{"id":11061,"date":"2024-09-16T10:59:05","date_gmt":"2024-09-16T09:59:05","guid":{"rendered":"https:\/\/gatlabs.com\/knowledge\/?post_type=docs&#038;p=11061"},"modified":"2026-03-16T13:33:39","modified_gmt":"2026-03-16T13:33:39","password":"","slug":"label-emails-in-a-users-gmail-account-with-gat-flow","status":"publish","type":"docs","link":"https:\/\/gatlabs.com\/knowledge\/tech-tips\/label-emails-in-a-users-gmail-account-with-gat-flow\/","title":{"rendered":"Label Emails in a User&#8217;s Gmail Account with GAT Flow"},"content":{"rendered":"<h2>What&#8217;s changing<\/h2>\n<p>With <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/flow-overview\/\" target=\"_blank\" rel=\"noopener\">GAT Flow<\/a>, administrators can efficiently label any user\u2019s email with a specific <a href=\"https:\/\/accounts.google.com\/servicelogin?service=mail\" target=\"_blank\" rel=\"noopener\">Gmail<\/a> label.<\/p>\n<h2>Who&#8217;s impacted<\/h2>\n<p>An administrator who has a comprehensive GAT Flow tool in their hands and can use it for a wider range of tasks, including marking messages in the user&#8217;s mailbox with appropriate Gmail labels.<\/p>\n<p>Domain users whose emails can be appropriately marked by the domain administrator on their behalf.<\/p>\n<h2>Why it matters<\/h2>\n<p>It helps the domain administrator gain better control over users&#8217; Gmail labels, which allows them to organise, distribute, and prioritise tasks for users across the domain.<\/p>\n<p>A specific set of emails can be identified and tagged appropriately in user collective accounts, allowing for better work allocation and greater transparency.<\/p>\n<h2>How to implement<\/h2>\n<p>First, navigate to\u00a0<strong>Flow &gt; Create workflow\u00a0<\/strong>(1).<\/p>\n<h3 id=\"1-toc-title\" class=\"betterdocs-content-heading betterdocs-content-heading\">Workflow type<\/h3>\n<p>In the <strong>Workflow<\/strong>\u00a0fill in the details for the workflow. You can set it up also as an<strong>\u00a0Event workflow\u00a0<\/strong>or<strong>\u00a0Recurring workflow.<\/strong><\/p>\n<ul>\n<li><strong>Name<\/strong> \u2013 enter the name of the workflow (2)<\/li>\n<li><strong>Description<\/strong>\u00a0\u2013 enter a description for the workflow (optional)<\/li>\n<li><strong>Type<\/strong>\u00a0\u2013 select what workflow type you would like to run\n<ul>\n<li><strong>Modify<\/strong> \u2013 modify existing users (3)<\/li>\n<\/ul>\n<\/li>\n<li><strong>Include suspended users<\/strong>\u00a0\u2013 enable or disable to allow you to select users who are currently suspended:\n<ul>\n<li>If enabled \u2013 you will be able to select even users who are suspended<\/li>\n<li>If disabled \u2013 you will be able to select only users who are active<\/li>\n<\/ul>\n<\/li>\n<li><strong>Run immediately after approval<\/strong>\u00a0\u2013 provides an option to schedule the workflow to run in a selected future time (optional)<\/li>\n<\/ul>\n<p>Later click\u00a0<strong>Next<\/strong> (4) to proceed.<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone wp-image-16075 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-12_49_07-Greenshot.png\" alt=\"Creating a 'Tagging priority emails' workflow in GAT Flow\" width=\"1603\" height=\"1246\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-12_49_07-Greenshot.png 1603w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-12_49_07-Greenshot-300x233.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-12_49_07-Greenshot-1024x796.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-12_49_07-Greenshot-768x597.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-12_49_07-Greenshot-1536x1194.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-12_49_07-Greenshot-360x280.png 360w\" sizes=\"(max-width: 1603px) 100vw, 1603px\" \/><\/p>\n<h4 id=\"2-toc-title\" class=\"betterdocs-content-heading betterdocs-content-heading\">Search for a user<\/h4>\n<p>Select the users for whom you would like to apply Gmail labels (1) to. You can select a user, group of users, or org. unit of users (2-3), and even use the Import users option.<\/p>\n<p>After selecting the users, click on the button <strong>Next<\/strong> (4).<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-16067 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_37_08.png\" alt=\"Selecting a user for a workflow in GAT Flow\" width=\"1739\" height=\"1243\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_37_08.png 1739w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_37_08-300x214.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_37_08-1024x732.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_37_08-768x549.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_37_08-1536x1098.