Synchronize Users from Google Workspace to Yeastar P-Series Software Edition

After integrating Yeastar P-Series Software Edition with Google Workspace, you need to synchronize Google user accounts to Yeastar PBX and assign them extensions, so that the users can engage in business communications using their office extensions.

Introduction

Before you begin, read the following information on the supported number and scope of user synchronization.
Number of users supported for synchronization
The number of users that can be synchronized from Google Workspace depends on the number of extensions that PBX system can create.
Scopes of user for synchronization
Yeastar PBX allows you to flexibly define the synchronization scope for Google users. Refer to the following table for more details.
Synchronization scope Description Instruction
Synchronize all users Synchronize all users within the organization, regardless of their status.

Extensions will be automatically created and associated with the synced users based on your assignment rule.

 Synchronize all Google users to Yeastar PBX
Synchronize users in specific organizational unit Synchronize users from specific organizational unit(s), excluding deleted users.

Extensions will be automatically created and associated with the synced users based on your assignment rule.

 Synchronize Google users in specific organizational unit to Yeastar PBX
Synchronize users in specific group Synchronize users from specific group(s), excluding deleted users.

Extensions will be automatically created and associated with the synced users based on your assignment rule.

 Synchronize Google users in specific group to Yeastar PBX
Synchronize specific users Synchronize manually selected users, excluding archived and deleted users.

You need to assign extensions manually for the synced users.

Note: This requires you to create extensions in advance before you set up user synchronization from Google Workspace.
 Synchronize specific Google users to Yeastar PBX

Synchronize all Google users to Yeastar PBX

  1. Access the configuration page of user synchronization.

    1. Log in to PBX web portal, go to Integrations > Collaboration.
    2. Scroll down to the User Synchronization section.
  2. In the User Range for Extension Auto Creation drop-down list, select All Users.

  3. Set up extension assignment policies to define how the synced Google users are associated with PBX extensions.

    1. In the User's Extension Number drop-down list, select a rule for assigning extensions.
      Item Description
      Assign Automatically Assign extension numbers from a specific starting number.

      If you select this option, you need to specify a starting number in the Start Extension Number from field.
      Read Specific Property Value

      Assign extension numbers based on the value of a specific user account property.

      If you select this option, you need to specify a property name in the Property Name field.

      Example: externalIds.#(type=="organization").value
    2. In the Delete the Extension when its associated user account is drop-down list, select the account status(es) at which PBX will stop synchronizing the users, and delete their associated extensions.

    3. In the Auto associate Extensions with the Users that share the same email address option, set whether to synchronize the Google users who have the same email addresses as existing extensions.
      • If selected, the users with same mailboxes will be synchronized to PBX and associated with the existing extensions.

        The extensions' user information will be overwritten by that of the users.

      • If unselected, the users with same mailboxes will NOT be synchronized to PBX, as Yeastar PBX does NOT allow duplicated email addresses.
  4. If you want to send Linkus Welcome Email to the synced users, select the checkbox of Send Welcome Email automatically after an extension is created.
  5. Click Save.
    PBX will perform the initial user synchronization immediately. When the synchronization is completed, the followings are achieved:
    • A notification banner appears to show the synchronization result.

    • All Google users are synchronized to the PBX and assigned extensions (Path: Extension and Trunk > Extension). These extensions are marked with , and can NOT be deleted from PBX.

      Note: The First Name, Last Name, Email Address, Mobile Number, and Job Title of these extensions are synchronized from Google. Therefore, they can only be updated in Google, and the changes will be reflected to the PBX during a synchronization.

Synchronize Google users in specific organizational unit to Yeastar PBX

  1. Access the configuration page of user synchronization.

    1. Log in to PBX web portal, go to Integrations > Collaboration.
    2. Scroll down to the User Synchronization section.
  2. Set the system to synchronize users from specific organizational unit(s).

    1. In the User Range for Extension Auto Creation drop-down list, select Users in Specific Organizational Unit.
    2. In the Organizational Units drop-down list, select one or more organization units.
  3. Set up extension assignment policies to define how the synced Google users are associated with PBX extensions.
    1. If you want the system to automatically delete the extensions associated with out-of-sync Google users, select the checkbox of Auto delete the Extensions no longer in sync.
      Note: This helps automatically remove unused extensions when the user synchronization scope changes.
    2. In the User's Extension Number drop-down list, select a rule for assigning extensions.
      Item Description
      Assign Automatically Assign extension numbers from a specific starting number.

      If you select this option, you need to specify a starting number in the Start Extension Number from field.
      Read Specific Property Value

      Assign extension numbers based on the value of a specific user account property.

      If you select this option, you need to specify a property name in the Property Name field.

      Example: externalIds.#(type=="organization").value
    3. In the Delete the Extension when its associated user account is drop-down list, select the account status(es) at which PBX will stop synchronizing the users, and delete their associated extensions.

    4. In the Auto associate Extensions with the Users that share the same email address option, set whether to synchronize the Google users who have the same email addresses as existing extensions.
      • If selected, the users with same mailboxes will be synchronized to PBX and associated with the existing extensions.

        The extensions' user information will be overwritten by that of the users.

