{"id":110,"date":"2021-11-08T15:07:56","date_gmt":"2021-11-08T15:07:56","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?p=110"},"modified":"2026-05-22T18:54:25","modified_gmt":"2026-05-22T17:54:25","password":"","slug":"gat-flow-google-workspace-bulk-email-delegation","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/gat-flow-google-workspace-bulk-email-delegation\/","title":{"rendered":"Bulk Email delegation with Flow"},"content":{"rendered":"\r\n\r\n\r\n<p class=\"wp-block-paragraph\">GAT Flow is a User management tool part of the GAT Suite of products. It allows Google Workspace Admins to Onboard<strong>,<\/strong>\u00a0Offboard, and Modify users of the domain.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">It allows taking bulk action on multiple users at the same time. The actions the can be taken are<\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>Email<\/li>\r\n<li>Drive<\/li>\r\n<li>Calendar<\/li>\r\n<li>Users<\/li>\r\n<li>Groups<\/li>\r\n<li>Classrooms<\/li>\r\n<li>Devices<\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">For Email one of the options available is setting up\u00a0<strong>Email delegation\u00a0<\/strong><\/p>\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Create Workflow<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Navigate to\u00a0<strong>Flow (1) &gt; Create workflow (2)<\/strong><\/p>\r\n\r\n\r\n\r\n<p>Under\u00a0<strong>Define<\/strong>\u00a0<strong>Workflow Type (3)<\/strong><\/p>\r\n<ul>\r\n<li><strong>Name\u00a0<\/strong>\u2013 enter a name for the workflow (4)<\/li>\r\n<li>Description \u2013 a description of the workflow can be added<\/li>\r\n<li><strong>Type<\/strong>\u00a0\u2013 select the workflow type (5)\r\n<ul>\r\n<li>Onboard \u2013 onboard and add new users to the domain<\/li>\r\n<li><strong>Modify<\/strong>\u00a0\u2013 modify and update existing users of the domain<\/li>\r\n<\/ul>\r\n<\/li>\r\n<li><strong>Run immediately after approval\u00a0 (6)<\/strong><\/li>\r\n<li><strong>Next<\/strong>\u00a0\u2013 click on the button to proceed (7)<\/li>\r\n<\/ul>\r\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone wp-image-16922 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate1.png\" alt=\"Define Workflow Type section\" width=\"1949\" height=\"1034\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate1.png 1949w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate1-300x159.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate1-1024x543.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate1-768x407.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate1-1536x815.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate1-360x191.png 360w\" sizes=\"(max-width: 1949px) 100vw, 1949px\" \/><\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\"><strong>Search for a User\u00a0<\/strong><\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">In\u00a0<strong>Search for a User<\/strong> select the users which emails must be delegated (1).<\/p>\r\n<ul>\r\n<li>Search for a user<\/li>\r\n<li>Search for a group<\/li>\r\n<li>Search for an OU<\/li>\r\n<\/ul>\r\n<p>Search by users individually, group of users, org. unit of users and even import users via Google Sheets (2-3)<\/p>\r\n<p>Click on the\u00a0<strong>Next\u00a0<\/strong>button (4) to proceed further.<\/p>\r\n<p><img decoding=\"async\" class=\"alignnone wp-image-16923 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate2.png\" alt=\"Search for a User section. \" width=\"1948\" height=\"1041\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate2.png 1948w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate2-300x160.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate2-1024x547.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate2-768x410.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate2-1536x821.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate2-360x192.png 360w\" sizes=\"(max-width: 1948px) 100vw, 1948px\" \/><\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Choose actions<\/h2>\r\n<p>Under the Choose Actions section (1), click on the + button (2) and Add action (3).\u00a0 A pop-up menu with all the available actions will be displayed.<\/p>\r\n<p><img decoding=\"async\" class=\"alignnone wp-image-16909 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/Pass7.png\" alt=\"Choose actions section of the workflow.\" width=\"1953\" height=\"1035\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/Pass7.png 1953w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/Pass7-300x159.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/Pass7-1024x543.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/Pass7-768x407.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/Pass7-1536x814.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/12\/Pass7-360x191.png 360w\" sizes=\"(max-width: 1953px) 100vw, 1953px\" \/><\/p>\r\n<p>Search (1) and select the <strong>Set email delegation<\/strong>\u00a0option (2) from the available list.<\/p>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16924 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate3.png\" alt=\"Set email delegation action is selected.\" width=\"1952\" height=\"1034\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate3.png 1952w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate3-300x159.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate3-1024x542.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate3-768x407.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate3-1536x814.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate3-360x191.png 360w\" sizes=\"(max-width: 1952px) 100vw, 1952px\" \/><\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">The Set email delegation action will be added to the workflow node section. Double click on the action node to open the action\u2019s configuration section.<\/p>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16925 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-4.png\" alt=\"Set email delegation action node is added to the workflow.\" width=\"1951\" height=\"1035\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-4.png 1951w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-4-300x159.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-4-1024x543.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-4-768x407.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-4-1536x815.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-4-360x191.png 360w\" sizes=\"(max-width: 1951px) 100vw, 1951px\" \/><\/p>\r\n<p>Once the node opens (1), define the action settings. NOTE: As <strong>Set email delegation<\/strong> feature is bilateral, an Admin can set email Delegation <strong>To<\/strong> or <strong>From<\/strong> the selected user(s).<\/p>\r\n<p>Delegate <strong>TO <\/strong>action triggers delegation from the user(s) selected in this workflow to the user specified in the below job setup (in other words: one user (&#8216;<em>Manager<\/em>&#8216;) gains access to the email box of one or multiple users).<\/p>\r\n<p>Choose the desired action and fill in the details (1):<\/p>\r\n<p>\r\n\r\n<\/p>\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Delegate to<\/strong>: enter the email (user)\u00a0<strong>who will have Delegated access to all the selected users<\/strong> (2-3)<\/li>\r\n<li><strong>Delegate from<\/strong>: enter the email (user)\u00a0<strong>whose access will be Delegated to all the selected users<\/strong><\/li>\r\n<li>Temporary delegation \u2013 click on the checkmark to enable temporary time (4)<\/li>\r\n<li>Hours active \u2013 how long the Email delegation will last (if &#8216;Temporary delegation&#8217; is enabled) (5)<\/li>\r\n<\/ul>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16926 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate4.png\" alt=\"Set email delegation action's setup is displayed where the delegated To Manager is configured. Time delegation is also set up to 24 hours.