Google Workspace: Setup the Android Device Policy App for Mobile Devices

The Android Device Policy App is required to use Google Apps on Android mobile devices for accounts that are a part of the Business Associate Agreement (BAA). This group includes members of Academic Health Center (AHC) colleges, centers, and departments with access to Protected Health Information (PHI).

For more information about Google apps for high security accounts, refer to Google Apps for Accounts with Access to HIPAA or Other Sensitive Data. 

For more information about the Google/Android Device Policy, refer to Google Apps: Setting up Mobile Devices for Accounts with Access to HIPAA or Other Sensitive Data. 

In this article:

Installing Your UMN Google Apps Work Profile

Preparing Your Device

  1. Review the minimum security requirements necessary to set up the Android Device Policy app.
  2. Review accounts from other institutions to confirm you do not have any other Mobile Device Management (MDM) software that may conflict with the University's Android Device Policy app. 
  3. Back up your data (recommended). 
  4. Update your device's software if your device does not have a supported version of the Android operation system.
  5. Encrypt and set a passcode for your device if you have not done so already.
  6. If you have already signed into your UMN Google account on your device, sign out of it and remove the account from your device. 

Configuring Your UMN Google Apps Work Profile

  1. Go to the Gmail app on your phone. Select the Account Control icon in the top right, then select Add another account. 
    • You may be prompted to enter your phone's PIN number or password to proceed.
      Manage your Google account screen Android
  2. You will be asked to set up your email account. Select Google to proceed.
    Gmail set up email account screen
  3. You will be asked to enter your email address or phone number. Enter your UMN email address in the field provided and select Next to continue.Google sign in screen, sign in with your Google Account
  4. You will be prompted that your Google acount is managed by umn.edu. Review the linked Privacy Policy and Terms of Service and select Accept to proceed. Google terms and agreement page
  5. You will be prompted to sign in with your UMN account and authenticate with DUO. Enter your Internet ID and password for your account, then select Sign In to continue.
    mobile UMN account login page
    Note: You may receive a Stale Request error during this step. See Stale Request Error (on this page) for additional troubleshooting information. 
  6. Authenticate with Duo. 
  7. Your device will begin to work to set up your account. This step may take several minutes depending on your device.
    Android checking info screen
  8. You will be required to set up a work profile to continue. Click Continue to proceed. 
    This screen may appear differently based on the device you are setting up (the device pictured below is a Samsung Galaxy Note 8), but these differences are only cosmetic.
    Android set up a work profile
  9. Your device will work for a time once more to create your work profile. This step may take several minutes depending on your device. You will be prompted to set up your Work Profile once setup is complete.
    Android creating work profile screen
  10. Follow the on-screen prompts to:
    1. Confirm your device's screen lock
      • If you do not have a screen lock on your phone currently, you will be taken to the relevant settings page to set this up on your device before you will be able to continue.
        Set up your work profile, confirm your screen lock
    2. Install work apps
      • These work apps will be used to access your University Google account. They will be separate from any Google Apps you may already have on your device to access other Google accounts. 
      • Select NEXT to begin the installation. Your device will take a moment to register with the University's Google Apps system.
        Installing work apps sccreen
    3. Select DONE
      • If you are prompted to sign into your account again to access your email, exit back to your home screen. Android work profile complete, you're ready for work

Once you have selected DONE, your UMN Google Apps have been successfully configured on your device.

Accessing Your UMN Google Apps

Depending on your device, in order to access your UMN Google Apps your device may have either a Workspace icon or a Work tab in your app finder. 
Android home screen with Workspace iconworkspace environment with workspace apps

Your UMN Google Apps workspace will automatically load with Gmail, Calendar, Chrome, Contacts, and others depending on your device. 

Your UMN Google Apps account is not able to interact with apps installed in the personal space on your device. Apps that are able to interact with your UMN Google account will be identified by a small icon in the lower right corner. The icon features an image of a blue briefcase with a key-hole in the center. 

workspace apps with the briefcase icon in the corner

You may create shortcuts to these apps on your home screen in the same way as you would for personal apps installed on your device. 

Adding More Apps to Your Workspace or Work Tab

  1. Click on the Play Store app in the relevant work section. 
  2. Search for the app you would like to connect with your UMN account.
  3. Install the app.
    • The app will appear in your workspace or work tab.
    • You will need to do this even if you already have a version of the app installed on your device for interaction with your personal apps. 

Troubleshooting

You may encounter errors when configuring your device with the Android Device Policy to access your UMN Google Workspace.

Stale Request Errors

To resolve, attempt to sign into your account via myu.umn.edu on your device, then restart the configuration process from the beginning. 

Refer to Known Errors: Stale Request, NoSuchFlowExecutionException, Session in Invalid State for additional troubleshooting steps.

"Scan or enter a code provided by your IT admin"
Error message, "Scan or enter code. Enter code from your IT admin".

You should not be prompted to scan or enter a code at any point during this process. The Technology Help Desk cannot provide codes to configure devices with the Android Device Policy. You may have downloaded the Android Device Policy app directly from the Play Store; this is not a necessary step. 

To resolve:

  1. Completely uninstall the Gmail app.
  2. Completely uninstall the Google Android Device Policy app if you previously downloaded it.
  3. Reinstall the Gmail app.
  4. Restart the configuration process from the beginning. 

Unable to Add Multiple High-Security UMN Accounts

All high-security UMN accounts must be configured with the Android Device Policy in order to be accessible on your Android device. You will not be able to configure multiple Mobile Device Management (MDM) policies on a single device in order to access any secondary high-security UMN accounts you may have. 

If you have another high-security UMN account (such as a departmental or friend account) that you wish to access on your mobile device, you may either access it via web browser on your mobile device or request an exception to the policy for your secondary account. 

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3786