[Progresso] Shared email accounts

[Ditto]

To date we have a Gmail account that several staff access. E.g. [email protected] etc. Several staff use this account. The same staff access progresso and it's linked to the Gmail account. I don't feel this is good practice. From a data protection and auditing point of view, it prevents proper differentiation of who is doing what. So I feel I need each member of the office to have their own account, each to have their own email account, but allow them all to see the unified 'Office' emails and to be able to send out from that account as one. Perhaps this is more of a GSuite question? Mods. - feel free to move forum if necessary. I'm interest how others handle this?

[AlanD]

I see nothing wrong with allowing multiple (but restricted) users to "read" from a mailbox such as this. You might consider advertising several such mailboxes for different purposes and accessed by different staff.

 

...but I wouldn't be allowing anyone "send as" permissions on that account - so it can be clearly identified who replied - and what they said.

[fiza]

We set up an office@ account and then each member of office staff have their own account but get delegated access to the office account.

[Ditto]

This sounds like the sort of setup that makes sense. Is this is a GMail/GSuite setup or M$? I'd need to know the steps to implement in the former.

[fiza]

Gmail, just set up a regular gsuite account with a complicated password, login as that user, go to account settings and set up delegated access by going to "grant access to my account". Choose which accounts you want to give delegated access to and they will receive a confirmation email asking them to accept the delegation. They then have access from their account to this one. It opens in another tab for them so their email account is kept separate.

[djrscally]

Yeah I'd split that out; separate Progresso accounts for every single staff member and give them delegated access to the mailbox. I do also have a "dummy" account for joint mailboxes like that in Progresso (I.E a staff member called "Admin Office" or "ICT Support Team" or whatever) but it only exists so report subscriptions can be sent to those mailboxes - the user accounts don't have permissions for anything else.