General Settings
Administrator's Manual

2017/5/30

2024/06/03

rakumo inc
Copyright © rakumo inc. All Rights Reserved.

Copyright © Nihon Gigei, Inc. All Rights

Administrator's Manual

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Table of Contents
1. About This Manual ............................................................................................................................................. 3
2. Configuring the initial settings on the Google Admin Console ................................................................... 4
Allowing Google Workspace and rakumo to be linked ······················································· 4Creating a New User ··································································································· 7
Creating a New Group ································································································ 9Knowledge for expressing the organizational hierarchy on the rakumo ······························· 12
3. Accessing the rakumo Admin Console ........................................................................................................ 15
Accessing the Admin Console····················································································· 15
Authenticating *When you log in for the first time only···················································· 16
Welcome to the rakumo Admin Console ······································································· 17
4. Synchronize with Google Workspace to import user, group, and resource data into rakumo. ............. 19
Overview of Google Sync ··························································································· 19
Google Sync Settings ································································································ 20
Synchronize Google Workspace ·················································································· 28
5. Set the organization name in Organization Name ...................................................................................... 29
6. Configuring the Display/Not display settings for users .............................................................................. 30
7. Setting Group to Display/Not display and Set the Priority of Group/User Display ................................. 32
8. Set the user's primary group .......................................................................................................................... 34
Overview of primary group ························································································ 34
Check the user's primary group ·················································································· 35
Change user's primary group ····················································································· 36
9. Assign a license to a user ................................................................................................................................ 39
Overview of license management ················································································ 39
Check contract status and number of available licenses ··················································· 40
Assign a license ······································································································· 41
Deleting license assignments······················································································ 47
Check the status of license assignment ········································································· 51
10.

Granting administrative privileges to users and groups ....................................................................... 57

11.

Setting a logo and header link to the User page ................................................................................... 60
How to set a logo································································································· 60
Set a header link ·································································································· 60

12.

Frequently asked questions..................................................................................................................... 61

Appendix 1: Registering Settings and Detailed Information Using a CSV File ............................................. 63

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Appendix 2: Editing registered detailed user data ........................................................................................... 67
Appendix 3 The format of the CSV file to set up user data in rakumo ......................................................... 71
Appendix 4 A quick reference to what a user with administrative privileges can do.................................. 76
Appendix 5: Controlling API access from rakumo with domain-wide delegation ....................................... 80
Appendix 6: Registering User Information Using "Custom Attributes" in Google User Profiles. ............... 84

Administrator's Manual

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3

About This ManualThis manual is intended to provide Google Workspace's special administrators with information on
the administrator settings that are commonly configured in all rakumo series. You need to log in to
the rakumo Admin Console as a Google Workspace special administrator to configure the settings.

⚫

Reference: Flow until using each application

1. Set the contents of this manual
The following chapters in this manual are required to be confirmed and set.
→ 2. Configuring the initial settings on the Google Admin Console→ 3. Accessing the rakumo Admin Console→ 4. Synchronize with Google Workspace to import user, group, and resource data into rakumo.
→ 6. Configuring the Display/Not display settings for users→ 7. Setting Group to Display/Not display and Set the Priority of Group/User Display→ 9. Granting administrative privileges to users and groups

2. Make settings specific to the application to be used
* For details, refer to the administrator manual of each application.
https://help.rakumo.com/r/article?site=SH1NFEJ2&id=1
3. Access the user screen of the application⚫

Regarding whether or not the administrator role of Google Workspace and rakumo can be set.

The role of Google Workspace administrator that can execute various settings on the rakumo
management screen is only "Google Workspace Administrator Seed Role".
You cannot configure rakumo with an account that has a role other than "Google Workspace
Administrator Seed Role".
For details on administrator privileges and what can be done, please refer to Appendix 4 A quickreference to what a user with administrative privileges can do.

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2. Configuring the initial settings on the Google Admin Console
Configuration of all the settings in this chapter is required.
To use the rakumo series, configure the initial settings for the Google Admin Console.
Log in to the following URL as a Google Workspace special administrator account and configure thesettings from 2.1-2.4.

https://www.google.com/a/your domain
Enter Google Workspace's domain name to be used for rakumo for your domain.

Allowing Google Workspace and rakumo to be linked
rakumo uses API access to services on Google Workspace using an authentication method called
OAuth2.0 in order to acquire and write information. Before setting rakumo, make sure that API access ispossible.
1. Go to [Security] >> [API Controls] >> [App access control] >> click the [MANAGE GOOGLE SERVICES]
from Overview▼

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2. Check the status in the [Access] column of [Drive], [Calendar], and [Google Workspace Admin].
If "Unrestricted" is set, the setting is complete.
If it is "Restricted", follow step 3.

3. Check "Drive", "Calendar", and "Google Workspace Admin", and then click "Change access".
select "Unrestricted", and click [CHANGE].

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rakumo administrator's manual▼⚫

Reference information

When operating from rakumo using various APIs of Google, the user must "permit" rakumo to accessusing the API. To avoid confusion by omitting the user permission operation, it is recommended that theadministrator "permit" the "whole domain" in advance.
For more information, please refer to Appendix 5: Controlling API access from rakumo withdomain-wide delegation.

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Creating a New User
How to create a new user in Google Workspace. Skip this section if a user is already created.

1. Log in to the Google Admin Console as a Google Workspace special administrator and click the [Users]
button.

2. Click [Add new user] button.

3. Enter your last name, first name, and primary email address. Click the [Create User] button..

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rakumo administrator's manual

After clicking [+], you can create multiple users at once by selecting [Add Multiple Users].
For more details about how to create a user, see the following Google help page.
▼ Add users
https://support.google.com/a/topic/14586

Administrator's Manual

9Creating a New Group
Google Groups functions as a mailing list and one email address is issued for each group.

rakumo uses the Google Groups structure to represent your organization.
For more information, read 2.4. Knowledge for expressing the organizational hierarchy on the rakumo.

This chapter will guide you through the steps when creating a new group.
1. Log in to the Google Admin Console as a Google Workspace special administrator and click the[Groups] button.

2. Click [Create group].

3. Enter a group name, the group's email address, and click the [NEXT] button.
*Note that groups that are created with the [Add all users within {domain} to this group]
checkbox enabled cannot be used in rakumo.

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4. Set the Access Settings and click [NEXT].

5. Set the Security settings and click [CREATE GROUP].

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6. The group has been created.
Then click [Add members to (Group Name)] to add the member.

7. Specify the email address of the user and group you want to add as a member, and click "ADD TO
GROUP".

Note 1) Be sure to add members individually. If you select and add the "Add all current and futureusers of (Company Name) to this group with All Email setting" checkbox in the Advanced, it will
not be recognized as a member of the group on rakumo.
Note 2) When adding a user to a Google group, add the login email address of Google Workspace.
Do not add the user's nickname (alias). Nicknames (aliases) are not recognized by rakumo.
See the following Google help page for how to add a group.
▼ Create a Grouphttps://support.google.com/a/answer/33343

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Knowledge for expressing the organizational hierarchy on the rakumo
On rakumo, we use Google Groups information to represent the organizational hierarchy.
⚫

Information used to represent the organizational hierarchy and how it is handled on rakumo① Google Group: Treated as an organization.
② Users registered as members of Google Groups: Treated as members of that organization. *③ Groups registered as members of Google Groups: Treated as a subordinate organization of thatorganization.
* Except when registering by selecting the [Add all current and future users of (Company Name) to thisgroup with All Email setting] check box⚫ What to do if you have an existing Google groups
Please confirm whether the group structure can express the organizational chart when dealing with theinformation of the existing Google group as mentioned above.
In particular, if you create it and use it as a mailing list, the member registration status of Google
groups may be different from the organizational structure (Example: A group was created for eachproject, Subordinate organizations are not included in the members).
If the existing Google group has different settings and usage status from the organizational structure,please consider creating a new Google group for use with rakumo.

⚫ Example of setting procedure
As an example when setting the organization hierarchy, we will introduce the setting flow based on theactual organization chart.

<Organization chart you want to realize>

Administrator's Manual

13<Flow of user and group settings>
1. Create a group that corresponds to a department and a user that corresponds to an employee.

2. Add users to the group.

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3. Add a group of lower departments to the group of higher departments to be hierarchized.

This completes the setting of Google groups for expressing the organizational hierarchy on rakumo.
Please execute Google Sync from the rakuo management screen to import the settings on rakumo.

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3. Accessing the rakumo Admin Console
Accessing the Admin Console
You need to configure the initial settings on the rakumo Admin Console so you can use
rakumo.

