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How to Manage Policies in gPanel

Automate onboarding, user management, and other administrative workflows in Google Workspace with gPanel Policies. 

Contents 

Maintaining a consistent Google Workspace environment shouldn't require constant manual intervention. The Policies module in gPanel acts as a governance engine that automatically establishes and enforces your organization's "Standard Operating Procedure."

Whether you are ensuring that all users have brand-compliant email signatures or proactively reverting unauthorized changes to Drive sharing permissions, Policies work in the background to keep your domain secure and organized by default.

Policies are available across all gPanel product tiers, but please note that the gPanel Starter tier only includes up to 50 active policies. 

Create a Policy

  1. Navigate to the Policies section (Automation > Policies). 

  2. Click the Create Policy button in the top right corner.

    gPanel Policies dashboard with the Create Policy button highlighted to begin setting up automated governance rules.

  3. Fill out the following information:
    1. Policy Name & Type: Provide a descriptive name. Choose between a Standard policy (for ongoing maintenance) or New User Creation (to automate onboarding tasks the moment an account is made).
    2. Execution Method: Choose Manual Run for one-time fixes or Scheduled Run for continuous enforcement.
    3. Notifications: Designate users or groups to receive email alerts whenever the policy executes, providing a transparent audit trail.

      gPanel Create Policy interface showing Basic Information setup, including policy type, scheduling options, and email notification settings.
  4. Next, select the actions you would like to occur when this policy runs. You can select multiple actions to run simultaneously, such as:
    1. Add Delegate To Account
    2. Add Send As
    3. Add To Group
    4. Add To Shared Drive
    5. Change Contact Sharing
    6. Change cPanel Role
    7. Change gPanel Role
    8. Change IMAP
    9. Change POP
    10. Clear Primary Calendar
    11. Create Gmail Filter
    12. Create Gmail Label
    13. Disable Two Factor
    14. Duplicate User Groups
    15. Force Password Reset
    16. Hide From Directory
    17. Last Login Action
    18. Reassign Aliases
    19. Remove Delegate From Account
    20. Remove Domain Findable Shares
    21. Remove From Group
    22. Remove Public Shares
    23. Remove Specific Shares
    24. Set Forwarding
    25. Set Organization
    26. Set Profile Information
    27. Sign Out User
    28. Suspend User
    29. Unsuspend User
    30. Update Mobile Devices
    31. Suspend Inactive User
      gPanel Create Policy Actions interface for selecting specific automated tasks to occur when a policy runs.
  5. Define the specific targets (users, groups, organizational units, or domains) that this policy will apply to. Move the targets from the "Choices" list to the "Chosen" column to select. You can also specify users who should be excluded from the policy's actions during this stage.

    gPanel Create Policy Targets interface showing options to select Target Type by User, Group, Org Unit, or Domain and an exclusion search field.
  6. If you selected a scheduled run, define the frequency and time. 
    gPanel Create Policy Schedule interface showing options to set the time and frequency for automated policy runs.
  7. Carefully review your configured policy to ensure accuracy. Once confirmed, click 'Create Policy' to save your settings.

gPanel Create Policy Review screen displaying a summary of basic information, actions, targets, and schedule before final creation.

Managing Existing Policies

  1. Edit: Click the Pencil (Edit) icon to modify filters or actions as your organizational needs evolve.
    gPanel Policies action bar with the pencil icon highlighted for editing existing management policies.

  2. Clone: Use the Clone icon to duplicate a complex policy. This is a massive time-saver when creating similar policies for different departments.
    gPanel Policies action bar with the clone icon highlighted for duplicating an existing policy configuration.

  3. Manual Run: Click the Play button to trigger a policy immediately.
    gPanel Policies dashboard with the Play icon highlighted to manually run a selected management policy.

  4. Delete: Use the Trash icon to remove obsolete policies.

gPanel Policies dashboard with the trash icon highlighted for deleting selected management policies.

Real-World Use Cases for Administrators

Administrators can solve complex manual workflows with these common gPanel Policy configurations:

  • Zero-Touch Onboarding: Create a New User Creation policy that automatically adds every new hire to the "All-Staff" Google Group, creates a standard "Welcome" Gmail label, and assigns them to their department's Shared Drive.

  • Security Hardening: Set a Scheduled Policy to run daily that "Removes Public Shares" and "Removes Domain Findable Shares." This ensures that even if a user accidentally shares a sensitive document globally, gPanel will automatically revoke that access within 24 hours.

  • Automated Offboarding: When a user is moved to a "Terminated" OU, a policy can be triggered to "Sign Out User," "Disable Two Factor," "Force Password Reset," and "Hide From Directory" simultaneously.

  • Storage & Cleanup: Use the Suspend Inactive Users action to automatically identify and suspend accounts that haven't logged in for 90 days, saving on license costs and reducing the attack surface.

  • Brand Consistency: Enforce "Set Profile Information" and "Set Forwarding" rules to ensure that all customer-facing staff maintain a uniform identity and that emails are correctly routed during departmental shifts.