Definition

The Find Gmail Delegate action retrieves information about a specific delegate assigned to a Gmail account within a Google Workspace domain. Delegates are users who can access and manage another user's mailbox without needing to know their password. This action allows administrators to quickly verify if a delegate exists for a user and check the delegate’s verification status. It's particularly useful for managing user access, ensuring compliance, and supporting operational efficiency across an organization.

Key capabilities include retrieving the delegate’s email address and determining if the delegate has completed verification to act on behalf of the mailbox owner.

Example Use Cases

1. Verify Delegate Access for Compliance
Quickly confirm whether a delegate has been properly added and verified for a user's Gmail account to meet internal compliance or audit requirements.

2. Automate Delegate Management Audits
Regularly retrieve delegate information across multiple user accounts to ensure that only authorized personnel have mailbox access.

3. Support Onboarding and Offboarding Processes
Check if delegation has been correctly set up when onboarding assistants or remove outdated delegate access when an employee leaves.

4. Monitor High-Risk Accounts
Retrieve and monitor delegate details for executives or high-risk users to ensure secure and appropriate email access management.

Inputs

Connection
A Google Workspace Administration connection. You must upload a credential JSON file for a service account with domain-wide delegation enabled. Here’s the guide to create one.

User Email
The email address of the primary Gmail account for which you want to find the delegate.

Delegate Email
The email address of the delegate you want to retrieve. The delegate is the user who has been granted access to the primary account's emails.

Outputs

Delegate Email
The email address of the user who has been assigned as a delegate for the primary Gmail account.

Verification Status
Indicates whether the delegate’s email address has been verified and approved to act on behalf of the primary Gmail account. This status shows if the delegation is fully active.

Example of using

**Scenario:**Imagine a company has a manager who is frequently away from the office and needs a colleague to manage their Gmail account during their absence. To facilitate this, the company sets up a delegate for the manager’s Gmail account. The IT administrator can use the "Find Gmail Delegate" action to retrieve the delegate information for the manager’s account.

Steps:

1. The IT administrator logs into the admin console with a Google Workspace Administration connection.
2. The administrator enters the manager’s email address in the "User Email" field and the colleague’s email (the one designated as the delegate) in the "Delegate Email" field.
3. The system fetches the delegate information associated with the manager’s account.
4. The administrator is provided with the Delegate Email and the Verification Status of the delegate.

**Purpose:**This action helps the IT administrator verify whether the colleague is properly set up as a delegate and if they have been verified to act on the manager’s behalf. This ensures smooth delegation of email management tasks.