To configure the initial settings, a Google Workspace's special administrator must log in to the rakumo
Admin Console.

https://a-rakumo.appspot.com/admin
Only Google Workspace's special administrators can log in to the rakumo Admin Console when
configuring the initial settings.
No one other than Google Workspace's special administrators can log in to the rakumo Admin Console.

Enter in the [Company ID] sect in the Google Workspace domain name to be used in rakumo. After
entering the company ID, click the [Log in] button.
The settings are shared within the domain. Regardless of which Google Workspace's special
administrator account in the domain you log in as, you will access the rakumo Admin Console for thedomain.

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Authenticating *When you log in for the first time only
Google Workspace's special administrator is asked to permit Google to retrieve data on the request
page when logging in to the rakumo administrator's Control Panel for the first time. Permit this toretrieve the Google data to be used for rakumo series products.

Request page for Google Workspace's data accessAdministrator's Manual

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Welcome to the rakumo Admin Console
After permitting the request in 3.2, the Welcome to rakumo Admin Console page is displayed.

Configure the administrative settings from the items below:⚫
Retrieve data from Google Workspace that is to be used on rakumo. The data to be retrieved is theresources of users, groups, group members, and calendar.

⚫
Set the organization name.

⚫
You can check the status of the contract and assign the purchased license to the user.
It is also possible to check the status of license assignments to users.

⚫
Retrieve users to be used from the Google Workspace account and configure user-specific18

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display settings. The CSV files to be used in Contact and Workflow can also be registered.

⚫
Retrieve the groups you will use from Google Groups and configure the display settings for eachgroup.

⚫
Configure job levels and titles and allocate these to users.
* We use with rakumo Contact, rakumo Workflow, rakumo Attendance. Refer to "rakumo
Workflow administrator manual" 7.7.2 Add Job Title for how to configure the settings.

⚫
You can configure the administrators' roles for users and groups.

⚫
Configure the rakumo menu bar and other screen display settings.

⚫
You can display rakumo gadgets on Google Sites.

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4. Synchronize with Google Workspace to import user, group, andresource data into rakumo.
Overview of Google Sync
You need to perform synchronization processing to retrieve the user data from Google Workspace thatyou will use on rakumo.
Data to be synchronized◼

Users
The last name, first name, and email addresses used to log in to Google Workspace and the registeredgroups of all the users in the rakumo contract domains (includes users whose accounts are not active)
are synchronized.
Also, if you enable synchronization using custom synchronization in the Google Sync Settings*2, the"custom attribute" information in the user profile will also be synchronized.
In addition, the data of the users in the domains added on the Domain Settings*1 is synchronized
together. You cannot select users to be synchronized/users not to be synchronized.
Only users' email addresses used for Google Workspace login are synchronized. The email addresses ofthe domain aliases are not synchronized.

◼

GroupsAll the Google groups in the rakumo contract domain are synchronized. Also, the groups in the domain
added on the Domain Settings*1 are synchronized together.
The groups whose addresses are created from domain aliases are not synchronized. You cannot selectgroups to be synchronized/users not to be synchronized.

◼

Group members
The users (in the rakumo contract domains) registered with the groups in the rakumo contract domains
are synchronized (includes users whose accounts are not active). The users*2 registered with thegroups in the domain that are added on the Domain Settings *1 are also synchronized (includes theusers whose accounts are not active).
The users in the domain outside of the scope of rakumo contract that are registered with the groups
are not synchronized.

◼

Google Calendar resources (Google facilities)
Google Calendar resources are synchronized only when you are subscribed to the rakumo Calendar.

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rakumo administrator's manual*1 See 4.2 Google Sync Settings.
*2 When you are registered with a user alias, data will be synchronized based on the email address used
for Google Workspace login.

Google Sync Settings
You can set the scope of Google Sync and the state after synchronization of users and groups that havebeen synchronized to rakumo for the first time.
<Operation screen>
rakumo Administration Console >Google Sync > Google Sync Settings
https://a-rakumo.appspot.com/admin/gapps_sync/settings* Click “» Edit Settings ” on the Google Sync screen to display the Google Sync settings screen.

<Operation method>
1. On the Google Sync settings screen, change the settings in the domain settings, the sync execution
settings and the notification settings sections as necessary. * Refer to the following pages for thecontents that can be set in each section.
2. Click “Save Settings” at the bottom of the screen.
3. The changed settings are saved and “Saved settings.” Is displayed.

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Domain Settings
Configure these settings to use rakumo in multiple domains when you already manage and use multiple
domains in Google Workspace.

Enter multiple domains in the domain settings field [Add Other Domain] and click [Add].
*This feature is not available if you are using a domain alias for Google Workspace's primary domain. A
domain alias is a domain name that you can use as an alternative name for another domain.

Runtime Settings『Sync Using Custom Attributes』
Retrieve custom attributes set in Google Workspace user information, and update license assignments
and other settings based on that information.
For details on how to set custom attributes and what is synchronized, please refer to Appendix 6:
Registration of user information using "custom attributes" in Google user profiles.
Note that "Sync Using Custom Attributes" and "License Assignment" described below cannot be used
together.
Enabling "Sync Using Custom Attributes" automatically disables "License Assignment".

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rakumo administrator's manual『License Assignment』”Assign Licenses To Newly Created Users” is not made a check on by default. Check “Assign Licenses To
Newly Created Users” and click “Save settings” to automatically assign licenses to users synchronized torakumo only if there are more licenses.
* Licenses will not be automatically assigned to trial applications.
Sorry to trouble you, but please add it manually.

『Display New Users』”Display Newly Created Users” is made a check on by default. The display status of newly created users
who synchronized for the first time to rakumo is “Display”（”ON”）.

『Display New Groups』”Display Newly Created Groups” is not made a check on by default. By making the check ”Display Newly
Created Groups”,the display status of newly created groups which synchronized for the first time torakumo is “Display”（”ON”）.

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To synchronize user aliases, select [Sync User Aliases]. A user alias is an email address that has adomain added in [Add Other Domain] as an alias on Google Workspace's domain page. For instance, if
the primary domain [rakumo.gigei.jp] and a multiple domain [rakumo.gigei.com] are registered in Google
Workspace, you can use taro2014@rakumo.gigei.com as another email address in addition to the login
email address taro@rakumo.gigei.jp, which has the user's name Taro Gigei as the primary domain.
When you select [Sync User Aliases], if the user alias (taro2014@rakumo.gigei.com) is registered in thegroup, Taro Gigei taro@rakumo.gigei.jp will be synchronized in the group after Google Workspace andrakumo have been synchronized.

When you do not want to synchronize a VFE user account, select [Do not Sync VFE User Accounts].
A VFE user account is a free account available only in your domain that moves from Postini (Google
Message Discovery) to Vault. You can exclude this VFE user account from accounts subject to Google
Workspace.
See the help article of Google for more details.
▼ Allocation of licenses for ex-employees of Vault
https://support.google.com/vault/answer/6067442▼ Frequently asked questions about licenses for ex-employees of Vault
https://support.google.com/vault/answer/6067454

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rakumo administrator's manual『Groups to Sync』
Sync All Groups
All groups in Google Synchronize.
Sync Only the Specified Groups
Sync only the specified groups and their lower（child）groups.
Enter email addresses of groups to sync by CSV format（separated by comma or linebreaks）. Up to 20
addresses.
※NOTICE※For syncing only the specified groups and their lower（child）groups, besides groups are eliminated fromrakumo after Google Sync. Therefore before using this function, please confirm the following setting.
■ rakumo Calendar
If besides the specified groups are set permissions to “rakumo Resource”, after Google Sync these groups
permissions are deleted.
■ rakumo Workflow
The Workflow Routes where the Job Title * which User ID and the Group ID are attached to are registered.
When there are Job Title which attached the string to Users and not specified Groups, The users are notassigned from Job Title by Google Sync.
* User Assignments for Job Title at rakumo Admin Console■ rakumo Board
If besides the specified groups are set permissions to bord, after Google Sync these groups permissions
are deleted.
■ rakumo Admin Console
If besides the specified groups are set “Job Title”, after Google Sync users are eliminated from “Job Title”.

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Notification Settings

Recipients specified in this setting will be able to receive email notifications when Google Sync exits
successfully and when there is a problem during Google Sync. All default values are off.

⚫

Setting procedure

1. Check the execution result for which you want to receive notification.

2. Register the email address of the notification destination.

3. Click "Save settings".

⚫

Reference information･ The presence / absence of e-mail notification can be set separately for normal termination andabnormality detection.
･ The notification e-mail address is the same for normal termination and abnormality detection.
･ Up to 10 arbitrary e-mail addresses can be registered as the notification e-mail address.

