JacksonK.52224 (Customer) asked a question.
Workflow to transfer drive files and emails from departing user
Hi, I'm trying to enable a workflow that will allow us to enter a departed user's information in a google sheet and run for each new flow, taking the information from the sheet for departing user's email, person to transfer drive files to, person to forward emails to, then deactivate account.
Questions I have is the fields in the google email forwarding:
What should be put in "service account" field? Is it the offboarding user? Or is it one of our google admin gmail accounts?
Also, what kind of forwarding email does it do? When we forward emails from google admin, we want to make sure it forwards emails from both recognized and not recognized addresses and not forward spam if possible.
Hi @JacksonK.52224 (Customer),
Thank you for posting on the Okta community page!
I have done some research and the "service account" field should be populated with the account of an admin that has enough permissions to perform these actions.
Additionally, the Forward Emails card makes a call to the Gmail API to forward emails from the called address to the delegated forwarding address. Which type of emails are forwarded is not configurable via the Workflows card, though it is my understanding that any message Gmail has classified as Spam will not be forwarded via forwarding rules, but it seems that it mostly depends on the email's configuration on the Gmail side.
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Got it, thank you. I think it would be best if our IT group has a dedicated IT admin google account. Or maybe we can just put a field in google sheets for the google admin that will be taking care of the offboarding.
For emails go, I will do tests. Not forwarding spam is good. As long as it forwards emails from known and unknown senders.