GSuite Shared Mailboxes / Delegate Access and Sent on Behalf of

[mowgli82]

Hi Guys,

 

Our office and admin mailboxes are setup as standard mailboxes and the office staff have delegated access.

 

We have setup their accounts under the accounts tab in GMail mailboxes of "admin" and "office" so when they compose an email from their accounts they can select who it comes from in the "from" field. this works fine until they reply to a message, when they reply to a message the recipient can see office@.... on behalf of staff.name@school....

 

Does anyone know of a clever way to stop this behavior? I have a feeling its not possible but was wondering if something can be done in the routing area in gmail.

 

How do other people overcome this or is it just my school being a pain....

[jthompson]

We make delegates do any sending/replying directly from the other mailbox.

[gh5000]

Are the messages you are replying to in the staff.name inbox? Are they originally sent to the office@ and forwarded on.

 

I would second just using opening the delegated mailbox as a second tab. No send as configuration.

[mowgli82]

@jthompson - that was my response but coming from LGFL where they can do it via Outlook (i don't want to use outlook) apparently its too much effort to manually login to another mailbox.

 

@ghanel the messages are in the office@ mailbox composing a new message works fine, its the replying that's the issue. I think my work around will be to setup multiple "person" accounts in chrome then instead of accessing via delegated access they click on the profile tab in the chrome browser and select office or admin.

Edited November 20, 2018 by mowgli82

[jthompson]

Just noticed today actually that if [email protected] hops into [email protected] as a delegate (i.e. switching to a delegated mailbox using the account menu top right) and replies to a message sent to [email protected], the recipient will see the sender as "School Office (sent by [email protected])". So delegate access may not give the result you're after anyway.

[gh5000]

Having moved away from LGfL staffmail over the summer myself as well, we did set up a few admin staff on outlook with the sync tool. If you set your from address in outlook or reply to an email in a delegated inbox you then it doesn't show the on behalf of. But I do find it only shows the email address eg [email protected] and not the nice "Office at Some High School" names that I set up.

 

Looking like different chrome people may be the way to go.

 

Someone could argue that with the "on behalf of" there is traceability if you have a larger office team.

[mowgli82]

@ghanel I wanted a clean break from Outlook to encourage them to use the whole "web based" services. I have no problem with the "sent on behalf of" but apparently there have been instances with parents replying to the on behalf of email address which they don't want.

[gh5000]

Yeah parents always come up with some way of screwing up your plans.

 

No outlook was my plan too...maybe got 10/110 on there still. Migrating any data from staffmail happened only for a few people which was the more time consuming thing.

[DGardiner]

Are the messages you are replying to in the staff.name inbox? Are they originally sent to the office@ and forwarded on.

 

I would second just using opening the delegated mailbox as a second tab. No send as configuration.

 

we have ours delivered via google groups to the persons responsible for them with a [PREFIX] and if anyone wishes to send as the mailing list they can just add send as addresses - google authenticates you have access to the address before you can use it so no harm

Edited November 20, 2018 by DGardiner

[gh5000]

we have ours delivered via google groups to the persons responsible for them, and if anyone wishes to send as the mailing list they can just add send as addresses.

How does someone know that another person hasn't replied yet?

[mowgli82]

we have ours delivered via google groups to the persons responsible for them, and if anyone wishes to send as the mailing list they can just add send as addresses.

 

I thought about doing that but they wanted to set Out Of Office during the holidays etc which i didn't think you could do with Groups...

[gh5000]

I thought about doing that but they wanted to set Out Of Office during the holidays etc which i didn't think you could do with Groups...

Should be able to setup auto replies for each group.

[DGardiner]

How does someone know that another person hasn't replied yet?

 

Our offices are usually 2 person teams and they manage it between themselves.

 

we have found delegated mailboxes to be too clunky, this way they only have one thing to keep on top of

[DGardiner]

Should be able to setup auto replies for each group.

 

 

turns out you can!

[gh5000]

Our offices are usually 2 person teams and they manage it between themselves.

 

we have found delegated mailboxes to be too clunky, this way they only have one thing to keep on top of

Cool. If it works for you then great. I think delegated mailboxes are clunky too. One thing I've setup is a twice daily email to each delegate that says you have X number of unread emails in Y shared mailbox, so that they aren't checking all the time. We have loads of shared mailboxes though. Departments, heads of year etc for parents to email and people to email parents so it's a bit of a pain for everyone to constantly check the mailbox.

 

On Google groups could your office staff post a reply in the actual group and a reply goes to the parent. Never tried it...and even if it did work it's probably another clunky configuration

[DGardiner]

Cool. If it works for you then great. I think delegated mailboxes are clunky too. One thing I've setup is a twice daily email to each delegate that says you have X number of unread emails in Y shared mailbox, so that they aren't checking all the time. We have loads of shared mailboxes though. Departments, heads of year etc for parents to email and people to email parents so it's a bit of a pain for everyone to constantly check the mailbox.

 

On Google groups could your office staff post a reply in the actual group and a reply goes to the parent. Never tried it...and even if it did work it's probably another clunky configuration

 

if they were to manage it all on groups i think you can run it like a service desk as it can filter by not replied etc but not sure how useful it is as ive not touched it