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rakumo administrator's manual･ You can also register email addresses other than the domains used in Google Workspace. Please be
careful not to enter the wrong email address.
・ The notification email will be written in both Japanese and English in one email.If an abnormality isdetected, the cause of the abnormality is also described in the body of the notification email.

⚫

Content image of notification email

・ At the end of normal

・ When an abnormality is detected➢

If some licenses are not assigned due to insufficient number of licenses, you will be notified byemail as if an abnormality was detected even if Google sync was successful.The subject line ofthis email is the same as that of other emails when anomaly was detected, but the body of theemail states that "Google sync has been completed normally".
In addition, if it is set to receive both "normal end" and "abnormality detection" emails, two email
notifications "at normal end" and "abnormality detection" will be sent at the same time. It will be.
Please note.

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Points to note

Email notification is executed as part of the Google sync process. Therefore, if the following unexpected
situations occur, it may not be possible to detect the occurrence of an abnormality.
・ When the Google sync process itself is forcibly terminated for some reason
・ When the Google sync process does not end for some reason
Please note that this function is provided in accordance with the best effort principle and does notguarantee the detection and notification when an abnormality occurs.

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Synchronize Google Workspace
Synchronize Google Workspace and rakumo to import Google Workspace's data into rakumo.
It's only Super Admin user of Google Workspace Primary Domain that can synchronize Google
Workspace.

<Operation screen>
rakumo Administration Console >Google Sync
https://a-rakumo.appspot.com/admin/gapps_sync* At the first login, it says, "There are no user data" and "There are no group data."<Operation method>
1. On the Google Sync screen, click [Synchronize].
* Google Workspace's special administrators of the Google Workspace primary domain click［ Synchronize ］ button. Google Workspace's special administrators of the Google Workspacesecondary domain can't do Google Sync.

2. Synchronization is started and the message “Started synchronization. Please wait until completion.” Isdisplayed.
3. After a while, click → Reload
4. When synchronization is complete, the message “Completed synchronization with Google Workspace.”
Will be displayed.

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5. Set the organization name in Organization Name
The name of organization displayed on rakumo can be registered.
The organization name registered on this screen will be used in the contact's internal contact "company"
item (*), workflow, Kintai, etc.
The name of organization when applying, is registered by default.

* The name of organization is exported to ”Company”
Settings.

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6. Configuring the Display/Not display settings for users
A list of users retrieved by synchronizing according to section 4 "Synchronizing Google Workspace" isdisplayed. On this page, set users to [Display] or [Not display] on the rakumo User page. Set the total
number of users to [Display].
Example: rakumo Calendar: 100 users; rakumo Contact: 200 users
Calendar only: 50 users; Calendar + Contact: 50 users; Contact only: 150 users. Total number of"displayed" users: 250

rakumo Calendar

150

50

50

rakumo Contact

Calendar only: 100 users; Contact only: 200 users. Total number of "displayed" users: 300

rakumo Calendar

200

100

rakumo Contact

Calendar + Contact: 100 users; Contact only: 100 users. -> Total number of "displayed" users: 200

rakumo Calendar
100

rakumo Contact
100[How to Configure the Display Settings]

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Home > Manage Users > Display Settings
With the [Switch] button, you can switch users between [Display] and [Not display] on rakumo.
You can also switch all users by selecting the checkbox and with the [Display] or [Not display] buttons
at the bottom of the screen.

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7. Setting Group to Display/Not display and Set the Priority ofGroup/User Display
A list of Google groups obtained according to section 4 "Synchronizing Google Workspace" isdisplayed. On this page, set groups to be displayed or not to be displayed on the rakumo User pages.
There is no ceiling on the number of groups displayed.
* [Not display] is selected for groups that are imported into rakumo for the first time. Select[Display] for the groups to be displayed on rakumo and make sure to save.
[How to Configure the Display Settings]
1. Click >> [Show top level groups only] button to display only the top group (parent group).
2.

3. Select a group you wish to display on rakumo with a radio button. Next, enter a number in the[Priority] field. Groups are displayed in ascending order. Finally, click [Save Changes].

3. Go to the [Details] page using the top group ID (parent group ID) and configure the display anddisplay priority settings of the child group. Select a group you wish to display on rakumo with a radio
button. Next, enter a number in the [Priority] field. Groups are displayed in ascending order. Finally, clickAdministrator's Manual

33[Save Changes]. Even when users are displayed instead of child groups, set display priority in the same
way as for groups.
*Display settings are required. Display priority (specified by number) is optional.
* When you set child groups to be displayed on rakumo while the parent group is set not to be displayed,
the child groups are displayed instead of the parent group.

[List of Parent Groups]
If the groups have parent groups, their parent groups are displayed on the group details page. Parent
groups are not displayed when there are none.

Example: Tokyo Headquarters Department - Sales Management Department - Sales Department 1┃- Sales Department 2[Tokyo Headquarters Department] is displayed for the parent group of [Sales Management
Department].
[Sales Management Department] is displayed for the parent group of [Sales Department 1 (or Sales
Department 2)].

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8. Set the user's primary group
Overview of primary group
In Rakumo, the user's core group is set as the "primary group".
Only one group can be specified for each user, and the "Primary group" information is used whendisplaying the group name of the user on rakumo and when determining the application route.
(Refer to the administrator manual of each application for the place where the primary group information
is used.)For users who belong to Google groups, one of the groups is automatically selected as the "primarygroup".
By default, the "primary group" of users belonging to multiple groups is automatically selected as"Display Group" and "First Group in ASCII Code Order" from the list of groups to which the user belongs.

▼ In the case of the image, Aimi Kobayashi's primary group is "all staff".

If there are users who belong to multiple Google groups for reasons such as "belonging to multiple
departments" or "there is a separate internal mailing list from the group hierarchy used by rakumo",
check the primary group. please.

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Check the user's primary group
You can see the primary group currently set for the user.
<Screen to operate>
rakumo Admin Console > Manage Users(Display Settings) > User Details
https://a-rakumo.appspot.com/admin/users
1.

Click Username for the user whose primary group you want to see.

2. On the user details screen, check the primary group.
You can check the setting status of the primary group in "Parent groups of [User name]" at thebottom of the user details screen.

The group selected when the page is opened is the current preferred organization.
・If the current primary group does not have "automatic selection", it has been specified by theadministrator in the past.
・Automatic selection: Displayed when the primary group is not explicitly specified.

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rakumo administrator's manual・Cannot be selected: Displayed in the group whose display status is "Hidden (not displayed)".

Change user's primary group
There are two ways to change the primary group: "Individual specification on the screen" and "Batch
specification by CSV file".

⚫

Change the user's primary group on the screen

From the screen, you can manually change each user's primary group.
<Screen to operate>
rakumo Admin Console > Manage Users(Display Settings) > User Details
https://a-rakumo.appspot.com/admin/users<How to change>
1. Click Username for the user whose primary group you want to see.

2. Check the setting status in "Parent groups of [User name]" at the bottom of the user details screen.

Administrator's Manual37

3. Select the group you want to set as the new primary group.

・If you want to return the primary group designation to the initial state, click the "Deselect" link.
・If the group you want to newly specify as the primary group is "Can not be selected",You can select itby changing the display status of the group to "Display".
4. Click [Save Primary Group Settings]..

5. Click [Save Primary Group Settings]..

6. If you want to change the preferred organization for multiple users, repeat steps 1-5.

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Change the primary group using a CSV file⚫

In addition to operating from the screen, you can also specify the primary group in a batch using a CSV
file.
For details, refer to Appendix 1: Registering Settings and Detailed Information Using a CSV File.

Attention･ You cannot change the primary group settings while Google Sync is in progress or the CSV file creation/ upload / download process is in progress.
・When you specify all at once using a CSV file, be sure to perform "Create CSV", download the CSV thatreflects the latest setting information, and change the priority organization.
・If you make both manual changes to the primary group and changes using a CSV file, the user's primarygroup will reflect the "contents specified later".
Example 1: After specifying the primary group as "Sales Department" on the screen, specify "First Sales
Department" using CSV.
→ The "First Sales Department" specified later will be the user's primary group.

Example 2: After specifying "First Sales Department" using CSV, specify "Second Sales Department"from the screen.
→ The "Second Sales Department" specified later will be the user's primary group.
As shown in Example 2, even if you specify a different primary group on the screen after specifying it in
the CSV file, the contents of the created / uploaded CSV file will not be rewritten and the information
before the change will be retained.
To prevent unintentional change of primary group, download CSV that reflects the latest setting
information and change primary group.

