Integrate with Google Apps

If you've got an existing Google Apps user directory, you can use it to manage user accounts in Atlassian Cloud. You can import your existing Google Apps user directory to save setup time. Once you've connected your Atlassian site, you can select which user groups you want to sync from Google Apps. However, adding Google Apps users may change your user count and affect your bill. 

We're changing the way we sync Google Apps users on Atlassian sites. As a site admin, you might be asked to re-connect Google Apps if group-based syncing wasn't enabled on your site when you signed up. 

Until our changes are complete, we might not support multiple separate domains, sub-domains, or domain aliases in Google Apps, and if your Google Apps account is associated with multiple domains, only users from the primary domain will be synced to Atlassian Cloud. Users can log in with email addresses on your primary domain only.

Before you begin

To enable Google App integration, you must:

  • Allow access to the Google Administrative APIs for your domain. Ensure this setting is enabled on your domain before integrating Google Apps.
  • Have administrator access on your Google Apps domain to set up the integration. If your administrator access is revoked in the future, your integration will stop functioning.
  • Be a site admin in Atlassian Cloud. Once the connection is established, you won't have to keep your admin permission in Atlassian Cloud to maintain the connection.

Do I have group-based syncing?

You'll have group-based syncing if you've already completed the set up wizard (screenshot below). For more questions about group-based syncing, check out our Google Apps group-based syncing FAQs.

To set up Google Apps:

  1. Go to 
     >  User management
  2. Select Google Apps in the sidebar
  3. Select Connect Google Apps
  4. Select which groups you want to sync from Google Apps

Note that you can connect multiple Atlassian Cloud sites to the same Google Apps account - if you do, ownership of the domain and users from the domain would be shared across instances.

Reconciling Google Apps users with Atlassian Cloud users

When you connect Google Apps, any users with an email matching one in Atlassian Cloud will be synced. Once synced, we use a Google ID to consolidate your user base. After initial sync it doesn't matter what email or username your users have, the Google ID is unique to every user. If users later change their information in Atlassian Cloud (for example, their name or email address), we sync the changes within four hours.

If you don't have group-based syncing enabled, a user is created in Atlassian Cloud each time a new user logs in using their Google Apps account. If you'd like to have a Google Apps user created in your site prior to them logging in, you can create the new user as an External (non-Google) user in Atlassian Cloud user management.

 

  If you haven't connected your site to Google Apps...

When a Google Apps user logs in, they'll be logged in to Atlassian Cloud with the same username (i.e. their username in Google Apps, before @domain, is the same as the username in Atlassian Cloud) as long as their Atlassian Cloud account's email address matches their Google Apps email address. If the address doesn't match, they'll be prompted to claim the account that matches their username by providing the password of their Atlassian Cloud account.

If you create a user in Atlassian Cloud, it's important to use the exact username that a Google Apps user will log in with, otherwise the user can't be reconciled with the existing account. For example:

 

Atlassian Cloud username Google Apps username Email address Result
FirstLast FirstLast FirstLast@atlassian.com (tick) User accounts will be merged
FirstMiddleLast FirstLast FirstLast@atlassian.com (error) User accounts can't be merged
FirstLast@atlassian.com FirstLast FirstLast@atlassian.com (error) User accounts can't be merged

 

You can create users in Atlassian Cloud so you can pre-configure permissions for new Google Apps users. When users claim their username, Atlassian Cloud will update the user information to match their Google Apps user information. If users later change their information in Atlassian Cloud (for example, their name or email address), Atlassian Cloud will not overwrite this information with the user's Google Apps information again.

Domain management

When you connect your Atlassian site to Google Apps, all existing domain claims will be revoked. All domains associated with your Google Apps account, including sub-domains, will be automatically claimed. All users coming from those domains can be managed in Google. As long as you remain connected to Google Apps, you won't be able to manually claim any domains via Atlassian administration.

Note that if you have users who belong to a claimed domain, but aren't part of the groups you've synced, you can't edit their details anywhere. If you'd like to update a user's details, they'll need to be synced.

To learn more, check out our page on Managed accounts an domain claim verification

How to disable Google Apps Integration

  1. Go to 
     >  User management
  2. Select Google Apps in the sidebar
  3. Select Disconnect Google Apps and follow the prompts

 

Before you disconnect, consider the following:

  • Your users will still be able to log in to your Atlassian Cloud site with their Google credentials. However, their details won't be synced.
  • If your Google Apps account is no longer connected to your Atlassian Cloud site, and your domain hasn't been claimed by an Atlassian Cloud instance, then users with accounts from that domain will no longer be managed and will be able to edit their account detail

 

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