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Enable access and Synchronize for Google Workspace subscription

Payal Arya
  • Updated

Description

An important step in configuring your Exclaimer Cloud - Signatures for Google Workspace subscription is to authorize Exclaimer Cloud to read user data from your Google Workspace directory (and maintain a replica in an Exclaimer Cloud database). This data is used to populate the contact details in your signature and can be used to control which users get which signature.

Once you have successfully authorized Exclaimer Cloud to read user data from your Google Workspace directory to an Exclaimer Cloud Signatures database so that it can be applied to your email signatures - you need to start the synchronization process.

The synchronization process synchronizes the contact details of all members or, if required, selected members with Exclaimer Cloud so signatures can be applied to their email messages.

Please click on the required options listed below to go through the detailed description:

Enable Access to Google Workspace

How to access it?

To access the Enable Access to Google Workspace option during the initial setup: 

REQUIRED! You need to use your Google Workspace Super Admin credentials to configure your Exclaimer Cloud - Signatures for Google Workspace subscription. 
  1. From the left-hand pane, click Configuration, then select Connect to Google.
    NOTE: The options within Connect to Google are only available during the initial setup. Once you have successfully configured your Exclaimer Cloud - Signatures for Google Workspace subscription, this section will not be available. 
    If required, you can edit the configuration settings via Manager User Data, Manage Mail Flow and Gmail Signatures.
  2. In the right-hand pane, under the Synchronize User Contact Details section, the INSTALL option is enabled:

To access the Enable Access to Google Workspace option after the initial setup: 

  1. From the left-hand pane, click Configuration, then select Manage User Data.
    NOTE: Manage User Data, Manage Mail Flow and Gmail Signatures are only available once you have successfully configured your Exclaimer Cloud - Signatures for Google Workspace subscription. 
  2. In the right-hand pane, under Enable Access to Google Workspace, click INSTALL:

Enabling Access to Google Workspace 

REQUIRED! You need to use your Google Workspace Super Admin credentials to configure your Exclaimer Cloud - Signatures for Google Workspace subscription. 

To install Exclaimer Cloud in Google Workspace to synchronize your contact details and update email signatures in Gmail: 

NOTE: Editors only have access to the START SYNC button to trigger a data synchronization. For more information on permissions, please see the Difference between Editors and Admin?
  1. Click INSTALL:



  2. Choose an account that has Google Workspace Super Admin permissions. 
    Example:



  3. Once you have selected the required account, you are prompted to grant access to Exclaimer Cloud to access your Google account:

  4. Click Allow to grant permission and verify the installation.

  5. The wizard will check for any existing Exclaimer Cloud G Suite application installation. The Verifying Application Installation message will be displayed on the screen.


    Once it is confirmed that the application has not already been installed, you need to complete the application installation.

    The Google Workspace Marketplace screen is displayed. Click Install:
  6. Click Admin install to continue:
  7. The Domain wide install window is displayed:



    WARNING! It may take up to 24 hours for this app to be installed for your entire Google Workspace domain or organizational unit.
  8. Click CONTINUE to grant permission for the Exclaimer G Suite app to be installed.
    A summary of access requirements is displayed:



  9. Select for whom you wish to automatically install the app:

    - Everyone at your organization
    or
    - Certain groups or organizational units

  10. Select the consent for the Terms of Service and Privacy Policy at the bottom of this page.

  11. Click FINISH to proceed.

    A window is displayed with the message that Exclaimer G Suite has been installed:



  12. Click DONE to close the window. 

  13. Once the verification has been done, you will be directed back to the Synchronize User Contact Details section with the message highlighting that the Application Successfully Installed:



    Once the Exclaimer Cloud has been successfully installed in Google Workspace, you can start to synchronize your user contact details and update the email signatures in Gmail.
    Next Steps: Once you have confirmed these details and granted the required permissions, you are directed back to start the process of synchronizing user contact details.
    Have you got a question? Please take a look at our Frequently Asked Questions page.
Synchronize user contact details 

How to access it? 

To access the Start Sync option during the initial setup:  

  1. From the left-hand pane, click Configuration, then select Connect to Google.
    NOTE: The options within Connect to Google are only available during the initial setup. Once you have successfully configured your Exclaimer Cloud - Signatures for Google Workspace subscription, this section will not be available.
    If required, you can edit the configuration settings via Manager User Data, Manage Mail Flow and Gmail Signatures.
  2. In the right-hand pane, under the Synchronize User Contact Details section, Start Synchronization is enabled only when access to Google Workspace has been enabled: 

To access the Start Sync option to after the initial setup: 

  1. From the left-hand pane, click Configuration, then select Manage User Data.
    NOTE: Manage User Data, Manage Mail Flow and Gmail Signatures are only available once you have successfully configured your Exclaimer Cloud - Signatures for Google Workspace subscription.   
  2. In the right-hand pane, under the Start Synchronization section, are the relevant options:

Synchronizing user contact details 

REQUIRED! You need to be logged in as an Exclaimer Cloud Administrator to edit the synchronization options. 

To synchronize user contact details: 

NOTE: Editors only have access to the START SYNC button to trigger a data synchronization. For more information on permissions, please see the Difference between Editors and Admin?
  1. You can either synchronize the contact details of all members within your organization with Exclaimer Cloud or synchronize the contact details of only the limited users within the selected Google Workspace group.

    - Select Synchronize all users to synchronize the contact details of all members of your organization with Exclaimer Cloud. 

    or

    - In the Synchronize only users in this group, enter the email addresses of only those members of your organization whose details you wish to synchronize with Exclaimer Cloud; this is a predictive text field, so any matched groups will be shown as you start to type. Select the required group whose user contact details you want to sync with Exclaimer Cloud.
    NOTE: The Synchronize only users in this group option is useful in scenarios where you don't want the contact details of all members within your organization to be synced with Exclaimer Cloud. For example, a large organization using Google Workspace has branches worldwide. But, only the UK branch employee contact details need to be synced with Exclaimer Cloud. This feature allows IT Admins to sync only specific Google Workspace groups with Exclaimer Cloud. 
    Example:


    WARNING! By enabling the Synchronize only users in this group option, all user data for people outside this group will be removed from the database.
  2. Click START SYNC to start synchronizing the data from Google Workspace.

    - If you are in the process of configuring your Exclaimer Cloud - Signatures for Google Workspace subscription, then the synchronization process will continue in the background while you proceed with the setup. When the synchronization process is successfully completed, a confirmation message is displayed.
    Next Steps: Once you have completed the synchronization process, you need to select how you wish to apply your email signatures: Server-side or client-side.

    - If you are manually synchronizing the contact details, then a confirmation message is displayed along with the date and time when the sync was completed.
Have you got a question? Please take a look at our Frequently Asked Questions page. 

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