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9. Assign a license to a user
Overview of license management
rakumo uses licenses to manage users.
Assigning a license allows each user to use the application.
Users who have not been assigned a license can not access the user screen. Be sure to assign licenses tousers.

[Example of license assignment and user screen display]▼ For users assigned a calendar, contact license
You can access the user screen and the header link will display the link "Calendar" "Contact".

▼ For Users Assigned Only Calendar Licenses
You can access the user screen, and the header link will display a "Calendar" link.

▼ For a user who has not even been assigned a license
I get an error when I log in and can not access the user screen.

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Check contract status and number of available licenses

You can check the current contract contents and the number of assignable licenses.
<Screen to operate>
rakumo Administration Console > Manage Licenses
https://a-rakumo.appspot.com/admin/licenses⚫

Confirm the contract contents

You can check the contract details (quantity, term, etc.) of G Sutie version rakumo in [Subscriptions].

⚫

Check license usage

You can check the usage status of the license in [Licenses].

・

Used Licenses : Shows the current number of licenses allocated.

・Available Licenses : Shows the total number of allocatable licenses.

The number of allocated licenses and the number of allocatable licenses can also be checked from the
License Assignment screen.

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Assign a license
Assign the license of the application to use to the user who uses rakumo.
The initial state at the time of initial setting is not assigned (“Used Licenses” is “0”).
⚫

Manually assign a license from the screen

Manually assign licenses to users who use rakumo.
<Screen to operate>
rakumo Administration Console > Manage Licenses > Assign license
https://a-rakumo.appspot.com/admin/licenses/users<Operation method>
1. Click [Assign License] displayed at the bottom of "Licenses" of rakumo Administration
Console > Manage Licenses.

2. On the "License Assignment" page, check the application used by the user.

In addition to checking individually, it is also possible to select allocation target range
collectively using the check box.

42

rakumo administrator's manual・ Select all for each application

・ Select all Applications

・ Select all users and all applications

3. Click the "Save" button at the top of the page.

Administrator's Manual43

4. License assignment status is saved.

When you save your changes, the button turns gray.

This completes license assignment from the rakumo Administration Console.

⚫

Assign license in CSV

In addition to operating from the screen, you can also assign licenses in a batch using a CSV
file.
For details, refer to Appendix 1: Registering Settings and Detailed Information Using a
CSV File.

What do you do when this happens?
・The following wording is displayed on the License Assignment page: "The number oflicenses assigned to the [Application Name] exceeds the number that can be
assigned."
If "Available Licenses" is "0" or "Used Licenses" exceeds "Available Licenses", new licenses
can not be assigned.
If the License Assignment page displays "The number of licenses assigned to [Application
Name] exceeds the number that can be assigned.", please do the following.
1. Check current license allocation status. *44rakumo administrator's manual

2. Purchase additional licenses or de-assign unnecessary licenses from existing users andeliminate over-allocation status.
* If you are in your contract the pack, you can assign licenses to the user up to the same
number as the number of subscribers of the pack.
If you receive an error message when the number of allocations for each application has notreached the limit, also check whether the number of "License assigned users" at the bottomof the license allocation screen exceeds the number of contracts for the pack.
・About the count target of the number of Used Licenses
if the check box is selected, it is counted as the number of Used Licenses.
Even if the user's display is set to "Off(Hide)", it is counted as the number of Used Licenses.
・About assigning licenses to existing users
Administrators do not have to reassign licenses for users who existed before June 2019.
If rakumo has been used since June 2019, the setting status of the Service Settings has beentaken over as the license assignment status.
(Example) Users who have checked the Calendar column are automatically assigned acalendar license.
Therefore, existing users can continue to access rakumo and use the application.
・About license assignment to new users
When adding a new user using rakumo after July 2019, a license assignment operation isrequired for the newly added user.
Unlike before June 2019, licenses are not automatically assigned to new users when newusers are added.
We apologize for the inconvenience, but please make sure to assign the license along withthe user's addition operation.
If you wish to automatically assign licenses to users who will be added to rakumo in the
future, please refer to the “Assigning licenses automatically” section below.

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45

Assigning licenses automatically

You can set all active application licenses to be automatically assigned to users who are synchronized torakumo for the first time when performing Google Sync.
<Operation screen>
rakumo Administration Console > Google Sync > Google Sync Settings
https://a-rakumo.appspot.com/admin/gapps_sync/settings<Setting method>
1. Check “Assign Licenses To Newly Created Users” in the Google Sync settings screen.
2. Click “Save Settings” at the bottom of the screen.
3. The changed settings are saved and “Saved settings.” Is displayed.
After the above settings, when a new user is added to rakumo by executing Google Sync, a license will be
automatically assigned to the newly added user.

Notes on automatic assignment
・Only users who are synchronized to rakumo for the first time can be automatically assigned. Automatic
assignment cannot be performed for users who already exist in rakumo.
・When assigning automatically, all valid application licenses are assigned. If you want to specify eachapplication individually, please assign them manually.
・Automatic allocation is performed as long as there are more licenses, but if the licenses have been
exceeded, they will not be allocated.
Example when licenses exceed:-When the number of “Allocated” and “Allocated” are already the same at the time of Google Sync
-If more new users are added than the number of licenses remaining at the time of Google Sync (thedifference between the “number that can be allocated” and “number allocated”) (If two users are added,
neither of them will be assigned a license.)
If the license is exceeded, an error message will be displayed on the Google Sync screen indicating that
there are users who have not been assigned a license because the number of licenses that can be
assigned has been exceeded.

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If the above error message is displayed, check the license assignment status of the newly added userfrom the license assignment screen, and adjust the number of licenses and perform the license
assignment operation manually. Please.

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47

Deleting license assignments
If the rakumo license is no longer needed, you can delete the license assignment to theuser.
[A] How to delete license assignments for users whose settings have been changed in
Google Workspace
If an existing user whose license assignment is to be deleted corresponds to the following,
the assignment will be automatically deleted by executing Google Sync after changing thesettings in Google Workspace.
・ User deleted on Google Workspace・ Users whose status has been changed to "Suspended" on the Google Workspace side
<Screen to operate>
rakumo Administration Console > Google Sync
https://a-rakumo.appspot.com/admin/gapps_sync<Operation method>
1. Use the Google Admin console to suspend or delete a user.
2. Access the rakumo Administration Console > Google Sync.
3. Click “Synchronize” to perform Google Sync.
4. Upon completion of Google Sync, the license assignment of the suspended user ordeleted user is automatically deleted.
Notes
・Only when a user is deleted (or suspended) on Google Workspace, the target user's license
assignment is automatically deleted.
・If you need a license again, for example, because you have restored a deleted user orreactivated a suspended user, you must reassign the license manually.

[B] How to delete license assignment without changing settings on Google Workspace
If you have assigned a license by mistake, or if you want to adjust the number of licenses bydeleting the assignment to users who do not use rakumo, delete the license assignment
manually.

48

rakumo administrator's manual<Screen to operate>
rakumo Administration Console > Manage Licenses > Assign license
https://a-rakumo.appspot.com/admin/licenses/users<Operation method>
1. Click [Assign License] displayed at the bottom of "Licenses" of rakumo Administration
Console > Manage Licenses.

2. On the "License Assignment" screen, uncheck the applications that are not used by theuser.

In addition to unchecking individually, you can also double-click the check box to selectthe range to be deleted.
・ Batch deletion for each application

Administrator's Manual・ Batch delete all applications

・ Batch delete all licenses for all users

3. Click the "Save" button at the top of the page.

49

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4. License assignment status is saved.
This completes the license assignment deletion from the rakumo Administration Console.
Besides performing operations from the rakumo Administration Console, you can alsodelete licenses using a CSV file.
For details, refer to Appendix 1: Registering settings and detailed information using a
CSV file.

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Check the status of license assignment
You can check which application license is assigned to each user.
There are two ways to check the data: on the screen or in a CSV file, depending on the usage scenario.

How to check

Recommended usage scenario

Check on screen

When you want to quickly check the license assignment statusof a small number of users or a specific user.

Check with CSV file

When you want to see a list of license assignments for all users
in the entire organization, such as when inventorying licenses.

<Screen to operate>
rakumo Administration Console > Manage Licenses > Assign license
https://a-rakumo.appspot.com/admin/licenses/users⚫

Check the user's license assignment status on the screen

Check the check status of each user line from the list.

