Definition

The Find Auto Forwarding action allows you to retrieve the auto forwarding settings for a Gmail account within Google Workspace. This action provides key details about whether email forwarding is enabled for a user, which email address is the destination for forwarded messages, and how incoming messages should be handled after forwarding. It helps administrators quickly check the auto-forwarding setup for users and ensure compliance with email management policies.

Key Capabilities:

Retrieves whether auto forwarding is enabled for a user's Gmail account.
Identifies the verified email address to which emails are forwarded.
Provides the disposition setting, which defines how forwarded messages are treated (e.g., left in inbox, archived, etc.).

Example use cases

1. User Email Configuration Audit
An IT administrator needs to audit users' Gmail auto-forwarding settings across the organization to ensure that emails are not being forwarded to unauthorized addresses.

By using this action, the administrator can retrieve the auto-forwarding settings for each user and verify that all forwarding addresses are verified and compliant with company policies.

2. Employee Offboarding Process
When an employee leaves the company, the administrator needs to ensure that their email forwarding is correctly set up to forward any remaining emails to their manager or another team member.

The administrator can use the Find Auto Forwarding action to confirm that the forwarding address is correct and that all incoming emails are automatically forwarded to the appropriate contact.

3. Email Forwarding Management
A company wants to automate and regularly check the auto-forwarding configurations of certain employees or departments, especially those in customer support or sales teams.

With this action, the administrator can retrieve the forwarding status and verify if all incoming support inquiries or sales leads are forwarded to the correct team.

4. Compliance Monitoring
An organization must ensure that no sensitive or confidential information is forwarded outside of the organization.

The administrator uses the action to review and confirm the forwarding settings, ensuring that all forwarded messages comply with the company's security protocols.

Inputs

1. Connection

The Connection refers to the Google Workspace Administration connection, which allows Zenphi to interact with Google Workspace services on behalf of the administrator.

Explanation:
To use this action, you need to upload a JSON credential file for a service account with domain-wide delegation enabled. This credential file will authenticate and authorize Zenphi to access and manage the Gmail settings of your users.
Supported Formats:
JSON file for the service account credentials.
Best Practices:
Ensure that the service account has the necessary permissions, including access to the Gmail API with domain-wide delegation. Follow the guide to create a Google Workspace Administration connection to configure this properly.

2. User Email

The User Email is the Gmail address of the user whose auto-forwarding settings you want to retrieve.

Explanation:
This is the specific email address of the user within the organization whose auto-forwarding settings need to be checked. It helps target the correct user for retrieving the forwarding settings.
Best Practices:
Use the correct email address format (e.g., [email protected]) to avoid errors when retrieving the forwarding information.

Outputs

1. Email Address

The Email Address is the email address to which all incoming messages are forwarded.

Explanation:
This is the recipient email address where the user’s incoming emails are automatically forwarded, if auto-forwarding is enabled. The address must be verified for it to be usable for forwarding.
Example:
[email protected]

2. Disposition

refers to the action taken on the original message after it has been forwarded.

Explanation:
This field indicates how Gmail handles the email after it has been forwarded. The options typically include whether the original email remains in the inbox, gets archived, or is deleted.
Example:
leaveInInbox, markAsRead, archive

3. Forwarding

Forwarding indicates whether all incoming emails for the user are being automatically forwarded to another address.

Explanation:
This field will show true if auto-forwarding is enabled, meaning all emails for the user are forwarded to another email address. If the value is false, auto-forwarding is not set up for that user.
Example:
true (if auto-forwarding is enabled), false (if auto-forwarding is disabled)

Example Scenario:

Scenario: Retrieving Auto-Forwarding Settings for a User

Situation:
You are an administrator for a Google Workspace organization, and you need to check the auto-forwarding settings for a specific employee, John Doe. John has been out on leave, and the company policy requires that all incoming emails for employees on leave be automatically forwarded to a manager.

Steps to set up the action:

Connection:

First, you will need to authenticate your Zenphi workflow by setting up a Google Workspace Administration Connection. Upload the credential JSON file for a service account with domain-wide delegation to allow Zenphi to access Gmail settings for your organization. Make sure the service account has the proper permissions to access Gmail settings.
User Email:

In the User Email field, enter John Doe's Gmail address (e.g., [email protected]). This is the user whose auto-forwarding settings you want to retrieve.
Run the Flow:

Once the flow is triggered, Zenphi will query the Gmail settings for John Doe and return details about his auto-forwarding settings.
Outputs:
- The Email Address output will show the email address where John’s emails are being forwarded (e.g., [email protected]).
- The Disposition output will indicate how the messages are handled after being forwarded (e.g., leaveInInbox or archive).
- The Forwarding output will indicate if auto-forwarding is enabled (true) or disabled (false).

Use Case:
By running this action, you can easily verify if John’s emails are being forwarded to the manager as expected. If auto-forwarding is not enabled, you can take the necessary action to set it up.

This example helps illustrate how you can retrieve forwarding settings for any user in your organization and ensure their emails are being handled correctly while they are on leave or unavailable.