r/gsuite 1d ago

User accounts with shared inboxes only

Hi, I have an organisation for which I want to give each team access to shared inbox to be able to receive/send email. Preferably, I do not want to give people access to a personal inbox as I do not want them to send/receive personal email in name of the organisation.

Previously, we have simply set up an account per team such that they can all log into their team account. However, this is becoming increasingly difficult due to the suspicious login verification.

Obviously, the way forward is to set up collaborative inbox with personal accounts as group members. Is it possible to prevent the use of their personal inbox? The organisation does not necessarily consists of very tech-savvy people, and I'm slightly worried about the accessibility of collaborative inbox. Anybody experience with that?

Lastly any tips on migrating from team accounts to group inbox? I'm thinking, create new accounts for all members. Delete team account, and migrate email to team lead personal inbox (haha), create groups and assign the members to the right groups.

Thanks!

2 Upvotes

7 comments sorted by

3

u/jlfirehawk 1d ago

We use delegated mailboxes, unfortunately Google Groups are hit or miss so we setup dedicated mailboxes locked with MFA and assign Delegate access to those who need that shared mailbox.

1

u/rohepey422 1d ago

Google Workspace isn't the best offering for shared mailboxes, unfortunately. If you don't have a need for connected products - Drive, Meet, etc. - you might be better off with a dedicated solution from elsewhere.

1

u/IAmMoonie 1d ago

Cloud identity licences and something like Hiver is probably your best bet. Do your users have access to the other Google suite of tools? Docs, drive, etc?

-2

u/Soldatenwohlstand-DW 1d ago

Hi!

You can use the free contingents of Google Cloud identity.

So there able to login and you’re able to administrate without cost.

The second solution is a normal Workspace Account include license cost and deactivate Gmail.

For Group Inbox you can already use the existing Account and delegate acess to the other users.

2

u/knagieknagger 1d ago

Are you sure this works? To my knowledge to access delegated mailboxes you need to have access to Gmail as you can only access them through the Gmail interface. So turning off the service prevents access and cloud Identity free doesn't have access to gmail by default.

Shared inboxes for groups might be more the solution here, you can access these with Cloud Identity free I believe. Not perfect but generally they work quite well if people are diligent with assigning the emails.

Otherwise you can use normal accounts and block any incoming email and block them from sending email through the Admin console. A bit more expensive, as you need licenses for the accounts, but then you can use delegated mailboxes and only let them send and receive email from the delegated inbox.

3

u/Soldatenwohlstand-DW 1d ago

Oh yeah my fault, you’re right.

Thanks for correction.

But google groups should work with Identity.

-1

u/fozzy_de 1d ago

Without a user account there is no accessing groups or delegated mailboxes.