This guide explains the synchronization modes available when syncing data from Google Workspace to SignatureSatori.
You can perform a global synchronization for all users by clicking the Sync from Google Workspace button above the user list in Users & Set-up.
When you click on the button, you will be asked to select the synchronization modes.
The modes are:
These modes determine exactly what information is updated and how it's updated when data is pulled from Google Workspace to SignatureSatori. Understanding these differences helps you keep your user data accurate without accidentally overwriting information you want to preserve in SignatureSatori.
Alternatively, you can synchronize individual users. For detailed instructions on this, please see our article: Individual User Data Sync.
Let's take a closer look at each mode:
1. User List
Add new users and remove deleted from Google Workspace
What it does: This is the foundational synchronization. It makes sure your list of users in SignatureSatori matches your Google Workspace directory.
Impact on Data: This mode only affects the user list. It does not change any existing user details (like phone numbers, job titles, departments) already stored within SignatureSatori profiles.
Adds New Users: Any user account created in Google Workspace since the last sync will be added to SignatureSatori.
Removes Deleted Users: Any user account deleted in Google Workspace since the last sync will be removed from SignatureSatori.
💡See examples: (click to expand)
💡See examples: (click to expand)
If you hire a new employee and create their Google Workspace account, running this sync will add them to your SignatureSatori user list.
If an employee leaves and you delete their Google Workspace account, this sync will remove them from SignatureSatori.
Note: If you want to remove users from SignatureSatori who are suspended, archived, or do not have a mailbox in Google Workspace, please see this article: How to delete suspended users.
2. User Details
Update Profile Information
What it does: This mode focuses on updating the profile information (attributes like phone number, job title, department, etc.) for users who are already in SignatureSatori. It pulls this data directly from their Google Workspace profiles.
Impact on Data: This sync updates the data inside a user's profile.
Note: When performing a global sync, selecting this mode automatically includes the "User List" sync (Mode 1).
You must choose one of the following three sub-options to specify how the rewrite behaves:
a) Write data from Google Directory only where currently empty
What it does: This option "fills in the blanks." It only adds data from Google Workspace into fields that are empty in SignatureSatori. If a field in SignatureSatori already has information, it will not be changed.
Use Case: This is the safest option if you prefer to manage user details directly in SignatureSatori and just want to fill in any missing pieces from Google Workspace.e.
💡See examples: (click to expand)
💡See examples: (click to expand)
A user's Job Title is empty in SignatureSatori, but is "Marketing Manager" in Google Workspace -> Sync -> Job Title in SignatureSatori becomes "Marketing Manager".
A user's Phone is "111-222-333" in SignatureSatori, but is "999-888-777" in Google Workspace -> Sync -> Phone in SignatureSatori remains "111-222-333".
b) Rewrite all except where empty in Google Directory
What it does: This updates SignatureSatori fields with the data from Google Workspace, unless the field in Google Workspace is empty. This option is great for preventing data you've saved in SignatureSatori from being accidentally erased by an empty field in Google Workspace.
Use Case: Use this when Google Workspace is your main source of info, but you don't want to lose data you've entered in SignatureSatori if a corresponding field in Google is blank. Also suitable if you manage certain user details primarily in SignatureSatori but want to update others from Google Workspace.
💡See examples: (click to expand)
💡See examples: (click to expand)
User's Department is "Sales" in SignatureSatori, but "Business Development" in Google Workspace -> Sync -> Department in SignatureSatori becomes "Business Development".
User's Mobile is "+1 555 1234" in SignatureSatori, but the mobile phone field is empty in Google Workspace -> Sync -> Mobile in SignatureSatori remains "+1 555 1234".
c) Rewrite all from Google Directory
What it does: This is the most comprehensive option. It completely overwrites all corresponding user detail fields in SignatureSatori with the current data from Google Workspace, regardless of what was previously in SignatureSatori. If a field is empty in Google Workspace, it will become empty in SignatureSatori.
Use Case: Ideal if Google Workspace is your definitive source for all user data and you want SignatureSatori to always mirror it exactly. Also recommended after significant data updates in Google Workspace or if you change your domain.
💡See examples: (click to expand)
💡See examples: (click to expand)
User's Job Title is "Sales Assistant" in SignatureSatori but "Sales Manager" in Google Workspace -> Sync -> Job Title in SignatureSatori becomes "Sales Manager".
User's Department is "Support" in SignatureSatori, but the department field is empty in Google Workspace -> Sync -> Department in SignatureSatori becomes empty.
3. Group membership
Reload/Rewrite Based on OUs
What it does: This mode synchronizes group memberships within SignatureSatori based on the user's Organizational Unit (OU) structure in Google Workspace. Users will be added to or removed from SignatureSatori groups to match their current OU assignment in Google Workspace.
Impact on Data:
This sync directly affects which signature templates users receive, as templates are by default assigned to groups.
This sync overrides manual group changes. If you manually added a user to a special group in SignatureSatori, this sync will move them back to the group that matches their OU in Google Workspace.
If an OU exists in Google Workspace but not in SignatureSatori, a new group with the same name will be created.
Deleted OUs/Groups: If an OU is deleted in Google Workspace, the corresponding group in SignatureSatori is not automatically deleted by this sync. You would need to remove it manually in SignatureSatori or contact support for assistance.
Note: When performing a global sync, selecting this mode automatically includes the "User List" sync (Mode 1).
💡 See examples: (click to expand)
💡 See examples: (click to expand)
💡Example 1 (Moving to an existing OU):
User John is in "Sales OU" (Google Workspace & SignatureSatori group). If you move John to "Support OU" in Google Workspace, the sync will move him to the "Support OU" group in SignatureSatori.
💡Example 2 (Moving to a new OU):
User Jane is in "Marketing OU". You create a new "Development OU" in Google Workspace and move Jane there. The sync will create a "Development OU" group in SignatureSatori and move Jane into it.
💡Example 3 (OU sync overrides manual changes):
User Peter is in "Finance OU" (Google Workspace). You manually add Peter to a "Special Project Team" group in SignatureSatori. After sync, Peter will be moved back to the "Finance OU" group in SignatureSatori, and removed from "Special Project Team". The "Special Project Team" group remains, but Peter is no longer in it.
💡Example 4 (Renaming an OU):
Your "Old Sales Team" OU in Google Workspace is renamed to "New Revenue Team". The sync will create a new "New Revenue Team" group in SignatureSatori and move users there. The original "Old Sales Team" group in SignatureSatori will remain, likely empty.
Automatic Synchronization
If you have an active subscription or the Google Workspace Data Sync for Credits, you can enable Automatic Daily Synchronization.
For specific instructions on setting up and configuring the daily automatic synchronization, please refer to this guide: Activating daily Google Workspace Data Sync.