Create a new Google Workspace account
By default, when Google account creation is initiated from Brightspace, Google accounts can be generated using the Brightspace user name.
If a Brightspace user name is already taken in Google Workspace, a random, unique four-digit number is appended to the Brightspace user name. If this attempt is unsuccessful, an error message notifies you that a unique account name cannot be created. You must create a user name manually through the Google Workspace server, then access the Google Workspace Administration page again to link it with a Brightspace user account.
- From the Admin Tools menu, or in the Organization Related section of the Admin Tools widget, click Google Workspace Administration.
- On the Manage Users page, click New User.
- On the New Google Workspace Accounts page, select the Brightspace user(s) from the list on the New Google Workspace Accounts page that you want to create Google Workspace accounts for.
The list displays all users, including those who already have a Google Workspace account linked to their Brightspace account.
- Review the user names for which you want to create Google Workspace accounts in the Review Selected Items area. To remove a user name from the list, click the
icon for that user.
- To configure password options, in the Create Password for Selected Users area, choose one of the following options:
- Generate a unique random password for selected users - selecting this radio button creates a unique random password for each user.
The system only generates passwords for users configured to receive email. If users aren't configured to receive email, there is no way for them to receive a system-generated password, or for the administrator to find out what the system-generated password is. Therefore, administrators should set a manual password if users are not configured to receive email and communicate the password to the user using the method of their choice. For information on how to configure users to receive emails via Brightspace email addresses, see D2L email configuration options. - Manually select a password - selecting this radio button enables you to manually set a password for all users selected for Google Workspace account creation.
Note:In both cases, users change their password after they authorize their account through the Google Workspace server.
- In the Account Link Options area, select the Email Notification check box to send an automatic notification to the user's Brightspace email containing the user's Google Workspace username.
- Click Create Account.
Link an existing Google Workspace account
- From the Admin Tools menu, or in the Organization Related section of the Admin Tools widget, click Google Workspace Administration.
- On the Manage Users page, click Link User.
- On the Link to Existing Google Workspace Account page, select a single Brightspace user from the list to link to an existing Google Workspace account.
The list on the Link to Existing Google Workspace Account page displays all users, including those who already have a linked Google Workspace account.
- In the Google Workspace Account area, enter an existing Google Workspace email address.
- In the Account Link Options area, select the Email Notification check box to send an automatic notification to the user's Brightspace email containing the user's Google Workspace username.
Note: The user must be configured and have the appropriate permissions to receive the notification that their account has been linked.
- Click Create.
Bulk import Google Workspace account links
The bulk import functionality uploads a CSV file that contains links between Brightspace user accounts and existing Google Workspace accounts. The Google Workspace accounts you supply in the CSV file must already exist; otherwise, an error displays and the bulk import tool continues to the next action.
- From the Admin Tools menu, or in the Organization Related section of the Admin Tools widget, click Google Workspace Administration.
- Click Bulk User Import.
- Click Choose File, select a CSV file, and click Open.
- In the Account Link Options area, select the Email Notification option.
- Click Next.
You can view the importing progress of the CSV file on the Process File page. If the import tool encounters errors in the CSV file, it generates an error report summary. You can view the error report summary by clicking View Error Report on the Process File page.
- Click Done.
Activate or deactivate a link between a Brightspace and Google Workspace account
If the link to a user's Google Workspace account is activated (restored), the user can access Google data from Brightspace automatically, via the Google Workspace widget on the My Home or course home page. If the link to a user's Google Workspace account is deactivated (suspended), the user must enter a password to reactivate the link and access their Google data from Brightspace.
- From the Admin Tools menu, or in the Organization Related section of the Admin Tools widget, click Google Workspace Administration.
- On the Manage Users page, select the check box(es) for the link(s) you want to activate or deactivate and click Restore Accounts or Suspend Accounts.
Important: By clicking Restore Accounts or Suspend Accounts, you are activating or deactivating the user’s Google Workspace account, in addition to activating or deactivating the link.
- Click Yes.
Delete a link between a Brightspace and Google Workspace account
This action deletes the link between the accounts, not the accounts themselves.
- From the Admin Tools menu, or in the Organization Related section of the Admin Tools widget, click Google Workspace Administration.
- On the Manage Users page, select the check box for the account link that you want to delete.
- Click Delete.