In the state shown in the image, Mai Izumi is assigned the Calendar, Contact, Workflow, and Attendance
licenses.

You can also use the People Search feature to find and check the users you want to check.

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rakumo administrator's manual

Check user's license assignment status in CSV file

Unlike the User Details CSV file, you can output and check the license allocation status of all users,
regardless of their group affiliation status.
<Screen to operate>
rakumo Administration Console > Manage Licenses > CSV Export
https://a-rakumo.appspot.com/admin/licenses/assignment-csv＜How to output CSV file＞

1. (Optional) Select character code and output options as necessary.

・Encoding: Either Shift_JIS or UTF-8 can be specified.
・Export only users with licenses assigned: When "Output" is checked, the output target
can be narrowed down to only users who have been assigned a license. If "Output" is notchecked, users who have not been assigned any licenses will also be output to the CSV file.
2. Click "Export CSV".

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3. "Started creating CSV. Please wait for a while until completion." will be displayed.

4. After a few moments, reload the screen.

5. When the output is complete, the message "Successfully export the license assignment."
is displayed, [Download the last exported CSV file.] link will be added.

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6. [Download the last exported CSV file.] Click on the link to download the CSV file.

This completes the output of the CSV file.
Reference information:➢

The following processes cannot be executed while CSV batch output of license
allocation status is being executed.
・Google Sync
・License Assignment
・Set User Detail Information (CSV import)
・Creating CSV from user/group informations
・Obtain access permissions from Google Calendar
・Update External Contacts (CSV import)➢

The larger the number of users, the more time will be required for the export. If thenumber of users is about 20,000, it will take about 30 minutes at most to complete theexport. Please use this as a guide for the time required for export.

➢

While the link "Download the last exported CSV file." is displayed on the CSV Export
screen of the assignment status, the last export CSV file can be downloaded without any
export operation. The "Download the last exported CSV file." link will be available for up
to 24 hours after export.

➢

The export CSV file can only be used to check the license assignment status. Currently,
this file cannot be used to assign licenses to users. When assigning licenses, please
operate from the License Assignment screen or use the user details CSV file.

Administrator's Manual

55<How to read the license assignment status CSV file>・ The first row from the left is user IDs, and the second and subsequent rows are products(in the order of Calendar, Contact, Workflow, Board, Expense, and Attendance).
・ The number and position of the columns are fixed. The number and position of thecolumns are fixed and do not change depending on the presence or absence of productcontracts or the order in which the products are listed.
・ The first line is a heading, and data is output from the second and subsequent lines.
・ The values are "1=License assigned", "0=License not assigned", and "Blank=Not
contracted".
Blank columns are output based on the contract status of the organization, so they will
not be blank for each user. For uncontracted products, an entire column will be blank
except for the first heading row.

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rakumo administrator's manual＜Example of CSV file export＞

If the contents of the exported CSV file are as shown in the above image, the situation is asfollows:
・The organization that exported the file is currently subscribing to a product other than
Expense.
・y.yoshioka@demo.gigei.co.jp has been assigned a license for Attendance only.
・All users except y.yoshioka@demo.gigei.co.jp have been assigned all licenses.

Reference information:➢

The name of the exported CSV file is assignments_{A sequence of numbers starting withYYYYYMMDD}➢The exported CSV file can only be used to check the assignment status. This file cannot
be used to assign licenses. Please use the user details CSV file when assigning licenses.

➢

The above CSV file output is the current specification. If the number of products offered
increases or decreases in the future, the CSV file specifications may change. Please beaware of this in advance.

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10. Granting administrative privileges to users and groups
You can grant administrative privileges for rakumo to users and groups. Users with administrative
privileges can access the rakumo Admin Console (https://a-rakumo.appspot.com/admin) to configure thesettings of the console. However, some functions are restricted for them, unlike Google Workspaceadministrators.
* The functions may be available in the future.
* Functions restricted on the rakumo Admin Console➢

Function to "Bulk Sync" on the Google Sync page➢

Functions concerning privileges to access the Calendar (both users and facilities)

Home > Manage Roles
Click [Manage Roles] on the home page.

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Click [rakumo Admin] on the Manage Roles page.

Enter addresses of users or groups to which administrative privileges are granted in the [Add Member]field by delimiting them with a comma or line break. Click [Add] after entering the users or groups.

Check that they have been added to the list.

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11. Setting a logo and header link to the User page
You can set a logo and header link to the rakumo User page.
* This provides information on how to set a logo and header link only. To set up the profile image
display, see each administrator's manuals of [Calendar], and [Contacts].

How to set a logo
1. Log in to the Google Admin Console > go to the Home page > Account settings > Personalization. You can
upload your custom logo.

For more information, please refer to the following Google support page.
▼ Add your logo to Google Workspace - Google Workspace Admin Help
https://support.google.com/a/answer/96474?hl=en

2. You can see the logo set at Step 1 when you access the screen settings page of the rakumo Admin
Console after completing the settings at Step 1. Click [Save Changes] after selecting [Use a custom
logo].

Set a header link
1. Set link display
Select [Display link] from the pull-down menu.
2. Set details
Enter in [Link Title] a name for a link you wish to display on rakumo user page. (E.g. email)Enter a link target URL in [Link URL]. (E.g. https://mail.google.com/a/xxxx.co.jp)

3. Click the [Save Changes] button at the end after the settings are complete.

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12. Frequently asked questions■ You cannot log in to the rakumo Admin Console.
1. Only "Google Workspace special administrators" or "rakumo administrators" can log in to therakumo Admin Console. You can check whether the user is a Google Workspace special
administrator by going to the Google Admin Console > "Users" > "Administrative Roles andPrivileges" on the detailed user page.
If a Google Workspace special administrator has never logged in to Google Workspace, the user
must log in to Google Workspace first. Then, log in to the rakumo Admin Console.
2. If a Google Workspace special administrator cannot log in, check the following settings:
Check if Provisioning API is enabled.
For how to check the settings, see the "2. Configuring the initial settings on the Google Admin
Console."3. Even if SSO is used, enter the email address and password for Google Workspace when logging into the rakumo administrator's control panel.

■ When do I synchronize Google Workspace?
You need to synchronize whenever a change has been made to the users, groups, or resources on
the Google Workspace side.

■ I want to display the groups in hierarchy on rakumo, but I do not know how to do it.
To hierarchically display groups on rakumo, you need to configure the settings on Google Groups.
For instance, to hierarchically display groups under the categories of head office and branches,register a Google group of branches <branchoffice@xxxx.jp> in the Google group of head offices<headoffice@xxxx.jp>. For how to create a Google group, see 2.4 Create a new group.

■ Is it possible to have two or more header links displayed?
We are sorry. You can have only one header link displayed.

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rakumo administrator's manual■ Is it possible to grant a privilege to log in to the rakumo Admin Console to administrative users
other than Google Workspace special administrators?
Users other than ones with Google Workspace administrative privileges can log in to the rakumo
Admin Console. See the Role Settings page of this manual for more details.

■ Is it possible to log in to the Admin Console from devices other than PCs, such as smartphones
and tablets, and configure the settings?

We are sorry to inform you that you can only operate the rakumo Admin Console on PCs. Thank you
for your understanding.

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Appendix 1: Registering Settings and Detailed Information Using a CSV
File
Detailed information of users used by rakumo can be registered in a CSV file.
In addition, the following settings on the management screen can be set collectively using a CSV file.

➢

User Show / Hide Settings➢

Set primary group➢

Assign / delete a license➢

Setting of job Titles<Preparation in advance>
Before working with the CSV file, make sure that the user you want to output to the CSV file meets theoutput conditions.
Only users who satisfy the following two points are output to the CSV file.
✓

The display status of the user is [Displayed]✓

You belong to a group, and the display status of the group to which you belong is [Displaying]Users whose display status is [Hide], users who do not belong to a group, or users whose display group is
hidden are not output to the CSV file.
→ You can check the group affiliation status by opening the detail screen of each user from rakumo
Admin Consle > Manege Users > Display Settings.

→ For details on the user display settings, refer to 6. Configuring the Display/Not display settings forusers.
→ For details on group display settings, refer to 7. Setting Group to Display/Not display and Set the

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Priority of Group/User Display.
<Screen to operate>
rakumo Administration Console > Manage Users > Detail Settings
https://a-rakumo.appspot.com/admin/users/-/profiles<Operation method>
1. In advance, execute Google Sync on the rakumo Admin Console > Google Sync.
https://a-rakumo.appspot.com/admin/gapps_sync※ Be sure to click［Synchronize］button by Google Workspace's special administrators of the Google
Workspace primary domain.
2. After completing the Google Sync, access the Manage User > Detail Settings.
https://a-rakumo.appspot.com/admin/users/-/profiles
3. Click the [Create CSV] button at the bottom of the screen.

