Update to scope requested from Google mailboxes

Modified on Thu, 22 Feb 2024 at 08:49 PM

In the week starting 26 February 2024, Actionstep is changing the scope of access that it requests from a user when they connect a Google mailbox in Actionstep. This change in scope may trigger needing to reconnect an existing mailbox configured in Actionstep to be able to send emails.

In this article we talk about what the change is, how it might affect users and what steps users can take to continue to use their emails as normal.

Why are we changing the access requested from Google?

When you configure a Google mailbox in Actionstep you go through an authorization process where you login to your Google account and then approve for Actionstep to access certain data linked to your Google account. Actionstep has reduced the scope of what we request access to, removing unneeded information. This change ensures that your Google information is more secure. 

What will this change mean for me?

This change will only affect users who use a Google mailbox. It may not have any noticeable change but you may see an error when you go to send an email from Actionstep. It is possible that as you attempt to send an email out of Actionstep, Google will recognize the difference in the scope being used and that which has been authorized and they might ask you to re-authorize to confirm the new scope. 

An example of an error you might see if your mailbox needs to be reconnected.

How do I reconnect my mailbox?

Mailboxes can be either system mailboxes or personal mailboxes in Actionstep. 

  • Personal mailboxes are set per user. Only you can use a personal mailbox you setup
  • System mailboxes are configured in the admin page of Actionstep and can be used by any Actionstep user

Reconnect your personal mailbox

To reconnect your personal mailbox:

  1. Open the My Profile page by clicking on your name that appears near the top right of Actionstep.
  2. Under the section Email mailboxes, you will see the personal mailboxes you have configured. One will have "(GMail)" at the end of it. For the mailbox, click the Edit button.
  3. Click the Reconnect button.
  4. Follow the steps on screen to authorize your Google-hosted mailbox.

Reconnect your system mailbox

To reconnect your system mailbox you must be an admin user in Actionstep. You must also have permission to act on behalf of your organization. 

  1. Go to your Outbound Email screen under admin (Admin > Email & SMS > Outbound Email)
  2. Under the section System mailboxes, you will see the system mailboxes you have configured. You may have more than one system mailbox configured as a Google mailbox. Any that have "(Gmail)" at the end of it. For each applicable mailbox, click the Edit button.
  3. Click the Reconnect button.
  4. Follow the steps on screen to authorize your Google-hosted mailbox.

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