Inside the Email Content Search tab, you can search for emails across your organization’s Gmail accounts for specific emails.
Here you can search for all the emails sent to or from a particular user on your domain. The search can also take many common Gmail search operators, for example you could search for email sent to a particular user that were ‘Unread’, click on ‘Search tips’ to open a new page to view all search operators that are available.
You will notice that there are two additional input fields for User /group and Org. Unit this can be used to limit your search to specific users’ accounts so that the search is finished quicker because the scope is better defined. If you select Org. Unit you can include its sub Org. Units as well. On the other hand if you wish to narrow the search by using the User / group field be aware that this field can take any Google Group email address.
Here is an example in which I am searching for any email that contains the sentence “security keys” which is newer than 7 days and the emails must have an attachment. I have limited to the search only to members of Sales group within our organization. This will speed up the search drastically.
When the results appear select some or all emails in the result table by clicking on the checkboxes next to the subject of the email or clicking the top checkbox next to the Subject heading. After you have selected the emails click on the Email Operation drop-down menu and click on ‘Access permissions granted’.
Click on ‘New Request’ to send this search to a Security Officer for their approval to allow you to read or download copies of these messages. Decide for how long you want to have access to these emails and enter a custom message to your Security Officer with your request.
The Security Officer will receive an email detailing the the access request being made. They can click on the link in the email to approve.
Once approved the Super Admin will receive an email in return notifying them of the SO decision.
It will look like this.
Once you receive this email, refresh the Current request list to see access grants that have been changed from pending to granted. These requests will now have a check mark beside them. Click on ‘Activate Grant’.
Each email can be read or downloaded individually by clicking on the Action button beside them.
To download all the emails click on the top checkbox which will select every email within the result table. Now click on ‘Email Operations’ drop-down menu and click on Download e-mails.
Downloading individual emails will occur almost instantaneously. Downloading all the emails takes some time. We have to retrieve the emails and add them to a zip as PDFs. Allow about 10 minutes for every 100mb of emails. To make it efficient we will create the download zip file on one of our servers and will create a link for you to bring down the zip to your own PC or server.
A password is generated and sent to your email address, use this password to be able to view the contents in the zip file because all of the PDFs will be password protected.
If the download is big, you can complete other audit tasks or grab a coffee. When you return to GAT+ go to the Admin Log in the Configuration section.