Frequently Asked Questions

Email Recall is a self-service tool for individual users to retrieve their own internal mistaken emails, such as a "reply-all" error. Email Search & Deletion enables Superadmins to remove harmful content, like phishing attacks, across the entire domain.

ToogleBox can recall read emails via a specific setting in the Recall Configuration panel. While this allows administrators to retract opened messages, it is generally not recommended as it can cause confusion within the organization's communication flow.

The Superadmin activates the Recall service on the ToogleBox Configuration Panel by setting maximum latency and reach limits.

ToogleBox Recall functionality limits actions to internal recipients within your authorized Google Workspace domain. It provides a detailed report identifying external addresses that received the email, ensuring visibility into the scope of the leak.

The Superadmin originally holds this role, though they can delegate search or delete privileges to other authorized users.

Use the Search service to audit communications or to identify messages for bulk deletion within a Google Workspace domain. This specialized tool enables administrators to locate emails by Subject, Sender, Recipients, or specific keywords.

Deleted email content remains accessible for inspection within the ToogleBox platform if the e-discovery functionality was enabled and a search was previously performed.

ToogleBox supports unified searching across all authorized domains in a single action.

ToogleBox only deletes internal emails within the chosen domain, although it can identify external recipient addresses for tracking.

ToogleBox investigations run discretely and leave no trace for the account holder. The e-discovery and inspection process is designed to run silently in the background, allowing security teams to conduct audits without alerting the user or disrupting their workflow.

ToogleBox allows direct inspection of email attachments via a secure "eye" icon, eliminating the security risk of downloading potentially malicious files.

ToogleBox enables deep keyword searching within attachments to ensure comprehensive domain-wide discovery, facilitating precise forensic audits and compliance investigations across the entire Workspace.

Access to e-discovery tools remains restricted to Super Admins or to security personnel designated by the company due to the sensitive nature of private communications.

ToogleBox enables bulk directory modifications by allowing administrators to insert or update multiple user accounts simultaneously via a single CSV file. Unlike the native Google Admin Console, ToogleBox streamlines updating Organizational Units (OUs), profile attributes, and supplemental fields in a single action.

ToogleBox uses targeted update logic (partial update), so only fields in your CSV are modified. This preserves existing data integrity by leaving fields untouched, preventing accidental overwriting.

ToogleBox provides Account Review & Update to administrators with real-time account profile views, enabling them to quickly spot and correct missing or inaccurate user data.

ToogleBox uses CSV data to enable mass account creation. Administrators can pre-define Organizational Units and profile settings to ensure new employees are fully provisioned immediately.

ToogleBox facilitates mass password management. Administrators can enforce mandatory password resets for multiple users at once. Although temporary passwords can be set during mass user creation, the system requires users to change their passwords upon request.

Yes. ToogleBox enables editing custom supplemental attributes that are not natively visible in the standard Google Admin console using the user’s ToogleBox profile view.

ToogleBox enables the direct suspension or deletion of user accounts through its single account management interface. This provides a fast, centralized way to restrict access or offboard users within ToogleBox.

Yes. ToogleBox maintains full traceability of account management tasks, allowing the Superadmin to monitor and review account changes made by any authorized user. This audit trail is essential for maintaining security standards and verifying that all changes comply with corporate policies.

ToogleBox enables the direct suspension or deletion of user accounts through its single account management interface. This provides a fast, centralized way to restrict access or offboard users within ToogleBox.

Image visibility depends on its specific characteristics. Images should be uploaded directly through the ToogleBox platform or verify that the hosting folder allows external viewing.

ToogleBox pulls data from Google user profiles. It is essential to keep your Google Workspace directory updated to ensure variables such as job titles are accurate.

ToogleBox Email Signature Management provides a centralized automation system for deploying and enforcing corporate branding across all outgoing emails from the domain. This feature allows administrators to design standardized templates, synchronize user data from Google profiles, and ensure total brand consistency.

ToogleBox automatically reverts manual signature edits during its daily execution cycle to ensure brand consistency.

ToogleBox supports seasonal signature customization, allowing administrators to temporarily update brand elements for festive periods or specific company milestones without redesigning the primary template.

