Integrating Your Google Workspace Group Email with TrustWorks

At TrustWorks, we recognize the importance of having a flexible and professional communication channel with your clients. In addition to personal Gmail accounts, TrustWorks also supports the integration of Google Workspace Group Emails. This allows your team to send emails directly from a shared group email address, creating a unified communication experience.

This guide provides a step-by-step process for integrating your Google Workspace Group Email with TrustWorks, including using SMTP relay routing and application-specific passwords.


Before you begin, ensure you have the following:

  • Google Workspace Admin Privileges: Required to configure SMTP relay routing.
  • Access to the Group Email: The user account you use must have permission to send emails on behalf of the group email.
  • Application-Specific Password: You must enable 2-Step Verification (2FA) for the account being used to authenticate, as app passwords only work when 2FA is enabled.

Tip: For better security, consider creating a dedicated user account (often referred to as a "dummy user") with permission to send emails on behalf of group emails. Use this user for the authentication process to avoid sharing personal email credentials.

Step 1: Enable 2-Step Verification (2FA) and Generate an Application-Specific Password

  1. Go to your Google Account settings.
  2. Under the "Security" tab, find the Signing in to Google section.
  3. Click on 2-Step Verification and follow the instructions to enable it if it is not already active.
  4. Once 2FA is enabled, navigate to App Passwords.
  5. Sign in again, if prompted, and choose "Mail" as the app. Select "Other" as the device and name it “TrustWorks.”
  6. Google will generate a password. Write this down as it will be used for the integration in TrustWorks.

For more information on app passwords and 2FA, visit Google's support page.


Step 2: Set Up SMTP Relay Routing in Google Workspace

Next, you need to configure the SMTP relay settings in your Google Workspace account to allow TrustWorks to send emails from your group email:

  1. Log in to the Google Admin Console using your admin credentials.
  2. Go to Apps > Google Workspace > Gmail > Routing.

  3. Scroll down to find the SMTP relay service and click on Add setting.

    Configure the SMTP relay settings:

    • Allowed senders: Select "Only addresses in my domains."
    • Authentication: Choose "Only accept mail from the specified IP addresses." Set the IP range to 99.81.250.199/32 (TrustWorks production static IP address).
    • Alternatively, you may use Require SMTP Authentication, but this method requires additional testing.
    • Encryption: Ensure that encryption settings are enabled.

  4. Save the configuration.

Step 3: Integrate Google Workspace Group Email with TrustWorks

Once the SMTP relay is configured, you can now integrate the group email with TrustWorks:

  1. Log in to your TrustWorks account.

  2. Navigate to the Integrations section and select Email as the integration type.

    Fill in the integration details as follows:

    • SMTP Server Address: smtp-relay.gmail.com
    • SMTP Port: 587 (for TLS/STARTTLS connections)
    • Username: Your Google Workspace user email (the one with permissions to send on behalf of the group email).
    • Password: The application-specific password generated in Step 1.
    • Sender Address: Your Group Email address (the email you want to appear as the sender).
    • Sender Name (optional): The name you want to appear as the sender in your emails.
  3. Click Test Connection to ensure the setup is correct.

  4. Once the test is successful, click Save. Your Google Workspace Group Email is now integrated with TrustWorks.

Troubleshooting

If you encounter issues during the integration, here are some tips:

  • Verify that SMTP relay routing is correctly set up in your Google Admin Console, especially the allowed senders and authentication settings.
  • Ensure the application-specific password is correctly entered.
  • Check that the IP address used in the SMTP relay matches the TrustWorks production IP: 99.81.250.199/32 .
  • Make sure encryption is enabled during SMTP relay configuration.

By following these steps, you can streamline your communication process by sending emails directly from your Google Workspace Group Email within TrustWorks. This ensures a professional and cohesive communication strategy across your team.

If you need assistance or have any questions during the integration, don't hesitate to reach out to our support team for help.

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