Definition

The Delete Gmail Delegate action in Zenphi allows administrators to automatically remove a delegated user from a Gmail account within a Google Workspace domain. Delegates are users who have access to send, read, and delete emails on behalf of another user. This action streamlines the process of revoking such access without manual intervention, ensuring better email security, access control, and user management across your organization. By automating delegate removal, businesses can quickly enforce compliance policies, manage offboarding processes, and enhance account security efficiently.

Example Use Cases

1. Employee Offboarding Automation

Automatically remove delegated access when an employee leaves the company to ensure their mailbox remains secure and private.

2. Temporary Project Access Cleanup

Revoke email delegation granted to project team members once a project concludes, maintaining strict information boundaries.

3. Compliance and Privacy Enforcement

Regularly audit and remove unauthorized Gmail delegates to stay compliant with internal privacy policies or external regulations (e.g., GDPR, HIPAA).

4. Executive Assistant Reassignments

Easily remove old executive assistants from Gmail delegation when roles change, keeping executive inboxes limited to current authorized personnel.

5. Educational Institutions - Student Email Access Control

After the end of a school term, automatically remove teachers' or advisors' delegated access to student emails to protect student privacy.

Inputs

1. Connection

The Google Workspace Administration connection used to authenticate and authorize the action.

Explanation: This connection allows Zenphi to interact securely with your Google Workspace environment.
You must upload a service account credential JSON file that has domain-wide delegation enabled.

How to Set Up:
Follow this guide to create the necessary credentials.

Best Practices:

• Ensure the service account has sufficient permissions (specifically, Gmail API access and domain-wide delegation scopes).
• Keep your credential file secure and do not share it publicly.

2. User Email

The email address of the user whose account currently has one or more delegates.

Explanation: This is the primary user account from which you want to remove a delegated access.

Format: Must be a valid Google Workspace email address (e.g., [email protected]).

3. Delegate Email

The email address of the user who has been granted delegated access to the target mailbox.

Explanation: This is the delegate account you want to remove from having access to the primary user’s Gmail.

Format: Must also be a valid Google Workspace email address.

Best Practices:

• Ensure you input the correct delegate email to avoid accidentally removing access for the wrong user.
• If unsure, you can first list or audit existing delegates using other Gmail tools.

Example Scenario

Situation:
An employee, Sarah, has left the company. Before her departure, her manager assigned delegated access to her Gmail account to a coworker for backup purposes. Now that Sarah’s account is deactivated, the company needs to remove all unnecessary delegates from her mailbox to maintain security.

Solution Using Zenphi:
The IT administrator sets up the Delete Gmail Delegate action in a Zenphi flow. They configure it by:

• Connecting using a Google Workspace Administration connection with domain-wide delegation.
• Entering Sarah’s email as the User Email.
• Entering the coworker's email as the Delegate Email to be removed.

After running the flow, the coworker no longer has access to Sarah’s mailbox, keeping the company’s data secure and compliant.