Redirect permission requests to library administrators

This article requires actions taken by a G Suite super administrator.

You should only apply this procedure if your organization is using Gmail as its email system.

If you do not, ask your email system administrator to set up forwarding rules of all your storage accounts to the following email address: aodocs-permission-requests@ao-docs.appspotmail.com.

1. Why do you need to set a forwarding rule for the storage account?

If you have not yet implemented this rule, when a sharing request on an AODocs document is asked by a user, this request is sent by email only to the storage account.
Being a technical account, if no one regularly accesses the mailbox of the storage account, the sharing requests will not be received and treated by the adequate person; the sharing requests will be lost.

By implementing the simple forwarding rule described in this article, you will:

A. identify (tag) via a group which is(are) your storage account(s);
B. redirect the sharing request emails received by the storage account(s) to AODocs via this specific AODocs email address aodocs-permission-requests@ao-docs.appspotmail.com;
C. when the emails reach AODocs back-end, AODocs performs a triage to assign the sharing request to the corresponding library administrator;
D. AODocs sends emails to the corresponding library administrator;
E. the library administrator can treat the sharing requests of the users. 

2. How do you configure a forwarding rule for storage account?

1. Create an admin Group

As a G Suite super admininstrator, create an admin group from: admin.google.com > Groups > Create Group.

We advise you to configure as follow:

Name: AODocs Emails Forwarding Group

Email address: aodocs-emails-forwarding@yourdomain.com

Creating a new Admin Group

Description: This Google Group is used in the G Suite Control Panel email routing rules to forward all the emails received by the AODocs storage accounts to AODocs Application.

Type: Restricted

Note: As long as you are using AODocs in G Suite, do not delete this Admin Group

2. Add the storage account(s) to the newly created admin Group

If you have multiple storage accounts, add them all as members to the newly created group. In our example, we are adding the storage account aodocs@demo.aodocs.com to the group aodocs-emails-forwarding@demo.aodocs.com.

Adding the storage account to the admin group

3.Create the forwarding rule in Google

Go in Apps > Gmail > advanced settings > Routing Rule

If you have more than one organization, set up the following routing rule at the root organization. Configure the routing rule with the following settings (leave empty the settings not mentioned):

Short description:
Used to forward the emails sent to the AODocs Service Accounts to AODocs.

           1. Messages to affect
               Inbound
               Internal - receiving
           2. Envelope filter
               Only affect specific envelope recipients
               > Group membership (only received mail)
               Select Group: AODocs Emails Forwarding Group (aodocs-emails-forwarding@yourdomain.com)
           3. For the above types of messages, do the following
               Modify message:
               Also deliver to: aodocs-permission-requests@ao-docs.appspotmail.com

 

Configuring the forwarding rule

Configuring the forwarding rule

Save the routing rule.


Saving the forwarding rule

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