SpinOne for GW Policies

Learn how to create special SpinOne Policies for Google Workspace to automate onboarding, offboarding, and add-on management for your organization.

Written By Davit Asatryan (Administrator)

Updated at August 14th, 2023

Create SpinOne policies to automate onboarding, offboarding and add-ons management for your organization! 

Remember that for each and every Security Policy, you can specify Scopes and Exceptions, outlining what users, OUs the policy should and should not apply to.

Policy 1 - Onboarding Entities

With new employees being hired and new Shared Folders being created everyday, it is imperative for organizations to ensure that their mission critical data is being protected. Through the Onboarding Entities security policy, administrators can now automate activation of entities. 

The conditions of the Onboarding policy can detect:

  • Active Users- enabling this condition will allow the policy to detect active users
    • New users - only new users who have been added to Google Workspace after the policy has been enabled
    • All users - all existing and all new users
  • Shared Drives - enabling this condition will allow the policy to detect active Shared Drives
    • New Shared Drives - only new Shared Drives that have been created after the policy has been enabled
    • All Shared Drives - all existing and all new Shared Drives

The policy can perform the following actions:

  • Activate - activate all entities detected in the Conditions section. If a user is being activated, a license will be utilized
  • Activate Autobackup - enables autobackup based on the configurations specified in the Autobackup section for Users and Shared Drives respectively
  • Set storage location - specify where the entity's data will be stored. Admins can choose the default storage location for their organization, or specify a different area
  • Auto-purchase - if there are no available licenses for activating a user, the policy will auto-purchase licenses utilizing the payment method on file
  • Send notification - the policy will send a notification to the administrator notifying of what actions were taken place


Policy 2 - Offboarding Entities

Similar to automating entity onboarding, it is also necessary to streamline archiving, suspending backups and removal of entities that are no longer required.

The conditions of the Offboarding policy can detect:

  • Suspended Entities - Users that have been suspended in Google Workspace but have an active license assigned on SpinOne
  • Deleted Entities - Users and Shared Drives that no longer exist in Google Workspace but are protected on SpinOne

The policy can perform the following actions:

  • Change status- allows converting an activated entity to a different status
    • Archive - replaces a main subscription license with an archive license for users
    • Deactivate - deactivates the User or Shared Drive from SpinOne (NOTE: Deactivated entity data will be automatically deleted in 30 days. In case an entity has been accidentally deactivated, there is a 30 day grace period to reactivate)
  • Suspend Backups - turns off autobackups for detected entities. This is useful for maintaining snapshot history
  • Auto-purchase archive licenses - if there are no available archive licenses for archiving a user, the policy will auto-purchase licenses utilizing the payment method on file
  • Send notification - the policy will send a notification to the administrator notifying of what actions were taken place


Policy 3 - Add-Ons Management

The Add-Ons management policy will allow administrators to manage:

  • Storage Add-Ons - applicable to the SpinOne, SpinSecurity and SpinBackup subscription plans
  • Apps Add-Ons - applicable to the SpinApps subscription plan only


The conditions of the Add-Ons Management policy can detect:

  • Unavailable Apps - when the number of applications detected is more than the limit on the subscription plan
  • Storage Exceeded - activated when the allocated storage limit has been exceeded

The policy can perform the following actions:

  • Auto-Purchase - the policy will auto-purchase the necessary add-ons to ensure complete protection utilizing the payment method on file

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