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_37_08-360x257.png 360w\" sizes=\"(max-width: 1739px) 100vw, 1739px\" \/><\/p>\n<h4 id=\"3-toc-title\" class=\"betterdocs-content-heading betterdocs-content-heading\">Choose an action: Apply Gmail label<\/h4>\n<p>In the\u00a0<strong>Choose actions<\/strong>\u00a0click on the\u00a0<strong>(+) button\u00a0<\/strong>(1) and then click the\u00a0<strong>Add action<\/strong>\u00a0button (2)<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-16068 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21.png\" alt=\"Adding an action to a workflow in GAT Flow\" width=\"1739\" height=\"1244\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21.png 1739w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-300x215.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-1024x733.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-768x549.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-1536x1099.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/08\/2026-03-13-19_40_21-360x258.png 360w\" sizes=\"(max-width: 1739px) 100vw, 1739px\" \/><\/p>\n<p>Afterwards, search and add the action\u00a0<strong>Email &gt; Apply Gmail label\u00a0<\/strong>(1) then double click the <strong>Apply Gmail label\u00a0<\/strong>action node (2).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16076 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_12_03-.png\" alt=\"Adding the action 'Apply Gmail label' in GAT Flow\" width=\"1603\" height=\"1244\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_12_03-.png 1603w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_12_03--300x233.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_12_03--1024x795.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_12_03--768x596.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_12_03--1536x1192.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_12_03--360x279.png 360w\" sizes=\"(max-width: 1603px) 100vw, 1603px\" \/><\/p>\n<p>Next, decide whether to apply a label for all or particular emails under the selected user(s) account(s).<\/p>\n<h5 id=\"8-toc-title\" class=\"betterdocs-content-heading\"><strong>Apply to all emails<\/strong><\/h5>\n<p><strong>Apply Gmail label<\/strong>\u00a0to All emails, make sure to select the &#8216;<strong>Apply to all emails&#8217;<\/strong> (1) option, type the <strong>Label<\/strong> name (2) that will be applied to those emails that meet the criteria set up under the &#8216;<strong>Query<\/strong>&#8216; field (3) (optional). Optionally, you can also select the Include spam and trash (4). The changes you made to the action are automatically saved and you can now click outside of the &#8216;Apply Gmail label&#8217; pop-up box or by clicking the &#8216;X&#8217; in the top right of the pop-up.<\/p>\n<p>Once ready, <strong>Send approval request<\/strong> (5) to the Security Officer.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16077 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_17_00-.png\" alt=\"Apply Gmail label action settings\" width=\"1600\" height=\"1242\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_17_00-.png 1600w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_17_00--300x233.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_17_00--1024x795.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_17_00--768x596.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_17_00--1536x1192.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_17_00--360x279.png 360w\" sizes=\"(max-width: 1600px) 100vw, 1600px\" \/><\/p>\n<p>The system will apply the selected label to a specified number of emails\u2014specifically, all emails that meet the condition set in the Query field.<\/p>\n<p>To build up your own Query, refer to this document: <a href=\"https:\/\/support.google.com\/mail\/answer\/7190?hl=en\" target=\"_blank\" rel=\"noopener\">Refine searches in Gmail<\/a><\/p>\n<h4>X Day back emails<\/h4>\n<p>To extract only the most recent emails, use the &#8216;<strong>Days back&#8217;<\/strong> configuration (1) and define the number of days (2) to be considered for the search.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16078 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_29_47-Greenshot.png\" alt=\"Apply Gmail label action settings\" width=\"1602\" height=\"1244\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_29_47-Greenshot.png 1602w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_29_47-Greenshot-300x233.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_29_47-Greenshot-1024x795.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_29_47-Greenshot-768x596.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_29_47-Greenshot-1536x1193.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_29_47-Greenshot-360x280.png 360w\" sizes=\"(max-width: 1602px) 100vw, 1602px\" \/><\/p>\n<p><em>NOTE: &#8220;Days back&#8221; has a limit of 365 days (12 months) per user selected.<\/em><\/p>\n<h5>X Quantity of emails<\/h5>\n<p>To limit the number of emails that you wish to label, use the &#8216;<strong>Quantity limit<\/strong>&#8216; option (1)in the action setup and define the number of emails (2) to be considered for the search.