4. The message "Started creating CSV. Please wait for a while until completion." Will be displayed.
- After waiting for a while, click → Reload.

Administrator's Manual65-When the creation process is complete, "Successfully created CSV file." is displayed.
5. Click » Download the recent created CSV file to download the CSV file.

6. Edit the content of the downloaded CSV file and save it.

The columns used when performing batch settings using a CSV file are as follows.
➢

User Show / Hide Settings ... “Display” column➢

Set primary group ... “Primary“ column➢

Assign / delete a license ... "... Enabled" column➢

Setting of job Titles ... "Job Title Code" column※ The latest setting status is output by downloading the CSV file after performing the "Create CSV"

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operation.
In order to avoid unintended configuration changes, please be sure to download and edit the recent
created CSV after performing "Create CSV".
※ For the content of CSV file and input value of each column, please refer to Appendix 3: Setting ofuser information in rakumo, CSV file format.
7. Click [Choose file] under “Set User Detail Information” and select 6 CSV files.
8. Click the [Update] button.
※ If you click the "Update" button, all the current registration contents will be deleted and the contentsof the selected CSV file will be overwritten. However, the behavior is different for the "Job Title Code"column. For details, see Appendix 3: Setting of user information in rakumo, CSV file format.

9. The message "Saved user detail information temporarily. Please wait for a while until update
completion." is displayed.Please wait a while and then click → Reload.

If the update is complete, "Completed importing CSV data." is displayed.

This completes registration of user's detailed information using a CSV file.

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Appendix 2: Editing registered detailed user data
We will show you how to edit the detailed information of the user used in the rakumo workflow.
The flow of operation is the same as the registration procedure.
<Screen to operate>
rakumo Admin Console > Manage User > Detail Settings
https://a-rakumo.appspot.com/admin/users/-/profiles<Operation method>
1. In advance, execute Google Sync on the rakumo Admin Console > Google Sync.
https://a-rakumo.appspot.com/admin/gapps_sync※ Be sure to click［Synchronize］button by Google Workspace's special administrators of the Google
Workspace primary domain.
2. After completing the Google Sync, access the Manage User > Detail Settings.
https://a-rakumo.appspot.com/admin/users/-/profiles
3. Click the [Create CSV] button at the bottom of the screen.

4. The message "Started creating CSV. Please wait for a while until completion." Will be displayed.

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rakumo administrator's manual- After waiting for a while, click → Reload.

-When the creation process is complete, "Successfully created CSV file." is displayed.
5. Click » Download the recent created CSV file to download the CSV file.

6. Edit the content of the downloaded CSV file and save it.

About Users Output to CSV File at Update
If you have uploaded a CSV file to rakumo even once, the newly created and downloaded CSV file fromthe "Create CSV" button contains the following data:(1) A user whose detailed information is registered in a CSV file (The same as the data contents that can

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be downloaded from "» Download user detail information")(2) Users newly imported into rakumo and users newly added to the group(1) For users whose detailed information has already been registered in a CSV file, the A column "Update"in the CSV file is blank.
Even for the user corresponding to (1), "D" is output to the A column "Update" in the CSV file for thefollowing users.
Users deleted from affiliation group, Users who were already in a deleted group, Users who have alreadybeen deleted, Users who are not originally in rakumo(2) "A" is output in the "Update" column in the CSV file for users newly imported into rakumo or newly
added to a group by Google Sync.
Please update and edit this user's information on the CSV file. As "A" is a mark to the last, delete it and"Update"
The column should be blank.
[About the handling of the user line described as "D" in the "Update" column in the CSV file]
The data described as "D" in the "Update" column when uploading a CSV file is not imported into rakumo.
If you do not need user data in the "D" line, leave the user data in the "D" line on the CSV as it is, or delete
the user data in the "D" line and upload.
If you want to keep the user data of “Update” column “D” on CSV, leave “Update” column blank, add“Protected” column newly in CSV, enter “1” and upload please. The next time you create a CSV, the"Update" column will output blanks, not "D".
* The latest user display / non-display, priority organization, and license allocation status are output only
to the CSV file downloaded by performing the "Create CSV" operation. To avoid unintentional settingchanges, be sure to download the last CSV created after executing "Create CSV" and edit it.
* However, for the "Job Title Code" column, "Contents uploaded last time in CSV" is always output. The
latest job title setting information cannot be output to the "Job Title Code" column.
7. Click [Choose file] under “Set User Detail Information” and select 6 CSV files.
8. Click the [Update] button.
※ If you click the "Update" button, all the current registration contents will be deleted and the contentsof the selected CSV file will be overwritten. However, the behavior is different for the "Job Title Code"column. For details, see Appendix 3: Setting of user information in rakumo, CSV file format.

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9. The message " Saved user detail information temporarily. Please wait for a while until update
completion." is displayed.
Please wait a while and then click → Reload.

If the update is complete, "Completed importing CSV data." is displayed.

This completes updating user details using a CSV file.

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Appendix 3 The format of the CSV file to set up user data in rakumo
Use a CSV format file to set user detailed information data. Please use spreadsheet software such as
Microsoft Office Excel to edit the file.
Item name(Maximum number ofcharacters that can be

Description

entered: 256)

UpdateStatus updated by the synchronization of Google Workspace*1

User ID[Required] The email addresses of the users registered with
Google Workspace *2

Family Name

Last name

Given NameFirst name

Family Name Yomi

Pronunciation of last name (Hiragana, Katakana)Given Name Yomi

Pronunciation of first name (Hiragana, Katakana)Company

Company Name *3

Company Yomi

Pronunciation of name of company (Hiragana, Katakana)

Department Email[Required] Department Email *2

Department

Department

Job Title

Job Title

Birthday

Date of birth displayed in Contact *4Business AddressCompany address displayed in Contact *4Business Phone

Company Phone Number displayed in Contact *4Business Phone Extension

Business Phone: Extension Number displayed in Contact *4Business Fax

Business Fax Number displayed in Contact *4

Mobile Phone

Mobile Phone Number displayed in Contact *4

E-mail Address

Email address displayed in Contact *4

E-mail 2 Address

Email address displayed in Contact *4

E-mail 3 Address

Email address displayed in Contact *4

Employee Number

Employee Number

Primary

Settings for priority organization *5

Display

Configuring the display/not display settings for users*6

Calendar Enabled

Calendar license assignment *7

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Contacts Enabled

Contact license assignment *7

Workflow Enabled

Workflow license assignment *7

Board Enabled

Board license assignment *7

Expense EnabledExpense license assignment *7

Attendance Enabled

Attendance license assignment *7

Protected

Set whether to keep user data of the row of "D" in "Update"column in CSV. *8

Job Title CodeJob Titles Code of [Manage Job Titles] *9*1 A (Added): Users that are newly imported into rakumo and users that are newly added to groups
D (Deleted): Users deleted from their groups, users who were members of already deleted groups,
already deleted users, and users who have never existed in rakumo.
Blank: Users whose detailed data are already registered in the CSV file other than blank, A, and D
You can also upload files by deleting Column Update.
*2 Make sure to register the "User ID" column and the "Department Email" column in lower case letters.
*3 The value set as the organization name is output in the "Comopany" column.
For details, please refer to 5. Set the organization name in Organization Name.
*4 For details, refer to the "rakumo Contact Administrator Manual".
*5 Check the "Department Email" column and enter "1" in the "Primary" column of the user row of the
primary group, enter "0" in the "Primary" column of the user row of the non-primary group.Then, you canoverwrite the preferred organization set in 8. Set user's primary group.
For users who belong to multiple groups, only one group can be set as the primary group. For users who
belong to multiple groups (displayed in rakumo), the same number of user rows as the number ofaffiliated groups will be output, but the settings of the user rows set in the primary group will be applied.
* The latest primary group specification status is output only to the CSV file downloaded by performingthe "Create CSV" operation. To avoid unintentional change of primary group, be sure to download, edit,
and upload the last created CSV after executing "Create CSV".
*6 By entering "1" (Display) or "0" (Hide) in the cell and uploading it, you can overwrite the contents set in
6. Configuring the Display/Not display settings for users.
However, it is not possible to control the user's display / non-display state for each group, such as Taro
Yamada being displayed in the sales department and hidden in the general affairs department. Enter theAdministrator's Manual73

same value on the same user line.
*7 Only columns corresponding to the application under contract are output. Please enter "1" in the lineof the user to assign the license. Enter "0" in the user line that does not assign (delete) a license.
Once uploaded, you can overwrite the settings set in 8. Assign a license to a user.
※ The latest setting status is output by downloading the CSV file after performing the "Create CSV"
operation.
In order to avoid unintended configuration changes, please be sure to download and edit the recent
created CSV after performing "Create CSV".

