Google Workspace - Delegated Mailbox - Save attachments to Drive

[gsk]

Hi All,

 

I’ve just started with a place who heavily rely on sharing generic accounts such as [email protected]

 

I want to delegate these generic mailboxes to users so that nobody is logging in directly as ‘invoices@‘. I’ve used GAM to do the delegation but the problem that was identified within 5 mins was:

 

When they log in directly they have the option to save all attachments (eg invoices) to a Drive. When they are using it as a delegated mailbox, this option disappears.

 

What am I doing wrong? Or what can I do to workaround whatever’s wrong?

 

Thanks,

[jthompson]

I don't think you're doing anything wrong. I wouldn't have thought that that feature would be available when accessing a mailbox as a delegate, since the delegated access covers only the mailbox and not Google Drive.

If you're using Windows and have Google Drive for Desktop deployed, then your users could make use of that to most easily move files into Google Drive locations from their downloads folder.

[David44]

Do you mean the user that has delegate access to the invoices mailbox can't save attachments to the invoices user Google Drive? I would expect that to be the case as jthompson says, they only have access to the mailbox not the account, but they should be able to save to their own Google Drive or a Shared Drive. I think a Google Shared Drive is probably the answer too.

[gsk]

Hi, Thanks for the responses. I should have been clearer. I was hoping that the user Jbloggs would be able to access the invoices mailbox and save things to whatever Shared Drives Jbloggs has access to.

[jthompson]

Jbloggs would need to do a regular download of the attachment and then save those to whatever Shared Drive. Either saving/moving the downloaded file(s) into place via Google Drive for Desktop, or dropping/uploading the downloaded file(s) into place via the Google Drive web app. Both of which you've probably already reverted to doing anyway.

[gsk]

Thanks. It seems it's a big enough issue that they want to find a way to continue logging in locally but make 2SV work for multiple users of the same credentials.

[DGardiner]

Id personally be using google groups for this type of thing.

[jthompson]

Thanks. It seems it's a big enough issue that they want to find a way to continue logging in locally but make 2SV work for multiple users of the same credentials.

 

Shared 2SV is perfectly possible if that's what you're having to do. When setting up T-OTP (i.e an authenticator app), store the secret or the QR code and just reuse it when setting up each person's authenticator app. If you have security keys, just add each one (I don't know if there's a limit to how many security keys an account can have).

 

I'd make sure that they use Chrome profiles to keep accounts separated in their browsers, too.

[gsk]

Thanks. I'm going to have a play and see if a collaborative inbox will do what's needed, if not we'll fall back to multiple security keys. I like the idea of storing the QR code secret- I think that's a good no-cost option, but i'm slightly nervous that Google will follow MS and insist on using Push Notifications, which I'm not sure will work using the stored secret method.

 

If anyone else has any ideas, the stand-out features we need are:

 

Desirable - the ability to track sent items without having users needing to copy in the group email address

Essential - 2SV enabled

Essential - Transfer files to Drive directly from Gmail without downloading

[jthompson]

T-OTP won't be going anywhere anytime soon.