Tools > Gmail Deletion

Add Policy

To create a new Policy, begin by clicking the  Add Policy button in the top right hand corner. 

Basic Info

The Policy configuration window will be displayed beginning on the Basic Info screen.

Here you will enter the following information:
  • Policy Name: Desired name of the configured policy.
  • Policy Type:
    • Standard Policies are general policies that can be configured to run either manually or on a schedule. 
    • New User Policies will only run when you create a new user. See New User Policies for more details.
  • Manual Run: Toggle whether the policy can be run manually or not.
  • Set Schedule: Toggle whether the policy can be scheduled to run automatically.
  • Description: Provide an optional description as to what the policy is configured for.

Click Next to proceed.

Select Actions

Next is the Select Actions screen.  From here, select the desired actions for the Policy from the 
the following available actions:
  • Add Send As: Add a send as address from any of your Verified Domain Aliases  and select the default send as address. 
  • Add To Group: Add the source user as a member to the specified group.
  • Remove From Group: Remove the source user from the specified group.
  • Suspend User: Simply suspends the user.
  • Unsuspend User: Restores user from suspension.
  • Set Organization: Move the source user to the specified Org Unit.
  • Change gPanel Role: Changes the target user(s) role within gPanel.
  • Force Password Reset: Force source user to reset password on next login.
  • Set Language: Set the source user's display language in Gmail.
  • Change Contact Sharing: Toggle whether the source user is included in Directory contacts.
  • Change gPanel Role: Change the source user's gPanel role.
  • Change IMAP: Toggle whether the source user will have IMAP access to Gmail.
  • Change Indicators: Toggle Gmail personal level indicators for the source user.
  • Change POP: Toggle whether the source user will have POP access to Gmail.
  • Change Shortcuts: Toggle whether the source user will keyboard shortcuts enabled in Gmail.
  • Change Snippets: Toggle whether the source user will have snippets displayed in Gmail.
  • Change Unicode: Toggle whether the source user will have Unicode encoding for outgoing messages.
  • Change Webclips: Toggle whether the source user will have Webclips enabled in Gmail.
  • Create Gmail Label: Create a label in source user's Gmail.
  • Remove Domain Findable Shares: Remove all "Anyone with a link" share on the specified targets Drive documents. 
  • Remove Public Shares: Changes all the users publicly available documents to "Anyone with link"
Click Add Selected to add the desired actions to the selected actions for the policy.  You can also click Add All
to add all of the actions to the selected actions list.

Click Next to proceed.

 Action Configuration

 In the Action Configuration screen, you will configure the actions you selected in the previous step.

 In the example below, for the Add To Group action selected you would enter the email address for the
 group and specify the role for the source user then click the addition sign to save the configuration. 

Once you have configured all of your selected actions, click Next to proceed.


You will now select the source users for the policy. You can add source users by email address, group membership, 
org unit, gPanel role, or the entire Domain by clicking the corresponding button to the right of the search field.

As you type in the search field, potential matches will populate in the sources list below.  Alternatively, by 
selecting the Browse tab, you can select the sources from all of the options available in your domain.

In the example below, we're adding all users in the US Sales org unit to the source list for the policy.  The actions
configured in the previous step will be applied to all users in this org unit when the policy is run.

Once you have selected all of your desired source users for the policy, click Next to proceed.


If you selected the policy to have scheduling enabled in the previous step, the Schedule screen will display.

Select either the days of the week, the days of the month, or Months you would like the policy to be run.  The select the time of day
the policy will run from the drop-down menu.  You can add multiple times for it to run by clicking +Add Time.

For Example: If you wanted to run a force password change policy on the first of the month, but only every 3 months, you would select the 1st of the month in Days of the Month, then which months you wanted it to run under Months.

If you would like to send email notifications after the policy has run, check the corresponding box under Configure Email 
Notifications and enter the user(s) who will receive the notifications.

Click Next to proceed.


The final step when creating a new policy is the Review screen.  All of the information about the new policy will be displayed.
Once you have reviewed the information, click Submit to create the new policy.