      • If unselected, the users with same mailboxes will NOT be synchronized to PBX, as Yeastar PBX does NOT allow duplicated email addresses.
  4. If you want to send Linkus Welcome Email to the synced users, select the checkbox of Send Welcome Email automatically after an extension is created.
  5. Click Save.
    PBX will perform the initial user synchronization immediately. When the synchronization is completed, the followings are achieved:
    • A notification banner appears to show the synchronization result.

    • Google users in the specified organizational unit(s) are synchronized to the PBX and assigned extensions (Path: Extension and Trunk > Extension). These extensions are marked with , and can NOT be deleted from PBX.

      Note: The First Name, Last Name, Email Address, Mobile Number, and Job Title of these extensions are synchronized from Google. Therefore, they can only be updated in Google, and the changes will be reflected to the PBX during a synchronization.

Synchronize Google users in specific group to Yeastar PBX

  1. Access the configuration page of user synchronization.

    1. Log in to PBX web portal, go to Integrations > Collaboration.
    2. Scroll down to the User Synchronization section.
  2. Set the system to synchronize users from specific group(s).

    1. In the User Range for Extension Auto Creation drop-down list, select Users in Specific Group.
    2. In the Group drop-down list, select one or more groups.
  3. Set up extension assignment policies to define how the synced Google users are associated with PBX extensions.
    1. If you want the system to automatically delete the extensions associated with out-of-sync Google users, select the checkbox of Auto delete the Extensions no longer in sync.
      Note: This helps automatically remove unused extensions when the user synchronization scope changes.
    2. In the User's Extension Number drop-down list, select a rule for assigning extensions.
      Item Description
      Assign Automatically Assign extension numbers from a specific starting number.

      If you select this option, you need to specify a starting number in the Start Extension Number from field.
      Read Specific Property Value

      Assign extension numbers based on the value of a specific user account property.

      If you select this option, you need to specify a property name in the Property Name field.

      Example: externalIds.#(type=="organization").value
    3. In the Delete the Extension when its associated user account is drop-down list, select the account status(es) at which PBX will stop synchronizing the users, and delete their associated extensions.

    4. In the Auto associate Extensions with the Users that share the same email address option, set whether to synchronize the Google users who have the same email addresses as existing extensions.
      • If selected, the users with same mailboxes will be synchronized to PBX and associated with the existing extensions.

        The extensions' user information will be overwritten by that of the users.

      • If unselected, the users with same mailboxes will NOT be synchronized to PBX, as Yeastar PBX does NOT allow duplicated email addresses.
  4. If you want to send Linkus Welcome Email to the synced users, select the checkbox of Send Welcome Email automatically after an extension is created.
  5. Click Save.
    PBX will perform the initial user synchronization immediately. When the synchronization is completed, the followings are achieved:
    • A notification banner appears to show the synchronization result.

    • Google users in the specified group(s) are synchronized to the PBX and assigned extensions (Path: Extension and Trunk > Extension). These extensions are marked with , and can NOT be deleted from PBX.

      Note: The First Name, Last Name, Email Address, Mobile Number, and Job Title of these extensions are synchronized from Google. Therefore, they can only be updated in Google, and the changes will be reflected to the PBX during a synchronization.

Synchronize specific Google users to Yeastar PBX

  1. Access the configuration page of user synchronization.

    1. Log in to PBX web portal, go to Integrations > Collaboration.
    2. Scroll down to the User Synchronization section.
  2. Set the system to synchronize specific users and manually assign extensions to the users.

    1. In the User Range for Extension Auto Creation drop-down list, select Specific Users.
    2. In the Search Criteria drop-down list, set whether to search users by organizational unit or by group. Then specify the target unit or group, and click Search Users.

      Users that match the selected criteria are listed in the search results.

    3. In the Search Result List section, select the checkboxes of the desired users, then click Synchronize to PBX.
    4. In the Synchronization List, select an extension from the drop-down list to associate with the user.
      Note: In case you want to cancel syncing a selected Google user, proceed as follows:

  3. Set up extension management policies to define how to handle the extensions associated with Google users when the user synchronization scope or user account status changes.

    1. If you want the system to automatically delete the extensions associated with out-of-sync Google users, select the checkbox of Auto delete the Extensions no longer in sync.
      Note: This helps automatically remove unused extensions when the user synchronization scope changes.
    2. In the Delete the Extension when its associated user account is drop-down list, select the account status(es) at which PBX will stop synchronizing the users, and delete their associated extensions.
  4. If you want to send Linkus Welcome Email to the synced users, select the checkbox of Send Welcome Email automatically after an extension is created.
  5. Click Save.
    PBX will perform the initial user synchronization immediately. When the synchronization is completed, the followings are achieved:
    • A notification banner appears to show the synchronization result.

    • The specified Google users are synchronized to PBX and assigned extensions (Path: Extension and Trunk > Extension). These extensions are marked with , and can NOT be deleted from PBX.

      Note: The First Name, Last Name, Email Address, Mobile Number, and Job Title of these extensions are synchronized from Google. Therefore, they can only be updated in Google, and the changes will be reflected to the PBX during a synchronization.

What to do next

If you want to allow the synced users to log in to Linkus UC Clients using their Google accounts, you need to configure the Single Sign-on (SSO) feature.

For more information, see Allow Users to Log in to Linkus UC Clients with Google SSO.