_sync = false by default.

Option 2: Use the Edit Recipients User Interface

1. Select the recipient you'd like to exclude from the Google Workspace sync
2. Set Exclude from Directory Sync to Yes
3. Click Save changes

Managing Google Workspace Connection

You can manage your Google Workspace connection from Account Settings under the Google Workspace Provisioning section (located below Campaign Settings).

Disconnect Google Workspace

1. Go to Account Settings
2. Navigate to Google Workspace Provisioning
3. Click Disconnect
4. Confirm the disconnection

Once disconnected, automatic synchronization will stop, but your existing recipient data will remain in Tartan.

Reauthorize Google Workspace

You may need to reauthorize Google Workspace if:

• Your authentication token expires
• Required scopes change
• Your domain is removed or renamed

To reauthorize:

1. Go to Account Settings
2. Navigate to Google Workspace Provisioning
3. Click Reauthorize
4. Follow the OAuth authentication flow again

When reauthorization is needed:

• A notification will appear in the Tartan application
• You'll receive an email indicating that syncs are paused
• The application continues to run with data from the last successful sync
• No new recipients are imported until reauthorization is complete

Frequently Asked Questions

Need Help?

If you encounter issues or need assistance with Google Workspace provisioning:

• Contact our support team at [email protected]
• Include details about error messages or specific issues you're experiencing