Google Workspace FAQs

Can Google Vault data be collected?

Onna can now gather deleted data and files and archived user data from Google Vault quickly and easily (without the need to involve IT). To learn more, see the article “Google Workspace: How to Connect and Collect.”

Can Google Hangouts or Google Chat data be collected?

Google upgraded Hangouts to Chat. Currently, Onna cannot collect Google Chat data.

We used to offer a Google Hangouts connector (now deprecated) that collected data from individual consumer accounts. Existing Google Hangouts collections will still work, but you won't be able to create new ones.

Can data be collected from personal Gmail or Google Drive accounts?

Collecting Gmail and Google Drive data is part of Onna's Google Workspace connector.

Previously, we offered individual Gmail and Google Drive connectors working with personal accounts. However, we're focusing all our efforts on improving the experience of the Google Workspace connector. For this reason, we're deprecating our personal Gmail and Google Drive connectors. However, all existing collections will continue working, and collecting data from Gmail and Google Drive as part of Google Workspace will still be possible with this connector.

Can Onna collect and preserve Google Calendar items?

Onna will not sync Google calendar items for individual accounts; only the invites sent via email can be collected and preserved. Visit our Help Center to learn how to collect from Google Workspace.

Can data from users with two-factor authentication be collected?

Yes, a Google Super Admin, the account required to create collections, has permission to access data for users' accounts regardless of their authentication method.

Are suspended users collected?

Suspended users will be collected as long as they are selected to be synced. Onna still collects the drive documents available as links in their email.

Are archived users collected?

Archived users will be collected as long as they are selected to be synced. Onna still collects the drive documents available as links in their email.

Can shortcuts be collected?

Onna doesn't currently support the collection of Google Drive shortcuts. To learn more, see the article “Google Workspace: How to Connect and Collect.”

If set on auto-sync and archive, do we collect changes made to a Google drive document or only the first version of the document upon collection?

For Google Drive: If set on auto-sync and archive, Onna collects the updated version on each collection if there has been an update.

For Google Drive links in Gmail emails: If set on auto-sync and archive, Onna collects the Google Drive document as it is at the point of processing the email.

Do we collect Google Drive documents from links in Gmail emails to team drives or just individual drives?

Links to Google Drive documents within Gmail emails will be collected from individual drives and team drives. Note that the link for team drives will only be collected if the user has selected to notify the user.

Do we collect all Google Drive files (PDFs, images) or only Google Docs?

All Google Drive files (PDFs, images, Google Docs, Google Sheets, Google Slides, etc.) are collected via the Google Drive collection. Onna collects the Google native types as their respective office format, ie Google Docs to docx, Google Sheets to Excel, and Google Slides to Powerpoint.

When collecting Google Drive links from a Gmail collection, Onna collects them as pdfs.

Does the Google Workspace sync status indicate that all custodian syncs have completed?

Currently, the Google Workspace sync status does not indicate that all accounts have successfully synced for the source. When we collect from Google Workspace, the sync is broken down into two, the parent (Google Workspace) and then the sub-sources (the custodian/Gmail being collected).

To view the status of the individual Gmail custodian sync, follow the below steps:

1. Navigate to the Google Workspace source

2. Click on the Gmail source

3. To the right of the custodian name, click on the ellipsis

4. From the drop-down, select view details to confirm the current sync status

We will update these statuses in a future release to have the main Google Workspace source reflect a syncing status if any of the custodians are still syncing.

Can you perform Google Workspace collections without collecting documents from Google Drive links?

To deactivate the Google Drive link collection from Gmail collections, please get in touch with Support. This can be enabled via our API on each source.