Set email delegation and auto-forward to Manager

Set email delegation and auto-forward to Manager #

GAT Flow is a Google Workspace user management tool that’s part of the GAT+ toolset.

It allows Google Workspace Admins to manage and manipulate multiple domain user accounts, whereby Admins can Onboard, Offboard, or Modify domain users.

One of the actions available for Onboard and Modify Flow is to  Set email delegation and auto-forwarding to a Manager

The Manager will be pulled from Users > Users information in the Google Workspace Admin console.

Create workflow #

Navigate to GAT Flow → Create workflow 

In the Workflow fill in the details for the workflow. You can set it up also as an Event workflow or Recurring workflow.

• Name – enter the name of the workflow (2)
• Description – enter a description for the workflow (optional)
• Type – select what workflow type you would like to run
  • Modify – modify existing users (3)
• Include suspended users – enable or disable to allow you to select users who are currently suspended:
  • If enabled – you will be able to select even users who are suspended
  • If disabled – you will be able to select only users who are active
• Run immediately after approval – provides an option to schedule the workflow to run in a selected future time (optional)

Later click Next (4) to proceed.

Select User(s) #

Pick the users to whom you want to set up Auto-forwarding and Email delegation

• Enter user by selecting a single user, group, or org. unit of users
• Select “Next” to proceed

Choose Actions #

In the Choose actions click on the (+) button (1) and then click the Add action button (2)

Select the actions from the displayed list:

• Email  → Set email auto-forwarding
• Email → Set email delegation

When the options are selected, the action nodes will be added to the workflow. You can double click the action node to configure the settings.

Fill in the required details.

Set Email auto-forwarding #

• Transfer to – Manager
  • This value is taken from the current attribute in Users > Edit User > Contacts > Relations in GAT Flow
• Type – select any of the options
  • Keep email in the inbox
  • Mark emails as read
  • Archive emails
  • Delete emails

This action will set up auto-forwards of emails to the Manager #

Set Email delegation #

• Type – select ‘To‘
• Delegate to – Manager
  • This value is taken from the current attribute in Users > Edit User > Contacts > Relations in GAT Flow
• Temporary delegation – enable or disable temporary time
  • If enabled
    • Pick the hours active – for how long the Email delegation will be active
  • If disabled
    • The email delegation will be enabled permanently – until removed by user or Admin

Changes made to the actions are saved automatically, you can click outside of the pop-up box or click the ‘X’ in the top right to continue. When the options are selected click on “Send approval request“.

Security officer approval #

When the request is sent for approval, the Security officer has to approve the request.

They will receive an email like below.

The officer will be navigated to Flow → Workflow Approvals where you can approve or deny the request.

Result #

When approved, the Workflow will be set and scheduled to run.

The Managers of the selected users (Search for a user), will have auto-forward and email delegation enabled

The progress can be seen in the Workflow tab.

Under Job-status

• Scheduled – the job is requested and set to run
• Done – when the workflow has been completed
• Partially done – when it is partially completed
• Error – you can view the “error” from the “page” icon

When approved and the job is done, you can see the status in the Workflow as Done.

The workflow is completed and the Managers of the selected workflow users will have Email delegation enabled and Auto-forward activated.

Result for Email delegation #

The Manager will have Email delegation enabled over the selected users

Result for auto-forwarding #

The Manager will have Auto-forwarding enabled and emails sent to users will be forwarded to them