*8 To leave the user data in Row D, Column Update in the CSV file, enter "1."
You can also upload files by deleting Column Protected.

*9 "Manage Job Titles" is a function mainly used in Workflow and Attendance. Please check the following
notes when performing job title operations using the "Job Title Code" column.

■ About the output of the "Job Title Code" column-The "Job Title Code" column does not exist in the CSV file in the initial state. This column is used bymanually adding when editing CSV when batch assignment of job titles is performed in a CSV file. (Theposition of the column at the time of addition does not matter. For the sake of clarity, we recommend thatyou add it to the end of the existing column.)-If you add the "Job Title Code" column, the "Job Title Code" column will be output when you create a
CSV file. However, if the "Job Title Code" column is deleted and uploaded, the "Job Title Code" column will
not be output when creating a CSV file.
-The value output in the "Job Title Code" column is always the "Job title code specified in the previously
uploaded CSV file".
■ What you can do in the "Job Title Code" column
In the "Job Title Code" column, you can perform two types of operations using the job title code.
A. Creating and assigning new job titles:
By entering a job title code that is not registered in "Manage Job Titles", you can "Create a new job
title + Assign a new job title to the user who entered the job title code".
For newly created positions in the "Job Title Code" column, "Job title" and "Job title" are not set.
After uploading the CSV file, open the (untitled) job title edit screen from the "Job title and job title

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settings" screen, and change the name and specify the job title.
B. Bulk assignment of existing job titles:
By entering the registered job title code in "Manage Job Titles", you can "Replace the existing job title
assignment status with the registered contents of the CSV file".
If you specify a registered job title code, all user assignments for that job title will be replaced by thedefinitions in the CSV.
(Example: If you upload a CSV file that specifies Mr. D and Mr. E as the "manager" when theassignment status of the existing position "manager" is Mr. A, Mr. B, and Mr. C, the "manager" is Mr.
D. Only Mr. E.)
If you upload a CSV that does not have the "Job Title Code" column, or if you upload a CSV that has all thevalues in the "Job Title Code" column blank, the user assignment of the job title will not change.
■ What you can't do in the "Job Title Code" column
The following operations cannot be performed in the "Job Title Code" column. Please note.
Output the job title setting status at the time of CSV file creation in the "Job Title Code" column.
When creating a CSV file, the "Job Title Code" column contains the "Job title code specified in theprevious CSV file".
It is output as a value. The latest setting status cannot be output.
To prevent unintentional setting changes, please consider performing one of the following operations.
a) Job titles should be assigned using CSV files, and manual assignment should not be performed.
b) Please use it after confirming that the job title assignment status on the CSV file matches the current
job title setting status.
Leave all "Job Title Code" columns blank to reset the job title assignment status.
For positions where the position code does not appear in the CSV file, the position assignment status will
not be changed.
If you want to reset the assignment status of all job titles, please cancel the assignment manually from the
management screen.
Also, if there is a job title that is no longer needed, delete it from the management screen or cancel theuser assignment.

Administrator's Manual75■ About "Job Title Code" and job title display in contact
The source of the job title information displayed in the "Job title" column of the contacts in theorganization changes depending on the description status of the CSV file. The sources of information foreach status are as follows.
1. When "Job Title" column is blank and "Job Title Code" is specified in "Job Title Code" column→ "Job Title" specified in "Job Title Code" (Created in "Manege Role") for "Job Title" in the contact in theorganization is displayed.
2. When "Job Title" is described in the "Job Title" column, and "Job Title Code" is described in the "Job
Title Code" column.
→ The "Job Title" in the "Job Title" column is displayed in the "Job Title" of the contact in theorganization.
3. When "Job Title" is described in the "Job Title" column and the "Job Title Code" column is blank(Or the"Job Title Code" column does not exist in the CSV file).
→ The "Job Title" column of the contact in the organization shows the "Job Title" described in the "Job
Title" column.
When creating a CSV, do not change the system-defined items (items other than custom items) in
the first row.

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Appendix 4 A quick reference to what a user with administrative privileges can do
Introducing the operations that can be performed when any authority is assigned in Google Workspace orrakumo.
⚫

Whether you can perform the operations required to use rakumo with the Google Admin Console.

You need a Google Workspace Super Admin role (or a role that can perform each operation).
You cannot use or operate various setting menus on the Google Admin Console in each role set in"Administrator Settings" of rakumo.
◯:Possible,

×: Impossible
Super Admin

Groups Admin

User Management

Services Admin

rakumo Admin

Admin
Access the Google

◯

◯

◯

◯

×

◯

×

◯

×

×

◯

◯

×

×

×

◯

×

×

×

×

◯

×

×

◯

×

Admin Console
Create / update /delete users
Create / update /delete groups

API control

Creatingbuilding

resources⚫

The role of Google Workspace administrator who can set rakumo on the rakumo management screen

Only "Super Admin" can set rakumo on the rakumo management screen * 1,2

Administrator's Manual

77

The "Super Admin" can perform both the setting operations on the Google Admin Admin and theoperations on the rakumo administration screen, which are necessary to use rakumo.
We recommend that you assign the "Super Admin" role to the person in charge of managing rakumo.
* 1 Users who do not have the administrator role of "Super Admin" can also set rakumo except for some
operations by separately setting the role on rakumo in "Manage Roles" on the rakumo management
screen.
* 2 Even if you set the role on rakumo in "Manage Roles" on the rakumo management screen, there aresome settings that require Super Admin privileges for operation.

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Operations that can be performed for each role of the administrator on rakumo

The various setting menus of rakumo that can be used by Super Admin of Google Workspace and users
with each role set in "Manage Roles" of rakumo are as follows.
◯：Possible, △：Can be operated conditionally, ×：Impossible
GooglerakumoWorkflow

Operator of

Board

ExpenseAttendanceWorkspace

Admin

Admin

application

Admin

Admin

Admin

Super

category

Admin
Access the rakumo Admin

◯

◯

◯

×

◯

◯

◯

Google Sync

◯

×

×

×

×

×

×

Organization Name

◯

◯

×

×

×

×

×

Manage Licenses

◯

◯

×

×

×

×

×

Manage Users

◯

◯

×

×

×

×

×

Manage Groups

◯

◯

×

×

×

×

×

Manage Job Titles

◯

◯

×

×

×

×

×

Manage Roles

◯

◯

×

×

×

×

×

Display Settings

◯

◯

×

×

×

×

×

{Product name} settings * 1

◯

◯

◯

×

◯

◯

◯

Change calendar sharing settings

◯

×

×

×

×

×

×

Access the Workflow Admin

×

◯

◯

△*3

×

×

△ *4

Access the Expense Admin Page

◯

◯

×

×

×

◯

×

Displaying the Attendance

△*5

△*5

×

×

×

×

◯

◯

◯

×

×

×

×

×

ConsoleConsolemanagement menu
Gadgets

Administrator's Manual79* 1 Google Workspace Super Admin / rakumo admin can set all products under contract, and {productname} administrator can set only matching products. (Example: If you are a workflow administrator, you
can only set the workflow)* 2 To use the Workflow Admin Console, Google Privileged Administrator users must assign {productname} administrator privileges and a license for the target product. If you want to use the expense charge
screen or the Kintai management menu, you need to assign a license for the target product.
* 3 "Operator of application category" has management authority for the application category set as the
person in charge of operation.
On the Workflow Admin Console, you can operate only for the target application category.
* 4 The "Attendance Admin" has the authority of the person in charge of operations for the application
category "rakumo Attendance application".
On the Workflow Admin Console, you can only operate the application category "rakumo AttendanceApplication".
* 5 Only when one or more "Attendance Admin" is set, the Google Workspace Super Admin and rakumo
administrator can display the Attendance management menu.
* 6 This table summarizes whether or not the operation can be performed as of January 2022. Due tospecification changes, there is a possibility that the operations that can be performed by eachadministrator will increase. Please note.

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Appendix 5: Controlling API access from rakumo with domain-wide delegation
We will introduce the procedure to allow API access from rakumo for the entire domain in advance.
Please use it when you want to omit the user's own account access request permission operation, or when
you want to omit the trouble of the administrator explaining to the user in advance and responding toinquiries.
⚫

Authentication relationship between Google Workspace and rakumo.

