Connecting your Gmail service through Google Workspace to TeamScore involves a unique setup compared to typical configurations. This is because Gmail does not allow admin-level access across an entire domain's mailboxes via their API. Instead, TeamScore utilizes email forwarding to capture important email metadata such as headers.
What TeamScore Captures from Emails
TeamScore never captures content from the work that your team does, and this also applies to emails. TeamScore only processes email headers, which include:
- Sender's name and email address
- Recipient's name and email address
- To, CC, and optionally BCC details
- Subject of the message
- Timestamp of when the email was sent
Step-by-Step Setup Instructions
Step 1: Log into admin.google.com
Access Google Workspace Admin Console by going to admin.google.com.
You will need to be an admin on your account to log in and make this change.
Step 2: Navigate to Apps > Google Workspace > Gmail and then Content Compliance
Once you've logged in, you should just be able to straight to this link: https://admin.google.com/ac/apps/gmail/compliance and go to Step 3 below. If that doesn't work, follow the screenshots below.
On the left, open up the menu to access the Gmail settings. by going to Apps, then Google Workspace, then Gmail.
Scroll down, and then go to Compliance (highlighted in yellow)
Step 3: Create a Content Compliance Rule
In the Compliance section, scroll down to Content Compliance and click Configure (highlighted in yellow).
This will bring you into a modal for creating a new rule.
You can give the rule any name you like - we have called it "TeamScore Tracking" in the screenshot below. Then choose "Outbound" and "Internal - Sending". This ensures you're only sending TeamScore the emails your team are sending - whether they are going to external recipients or colleagues only.
Then you need to add an expression - leaving it empty means will never match a message. A simple match will work - just enter your domain and it will match any email you send (shown in yellow as acme.com below).
Once you have created the content match, you can scroll down and tell Gmail that you want to add another recipient. This is in effect providing a BCC recipient for the TeamScore service.
Click on "Add" and enter the recipient as track@mail.teamscore.io
If you're using our European infrastructure, your destination email address will be track@eu-mail.teamscore.io.
Click Save to add the recipient address, and then click Save to save the overall Rule and you're done!
Additional Tips
- This configuration will automatically forward copies of all outgoing emails sent by your team members, whether to clients or colleagues, for capture by TeamScore.
- You can enhance filtering by adding specific header checks or exclusions for certain senders or email content to prevent unwanted forwarding.
- The forwarding rule can be disabled at any time if you no longer want to use this functionality.
This approach leverages Google Workspace's compliance features to securely and efficiently integrate Gmail email data into TeamScore, helping your team stay organized and informed.