\" width=\"1951\" height=\"1033\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate4.png 1951w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate4-300x159.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate4-1024x542.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate4-768x407.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate4-1536x813.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate4-360x191.png 360w\" sizes=\"(max-width: 1951px) 100vw, 1951px\" \/><\/p>\r\n<p>Delegate <strong>FROM <\/strong>action triggers delegation from the user specified in the below job setup to the user(s) selected in this workflow (in other words: one or multiple users gain access to one user&#8217;s email box (&#8216;<em>Manager&#8217;<\/em>)).<\/p>\r\n<p>When finished, click anywhere outside the action node to close it and select <strong>Send Approval Request<\/strong> (1 )to the Security Officer for review. <strong>Confirm<\/strong> (2) to proceed.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16927 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-5.png\" alt=\"Send approval request and Confirm buttons are displayed.\" width=\"1948\" height=\"1033\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-5.png 1948w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-5-300x159.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-5-1024x543.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-5-768x407.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-5-1536x815.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-5-360x191.png 360w\" sizes=\"(max-width: 1948px) 100vw, 1948px\" \/><\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Note:\u00a0<\/strong>If there is a\u00a0<a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-set-up-preapproval-acces-for-flow\/\">pre-approval set<\/a>, the Workflow can be executed without Officer approval<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Security officer approval<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">The Security Officer will receive an email notification for verification.<\/p>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16928 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate6.png\" alt=\"Email notification sent to Security Officers.\" width=\"1951\" height=\"1031\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate6.png 1951w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate6-300x159.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate6-1024x541.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate6-768x406.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate6-1536x812.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate6-360x190.png 360w\" sizes=\"(max-width: 1951px) 100vw, 1951px\" \/><\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">After clicking the link in the email, they will be redirected to the approval section of the relevant workflow in Flow (1), where they can review the request and approve (2) or deny it (3).<\/p>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16929 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-7.png\" alt=\"Security Officer's approval section where they can review the workflow, and approve or deny it. \" width=\"1813\" height=\"1019\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-7.png 1813w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-7-300x169.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-7-1024x576.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-7-768x432.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-7-1536x863.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate-7-360x202.png 360w\" sizes=\"(max-width: 1813px) 100vw, 1813px\" \/><\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\">Result<\/h2>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">When the request is approved, the\u00a0<strong>Email delegation<\/strong>\u00a0job will be set and requested to run.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>Note:<\/strong>\u00a0It might take some time for the job to run, depending on the size and actions required.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">The Email delegation will be set. The\u00a0<strong>Delegate to<\/strong>\u00a0user\u00a0<strong>will have access<\/strong>\u00a0as an Email delegate to all users chosen in the\u00a0<strong>Search for a user<\/strong>\u00a0section.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\"><strong>The Email delegate will have access to the Inboxes of all bulk selected users.<\/strong><\/p>\r\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16930 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate8.png\" alt=\"Bulk email delegation setup is displayed under user's Gmail account. \" width=\"1680\" height=\"833\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate8.png 1680w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate8-300x149.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate8-1024x508.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate8-768x381.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate8-1536x762.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2021\/11\/Delegate8-360x179.png 360w\" sizes=\"(max-width: 1680px) 100vw, 1680px\" \/><\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">Note: Refresh the Gmail inbox of the delegate to view the emails of the delegated accounts.<\/p>\r\n\r\n\r\n\r\n<p class=\"wp-block-paragraph\">When the time deleted in &#8220;temporary delegation&#8221; expires, the delegation will be automatically removed.<\/p>\r\n<h2>Related Posts<\/h2>\r\n<ul>\r\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/set-email-delegation-and-auto-forward-to-manager\/\">Set email delegation and auto-forward to Manager<\/a><\/li>\r\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/adding-email-delegation-to-groups-members-via-gat-flow\/\">Adding Email Delegation to Group Members via GAT Flow<\/a><\/li>\r\n<\/ul>\r\n","protected":false},"excerpt":{"rendered":"<p>GAT Flow is a User management tool part of the GAT Suite of products. It allows Google Workspace Admins to Onboard,\u00a0Offboard, and Modify users of the domain. It allows taking bulk action on multiple users at the same time. The actions the can be taken are Email Drive Calendar Users Groups Classrooms Devices For Email [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[19],"glossaries":[],"doc_tag":[27],"class_list":["post-110","docs","type-docs","status-publish","hentry","doc_category-delegated-access","doc_tag-gat-flow"],"year_month":"2026-05","word_count":628,"total_views":"2025","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"stan","author_nicename":"stan","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/stan\/"},"doc_category_info":[{"term_name":"Delegated Access","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/delegated-access\/"}],"doc_tag_info":[{"term_name":"GAT Flow","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-tag\/gat-flow\/"}],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Bulk Email delegation with Flow - GAT Knowledge Base<\/title>\n<meta name=\"description\" content=\"GAT Flow is a User management tool part of the GAT Suite of products. 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