help guide

123 Confirm before Send

Description of 123 Confirm before Send

When to use it

The Google Workspace™ extension for Gmail™ requires confirmation for external recipients. It prevents data leakage due to autocomplete feature for names. The add-on solves the problem of misaddressed emails and preventing data leakage.

Easy to deploy: Deploy the add-on to your users via the guide below, utilizing standard Google admin procedures
Central configuration: You decide for which email domains the add-on will intercept emails.
Scalable: Deploy the add-on to specific users, or all users, you decide there is no limitation on scalability
Works anywhere: the add-on works on any web browser and in the Gmail™ Android & iPhone app.

Screen by screen explanation

First time use

If the add-on is NOT authorized (e.g. first time usage), it will show the default Google add-on access card to ask for your permission.

Click the link “AUTHORIZE ACCESS”.

A list of required authorisations appears, see for explanation the privacy statement.

1 - Confirm email icon

In every new email that you start, you will see the 'Confirm email' icon. Click the icon to start the confirmation of the recipient list.

2 - Confirm email recipients

The add-on will show all email recipients.

It shows which ones are in the TO, CC or BCC.

You need to confirm them one by one by selecting the checkbox.

Click the Confirm buton when done

3 - Send

You can now safely send the email by clicking the blue Send button of Gmail™.

No confirmation

If not all recipients are confirmed. The add-on shows that not all recipients have been confirmed. After closing the dialog box with the X, you can fix the recipient list and try the confirmation again.

Error: no recipients listed

When no recipient is listed. The card will show a message that recipients need to be added first.

Learn more

Click on the 3 dots and select the option "Learn more", this will redirect you to the product page and the link to this help guide.

Installation

How to add the Gmail extension '123 Confirm before Send' ?

Step 1: Installation from the Google Workspace marketplace

Go to the Google Workspace marketplace: https://workspace.google.com/marketplace
Search for “123 Confirm before Send”
Click the button “Individual Install”
Go to Gmail™ and start a new email
You find the add-on in the bottom menu bar of Gmail™. See earlier screenshot.

Step 2: Create Gmail™ DLP content rule

Go to the Google Workspace admin console: https://admin.google.com (Note, you need to be a Google Admin)
Go to Apps > Google Workspace > Gmail > Compliance (note: you need Google Workspace Enterprise license)
Go to the section "Content compliance"
Click "Add another rule" (popup box 'Add setting" appears, see screenshot below)
1. Content compliance; type: "ConfirmedEmail"
2. Email message to affect; select: "Outbound"
3. If ANY of the following match the message
4. Click Add (see screenshot below)
  1. Select: "Advanced content match"
  2. Location: "Body"
  3. Match type: "Not contains text"
  4. Content: "123ConfirmedEmail"
  5. Click Save
Add a Reject message
In Hide options define for who to affect; Select Users
In the Envelope filter you can apply certain filters

FAQ - Frequently Asked Questions

Do I need Google Admin rights?

Yes, you need to be a Google administrator to configure the DLP rule and to mandate the add-on.

Is there another option to avoid accidentally sending emails in Gmail?

One way to avoid accidentally sending emails in Gmail is to get Gmail to show a final confirmation box before your email is sent. This is actually a native feature in Gmail on Android.

On your Android phone start the Gmail app.
From the top-left corner, tap the hamburger menu (three horizontal lines).
Select “Settings.” (all the way down in the menu)
In the “Action Confirmations” section at the bottom, enable the “Confirm Before Sending” option.

From now on, when you tap the send button for your emails, Gmail will display a final prompt before your email is sent. You will have to tap “OK” in this prompt to actually send your email.

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