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onleeDesk Admin domain installation
onleeDesk Admin domain installation
onleeDesk is a Google Workspace application (link) that needs to be installed by a Super Admin of the Google Workspace domain.
During installation process you can install the application for the entire domain or just for the users that will use the application, you can do that by using a Google Groups.
Click on "Admin install"
Select to install the application for the entire domain or a group.
Full domain installation
Full domain installation
Google Groups installation
Google Groups installation
In the second window select the group that contains all the users.
⚠️ The group must contain all the users that will use the app. It means account that will share the mailbox and account that will receive the sharing.
Create a Gmail Shared Mailbox
Create a Gmail Shared Mailbox
1. Click button "Create new shared mailbox"
2. On the new screen select to share the primary email or an alias.
Display Name : The name that will be displayed when Shared user reply, make it clear for recipient of emails.
Label : Label that will be used in the the sahred users mailbox. Make it clear for the people with who you will share emails.
⚠️ Depending subscription you can select or not to share an alias.
3. On the home page you can see the Shared Mailbox.
Click the button to add a new member.
4. Enter the email of the user to share mailbox.
One email at a time.
Click "Add Member"
⚠️ User will receive an email to inform him of the Shared Mailbox access. Each user must accept invitation.
Trigger installation
Trigger installation
During the setup process, Shared mailbox creation or invitation validation, onleeDesk will request one time to create trigger this is required for the synchronisation.
Follow the process on the screen.
Create a Shared Mailbox from an Alias
Create a Shared Mailbox from an Alias
onleeDesk is the only application that give you ability to create a shared mailbox from an email alias. Follow these steps to create a Gmail Shared Mailbox from an alias.
Google Workpace Admin must create the alias for the user in the admin console.
User go to the settings of Gmail, "Accounts" tab. Direct access : link.
Click "Add another email address".
In the pop enter a display name and the email alias you just added at step 1 for the account.
⚠️Do not uncheck "Treat as an alias"
Follow the process display on the pop up to add the alias.
Depending your subscription you can now select the alias in the "Create new Shared mailbox" of onleeDesk.
🔈 Check how you money you can save using Alias shared mailbox feature of onleeDesk : Calculate
How synchronisation works
How synchronisation works
Received message : Message are received by the Workspace account that create the Shared mailbox. User that receive Shared mailbox access will synchronize emails received by the source account and make a copy the each new emails received.
Sent message : When an access to a Shared mailbox is setup the user can reply as the Shared mailbox to emails received.
When the user reply to an email, at next synchronisation the sent emails are copied to the source account. When others accounts perform synchronisation they make a copy af all new sent and received emails.
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