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-16079 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_30_43-.png\" alt=\"Apply Gmail label action settings\" width=\"1601\" height=\"1244\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_30_43-.png 1601w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_30_43--300x233.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_30_43--1024x796.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_30_43--768x597.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_30_43--1536x1193.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/2026-03-16-13_30_43--360x280.png 360w\" sizes=\"(max-width: 1601px) 100vw, 1601px\" \/><\/p>\n<p><em>NOTE: \u00a0Quantity limit is set to last 10,000 per user selected over any time frame.<\/em><\/p>\n<h3 id=\"10-toc-title\" class=\"betterdocs-content-heading\">Security Officer approval<\/h3>\n<p><em>Note: If there is\u00a0<a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-set-up-preapproval-acces-for-flow\/\" target=\"_blank\" rel=\"noopener\">pre-approval enabled<\/a>\u00a0the workflow will be set to run right away, if not, a Security Officer must approve the request first to be executed.<\/em><\/p>\n<p>The Security Officer receives an email notification about the workflow and has to approve it. After that, the workflow will be set to run.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11200 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Tagg-email-1.png\" alt=\"GAT Flow approval request email\" width=\"1377\" height=\"822\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Tagg-email-1.png 1377w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Tagg-email-1-300x179.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Tagg-email-1-1024x611.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Tagg-email-1-768x458.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Tagg-email-1-360x215.png 360w\" sizes=\"(max-width: 1377px) 100vw, 1377px\" \/><\/p>\n<h3 id=\"11-toc-title\" class=\"betterdocs-content-heading\">Results<\/h3>\n<ol>\n<li>The selected Gmail label will be applied based on your chosen criteria.<\/li>\n<\/ol>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-11210 size-full\" src=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Results-of-applied-labels.png\" alt=\"Gmail Label with GAT Flow \" width=\"1594\" height=\"555\" srcset=\"https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Results-of-applied-labels.png 1594w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Results-of-applied-labels-300x104.png 300w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Results-of-applied-labels-1024x357.png 1024w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Results-of-applied-labels-768x267.png 768w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Results-of-applied-labels-1536x535.png 1536w, https:\/\/gatlabs.com\/knowledge\/wp-content\/uploads\/2024\/09\/Results-of-applied-labels-360x125.png 360w\" sizes=\"(max-width: 1594px) 100vw, 1594px\" \/><\/p>\n<h2>Availability<\/h2>\n<p>The &#8220;Apply Gmail Label&#8221; feature is available to all GAT Flow users, including domain administrators and auditors with workflow creation permission.<\/p>\n<h2>Relevant posts<\/h2>\n<ul>\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/setting-up-gmail-labels-in-bulk-with-gat-flow\/\" target=\"_blank\" rel=\"noopener\">Setting up Gmail Labels in Bulk with GAT Flow<\/a><\/li>\n<li><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/bulk-gmail-label-clean-up-with-gat-flow\/\" target=\"_blank\" rel=\"noopener\">Bulk Gmail Label Clean-Up with GAT Flow<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>What&#8217;s changing With GAT Flow, administrators can efficiently label any user\u2019s email with a specific Gmail label. Who&#8217;s impacted An administrator who has a comprehensive GAT Flow tool in their hands and can use it for a wider range of tasks, including marking messages in the user&#8217;s mailbox with appropriate Gmail labels. Domain users whose [&hellip;]<\/p>\n","protected":false},"author":11,"featured_media":9839,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[23],"glossaries":[],"doc_tag":[27],"class_list":["post-11061","docs","type-docs","status-publish","has-post-thumbnail","hentry","doc_category-email-audit","doc_tag-gat-flow"],"year_month":"2026-04","word_count":690,"total_views":"1012","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Monika","author_nicename":"monika","author_url":"https:\/\/gatlabs.com\/knowledge\/author\/monika\/"},"doc_category_info":[{"term_name":"Email Audit &amp; Management","term_url":"https:\/\/gatlabs.com\/knowledge\/tech-tips-category\/email-audit\/"}],"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 v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Label Emails in a User&#039;s Gmail Account with GAT Flow - GAT Knowledge Base<\/title>\n<meta name=\"description\" content=\"Easily apply Gmail labels to user accounts with GAT Flow. 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