You need a Google Workspace Super Admin role (or a role that can perform each operation).
You cannot use or operate various setting menus on the Google Admin Console in each role set in"Administrator Settings" of rakumo.

● Privileges required for configuration
You need an account with the Super Admin role in Google Workspace.
● Setting procedure
1. Access the Google Admin Console (https://admin.google.com/) with a Super Admin account.
2. On the sitebar, go to Security > Access and data control > API controls.

Administrator's Manual

3. Click [MANAGE DOMAIN WIDE DELEGATION] under Domain wide delegation.

4. Click [Add new].

5. Enter the Client ID, OAuth Scopes.

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The client ID and OAuth scopes to be entered here are as follows.
Where to input

What to input

client ID

326834858616.apps.googleusercontent.com

OAuth scopes

https://www.googleapis.com/auth/admin.directory.group,https://www.googleapis.com/auth/admin.directory.resource.calendar,https://www.googleapis.com/auth/admin.directory.user,
https://www.googleapis.com/auth/calendar,https://www.googleapis.com/auth/drive,
https://www.googleapis.com/auth/spreadsheets,
https://www.googleapis.com/auth/userinfo.email,https://www.googleapis.com/auth/userinfo.profile,
openid* Paste the entire value of the above entry at once when entering the OAuth scopes.
6. Click [Approve].

Administrator's Manual

7. Please confirm that the client with the name "rakumo" has been added.

This completes the settings.

83

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Appendix 6: Registering User Information Using "Custom Attributes" in Google User
Profiles.
By using "Custom Attributes" in the Google user profile and including "Custom Attributes" in thesynchronization targets of Google Sync, the settings for rakumo users set in the Custom Attributes can bereflected in rakumo.
Some of the rakumo user settings that had to be set in a CSV file etc. after synchronization is completed
can now be set on the Google Workspace side and reflected on the rakumo side collectively by Google
sync processing.
Please consider using it if you want to save labor in rakumo user settings.
● What can be set by synchronizing using "Custom Attributes"✓

Assigning and releasing product licenses to users✓

Seting✓Setting the Preferred Organization for Concurrent Employee✓

Setting User Display Priority✓

Assigning or remove roles to users

User's display state● What are “Custom Attributes” in Google User Profiles?
This is a function that allows you to register organization-specific values in Google user profiles.
Registration and editing of custom attributes can only be performed by privileged administrators, andmust be done via the Google user profile screen or via the Directory API.
Registration/editing by uploading a CSV file on the Google Admin Console is not possible.
For details, please refer to the following Google Workspace help page.
https://support.google.com/a/answer/6208725?hl=en● Flow of use
1. Setting Custom Attributes in Google User Profiles
2. Enable "Sync Using Custom Attributes" on the rakumo Admin Console
3. Run Google Sync
After the first use, if you change the custom attribute on the Google side, the setting change will bereflected in rakumo by executing Google sync.

Administrator's Manual85● Flow of use
You can set "custom attributes" in Google user profiles for users in your domain in the following ways:
For the actual registered contents, please refer to the Specification of custom attributes used inrakumo described later.
A) Edit directly from the Google Admin Console
The easiest way. It is necessary to register one user at a time, so it is not suitable for large numbers ofpeople.
For details, please refer to the following Google help page.
https://support.google.com/a/answer/6208725?hl=en
B) Using Google Apps Manager (GAM)
This is a registration method using an open source and free command line tool that can operate the
Directory API.
For details, please refer to the following Google help page.
https://support.google.com/a/answer/10014088?hl=en
C) Using Google Cloud Directory Sync (GCDS)
This is a method using genuine tools that can synchronize Active Directory (AD) and LDAP servers
with Google accounts.
It has the ability to set custom attributes with information retrieved from AD or LDAP servers.
For details, please refer to the following Google help page.
https://support.google.com/a/answer/106368?hl=en
D) Manipulate the Directory API
You can either operate the API directly or register using a software product that supports the
Directory API.
(Example) Using Google Apps Script from Google Spreadsheet, etc.

* Please note that the use of tools used to register user profiles and custom attributes in Google
Workspace and the use of the Directory API are out of the scope of rakmo's standard support. Please
understand this in advance.

rakumo administrator's manual86● Specification of custom attributes used in rakumo
Please set the custom attribute in the following format specified by rakumo. *1, *2
Categor

Name

Info typeyrakumoNumber of

meaning

Input example

remarks

Assigning and

True

Replace {app} withvalues{app}-enabled

True/False

Single value

releasing productyour provided

licenses to users

application name.
calendarcontacts
workflowboard
expenseattendance

display

True/False

Single value

User show/hide

Truesettings
display-priorit

Whole

y

numberSingle value

Setting the Preferred

100

Organization for
Concurrent Employee*3

primary-group

Text

Single value-id

Setting User Display

group@example.com

Priority

Please list the groupaddress of thepreferredorganization.

job-title-code

Text

Multi-value

Assigning and

1001

・If you do notremoving roles from

1001:group@example.co

specify an

users

m

organization= Code only.
・When specifying
an organization＝Concatenate thecode and the groupaddress of theorganization with acolon.

*1 Default user profile items cannot be reused.

Administrator's Manual

87*2 Synchronization using custom attributes can be used with only some custom attributes. It is not necessary to register all
the above attributes, for example, it is possible to use "only use license assignment/release" or "use only user display/hide
setting".
*3 Only one display priority can be set for each user. Therefore, if you want to set a different display priority for each group
you belong to, set it from the rakumo Admin Console or the rakumo user details CSV file.

88

rakumo administrator's manual● How to enable "Synchronize using custom attributes"
Please set the custom attribute in the following format specified by rakumo. *1, *2<Screen for setting>
Google sync setting screen in rakumo Admin Console
https://a-rakumo.appspot.com/admin/gapps_sync/settings<Operation procedure>
1. Access the Google Sync Settings screen.
2. Check "Enable sync using custom attributes" in Runtime Settings.

3. Click "Save Changes" in Runtime Settings.

The settings are now complete.
<Notes>・"Sync Using Custom Attributes" and "License Assignment" cannot be used together.
Enabling "Sync Using Custom Attributes" automatically disables "License Assignment".

Administrator's Manual89● Behavior after enabling "Sync Using Custom Attributes"<Synchronous processing behavior>・ After activating "Sync Using Custom Attributes", in the following cases, error notification will not be
performed and the relevant part will be skipped and synchronization processing will continue. At this time,
the setting value is not updated or deleted, and the previous value is maintained.
- if no custom attributes are defined- if the attribute value is empty- If there is an error in the format of the attribute value
・ If the "rakumo" category is not set in the custom attribute after enabling "Sync Using Custom
Attributes", the Google sync process will be interrupted with an error. This applies to all synchronizations,
not just custom attributes. In this case, an error will be displayed on the screen. Also, if you have set up
email notifications, you will receive an error notification by email.
Example: Error content displayed on the screen「Could not access the information of Google User custom attributes category "rakumo". Google sync
aborted. Please set custom attributes in Google Admin Console, or disable "Sync Using Custom
Attributes" setting in Google Sync Settings.」<Screen change>
After enabling "Sync Using Custom Attributes", the "Google Sync" column will be added to the user list on
theManage Job Titles > User Assignments.

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If the "Google Sync" column is checked, it is a role user set by synchronizing the "Custom Attribute" valueof the Google user profile. When editing or canceling job titles, change the value of "Custom Attributes".
If the "Google Sync" column is not checked, it is a role user set on rakumo using manual registration or a
CSV file.

● Restrictions
・Only one display priority can be set for each user when synchronizing using custom attributes.
Therefore, if you want to set a different display priority for each group you belong to, set it from rakumo
Admin Console or the user details CSV file.
・"Sync Using Custom Attributes" and "License Assignment" cannot be used together.
Enabling "Sync Using Custom Attributes" automatically disables "License Assignment".
● Notes・Three methods are provided for assigning and removing licenses, showing/hiding users, setting thedisplay priority of users, setting the priority organization of concurrent users, and assigning and removing
job titles to users: "Synchronizing custom attributes," "Setting from the administration screen," and"Setting by uploading a user details CSV file. Although they will be provided, the setting methods
themselves do not have priority, so they will basically be overridden by settings executed later.
・Since settings by custom attributes and CSV files are intertwined, it is recommended to consolidate
settings by one or the other.
・Please note that the use of tools used to register user profiles and custom attributes in Google
Workspace and the use of the Directory API are out of the scope of rakmo's standard support. Please
understand this in advance.