You can also archive your mail traffic audit-proof with Gmail / Google Workspace – via a journal mailbox. Using a compliance rule, Google automatically sends a copy of every incoming and outgoing message to a separate journal mailbox that Aktenplatz reads. This is the only way to capture mail traffic seamlessly and tamper-proof – the simple Google Sync Connector accesses the account directly and is not audit-proof.
Requirements
- Google Workspace with administrator access to the Google Admin console (admin.google.com). Note: a free @gmail.com account does not offer journaling – there only the Google Sync Connector is possible.
- A journal mailbox as the target. You obtain it via Aktenplatz support.
1. Request a journal mailbox from Aktenplatz support
Get in touch at support@aktenplatz.de. We provide a journal mailbox and give you the target address that Google should send the copies to.
2. Enable comprehensive mail storage
Open the Google Admin console → Apps → Google Workspace → Gmail → Compliance and enable Comprehensive mail storage. This ensures that really all messages are captured – including those sent via other clients.
3. Create a content compliance rule for forwarding
In the same area, under Content compliance, create a rule that matches all incoming and outgoing messages and choose the action to deliver an additional copy to another address ("Add recipients" → "Also deliver to"). Enter the target address of the journal mailbox provided by support and save.
4. Connect the journal mailbox to Aktenplatz
In Aktenplatz, open the project settings (gear icon) → Interfaces → Mail → External mail accounts → Add and connect the journal mailbox with the credentials provided by support (via IMAP, so the messages remain on the server). Check with Test connection and save. Details on this step are in Synchronising Mails.
Done – Google now sends a copy of every message to the journal mailbox, and Aktenplatz archives it audit-proof and assigns it automatically to the matching records.