The personal Gmail connector is no longer available. No new collections can be created for personal Gmail accounts. However, existing collections will continue working as expected. If you want to collect from enterprise-level Gmail accounts, you can use our Google Workspace connector.
Gmail is an email service developed by Google. Onna connects with Gmail's API to collect all information in native format.
This integration syncs from a single user's mailbox. This integration cannot be used to collect from an alias account.
Note: Onna only supports business and enterprise Gmail accounts when configuring Google connectors with the platform. Personal or consumer accounts (using gmail.com email addresses) are not supported by Onna.
All files are synced, including, but not limited to:
Email Messages (metadata is embedded in email)
Attachments (embedded in the email)
Labels from Gmail
Types of sync modes
We currently support three syncing modes: one-time, auto-sync, and auto-sync and archive.
One-time is a one-way sync that collects information only once.
Auto-sync means that Onna will perform a full sync first and keep the data source and Onna in a mirrored sync. Any deletions from the data source will be deleted in Onna, as well.
Auto-sync and archive mean that Onna will perform full sync and archive the information collected. Onna will then automatically sync and archive any new information after the original sync.
The synchronization scope currently encompasses an entire Gmail mailbox and specific labels from a Gmail account.
Note: Pay As You Go users and Free Trial users can only create one-time sync data sources. If you would like to upgrade your account for archive collections please contact our customer success team.
All files and metadata can be exported in eDiscovery ready format. Load files are available in a dat, CSV, or custom text file.
Click on "Add Source" and select Gmail.
This will open the following modal window.
The first section covers the Source name. This is the name of your source in Onna. We've pre-filled it with the name of the source you're adding however this is entirely customizable.
The default is set to Auto-sync and archive of all mailboxes but Deleted, Drafts, and Junk mail. To change this, click on Configure
Clicking on Add & Sync or Configure will take you through Gmail's OAuth flow where you'll be giving permissions to Onna to collect files from that user's account. First, it will ask you to sign in.
After inputting your email and password, it will whether you would like to grant access to Onna and list the permissions necessary to collect from your account. Click Allow
If you clicked, Add & Sync, you'll be taken back to your Sources page and the collection will initialize.
If you clicked Configure you'll be taken back to the source options
Here you can select what mailboxes you'd like to sync as well as different tags found in Gmail. Categories include the generic tags found in personal Gmail inboxes: Personal, Social, Updates, Forums, and Promotions.
In the configuration section, you can also choose the synchronization mode. Note: If you'd like to collect from a specified time range, select One-time sync.
Using the calendar
Click on the calendar icon in the area below the synchronization mode. That will pull up the following calendar, defaulting to today's date
To switch between months during the same year, you can either use the arrows or by clicking on Nov 2018 you can select different years and then a specific month and date when you click on the year
Once you've selected the start/end date of your sync (for one-time syncs) or the start date for your auto-sync, click Add &Sync
Gmail will appear on your Source page. Data is being processed and indexed instantaneously and you can see the status as "Syncing". Once the data source is fully synced, you will see a circle with a checkmark and the last sync date.
When you click on the Gmail data source, you will start seeing results being populated.
You can filter results by date range, categories, and/or extensions using the menu on the left from this screen.
Gmail emails in Onna
Onna takes HTML from emails and renders it with all existing content. On the right-hand side, you're able to view related metadata for the file and view whether it contains attachments.
Back in the results screen, you can click on the information icon on the top right which will take you to the source details where you can see how many files the source has and its size.
Accessing audit logs
In this same panel, you can scroll down and select the Audits button to see the source's collection audit logs.
Here you can see general information on the source including the number of files it contains and its size. To view the Audit Logs, select Audits. Here you can view logs created during collection and processing.
You can learn more about accessing and navigating the source's collection audit logs in this article.
How does Onna deal with a Gmail account that has a 2FA setup?
If the account has two-factor authentication (2FA) set up then once you input the credentials, it will go ask for the account to go through the specified verification. If you cannot fulfill the 2FA request, Onna will not be able to collect it from the account.