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Update user profiles for Cloud Search

You can make it easy for your team to find profile information about each other. When people in your organization search for colleagues in Google Cloud Search, they see profile cards in their search results with the information you set up.

Your organization’s profiles automatically show up in search results if you:

Options for updating profile information

If you've already set up your user accounts and just need to add profile information, you can update your user accounts.

Update user profiles individually
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. Click the user's name in the list.
  4. On the user's account page, click Account.
  5. Under Basic information, click Edit and then Additional Info.
  6. Add or update contact information, such as the user's work phone number or work address.
  7. Click Next.
  8. Add or update employee details, such as the user's title and manager’s email address.
  9. Click Update User.
  10. Under Account, check the Contact sharing box (if not already checked) to show the user's profile information in Cloud Search search results, then click Save.

Note: It can take up to 48 hours for changes to appear in profile cards.

Update user profiles from a spreadsheet

If you have a lot of people, you can update their accounts all at once from a spreadsheet.

You must be signed in as a super administrator for this task.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Users.
  3. On the Users page, hover over Add and select Add multiple users.
  4. Check the Pre-populate with existing users box.
  5. Download the sample CSV (comma-separated values) file. Do not close the dialog box.
  6. Open the CSV file in a spreadsheet application, such as Google Sheets or Microsoft® Excel®.
    The file has columns for the attributes that can appear in each user's profile.
  7. Fill in the other columns that you want to show in profile cards. If you don’t want to show an attribute, leave the column blank.
    Tip: To add multiple phone numbers or addresses for a user, add columns to the spreadsheet. Rename the header accordingly. For example, to add a second home address, create a new column with the header Home Address 2.
  8. Save the CSV file as a CSV file type.
    The maximum number of user accounts you can upload from a spreadsheet is 499. To upload more, split your user accounts into smaller spreadsheets before saving each spreadsheet as a CSV file.
  9. In the dialog box, uncheck the Require user to change password box, and click Upload to upload the file.

Note: It can take up to 48 hours for changes to appear in profile cards

For guidelines and tips, see Add several users at once.

Options for large organizations with an LDAP directory

If your organization has an Lightweight Directory Access Protocol (LDAP) directory:

  • Use Google Cloud Directory Sync to synchronize user data in your existing LDAP directory with your Google account (syncs groups, contacts, and organizations, too).

    You can specify which of the LDAP user profile attributes GCDS uses when it generates your user accounts in the Google Admin console.

  • Use the Admin SDK Directory API to provision a large number of users with data from your existing LDAP directory, such as Microsoft Active Directory®. This API provides more flexibility than GCDS, but requires programming.

To add new user accounts, see Options for adding users.

What account information shows in profile cards?

Cloud Search profile cards get their information from the user accounts you set up. You see Basic information, Contact information, and Employee details from the Account section of the user account page.

Account data shown in profile cards
User account data Profile card
First name First name
Last name Last name
Primary email address Email
Phone
(If there are multiple phone numbers, cards show one, based on order of priority: Mobile, Work, Home)
Phone
Address
(If there are multiple addresses, cards show one, based on order of priority: Work, Home)
Location
Title Job title
Manager's email Reports to (also determines direct reports)

Note: If you don't want everyone in your organization to see profile information for a particular person, you can Hide a user from the global Directory.

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