ToogleBox enables a data audit through the Mass Account Insert and Update service. This feature allows administrators to download a comprehensive CSV file of current user account information for manual review against Human Resources records, ensuring that all directory data is verified for accuracy before any necessary corrections are re-uploaded.

 ToogleBox enables dynamic signature content such as clickable call-to-action (CTA) buttons, newsletter subscription links, and banners for upcoming corporate events or awards.

Administrators define the daily execution time within the ToogleBox panel to ensure that signature synchronization happens at a time that least impacts the organization’s workflow.

Yes. ToogleBox supports layered signature management, allowing different signatures to be applied to different groups of users. This structure enables administrators to deploy a global corporate design across the organization while also applying specialized exceptions for specific departments or organizational units (OUs).

ToogleBox provides the HTML code for any designed template, allowing technical teams to export, modify, or audit the code for specific formatting needs.

The Superadmin strictly controls visibility levels. Sharing can be configured at the Domain, Organizational Unit (OU), or individual level. Access levels include Free/Busy Only, See All Details, Make Changes, or Manage Sharing.

ToogleBox secures calendar data via OAuth 2.0 and restricts visibility only to domains specifically approved by the administrator. This ensures that no data is exposed to unauthorized third parties or consumer-grade Gmail accounts.

ToogleBox provides centralized domain-level control over calendar visibility. Unlike standard sharing, which relies on individual user actions, ToogleBox allows a Superadmin to authorize entire external domains to view internal calendars while maintaining full administrative oversight.

ToogleBox extends native Google Calendar capabilities by allowing Superadmins to share internal organization calendars with authorized external domains. This functionality facilitates cross-company scheduling with partners and vendors without the need for manual back-and-forth communication.

The Superadmin can instantly revoke access or modify permissions for any external domain, Organizational Unit, or individual directly to maintain data sovereignty.

ToogleBox enables granular sharing scopes, allowing administrators to define access at the full domain level, specific Organizational Units (OUs), or even for individual users.

ToogleBox Vacation Responder Management provides centralized administrative control over out-of-office settings within a Google Workspace domain. This tool allows Superadmins to design, schedule, and enforce standardized auto-replies for individuals or large groups without requiring access to user account passwords.

ToogleBox allows for content standardization and automation across the Google Workspace domain. Admins can design unified corporate templates and schedule specific activation/deactivation times to ensure all replies align with brand guidelines.

ToogleBox enables mass updates for vacation responders via a centralized CSV upload process. This allows administrators to activate and configure auto-replies for large groups simultaneously, making it an ideal solution for company-wide holidays or regional office closures.

ToogleBox facilitates individual responder management without requiring access to user passwords. Authorized administrators can set, modify, or disable out-of-office messages for a specific account via the Individual User Vacation Responder icon or the Account Review and Update dashboard. This ensures administrative control over employee availability settings while maintaining strict security protocols.

ToogleBox supports scheduled execution for out-of-office messages, allowing the system to automatically enable the responder at a predetermined date and time. This daily enforcement eliminates the need for manual daily adjustments for company-wide holidays or individual leaves.

ToogleBox Supplemental Fields provide an additional directory layer for organizations that require more data than the standard Google Directory profile allows. This service enables administrators to enrich user profiles with custom information without overloading the native Google Workspace interface.

Yes. ToogleBox supports targeted mass updates for supplemental fields via the Mass Account Insert & Update. By uploading a CSV file, administrators can update all the accounts simultaneously.

Supplemental fields are stored exclusively within ToogleBox. This architecture allows organizations to maintain a highly detailed internal directory while keeping the native Google Workspace user profile clean and standard.

Yes. ToogleBox utilizes supplemental fields as grouping attributes to automate group membership. For example, by designating a field like "Certifications," the system will automatically create the corresponding Google Groups and synchronize memberships in real-time based on those values.

Yes. ToogleBox integrates supplemental fields into email signatures, allowing administrators to include custom data points in templates to ensure that every communication reflects specific organizational details or brand elements.

Yes. ToogleBox allows for establishing valid values for supplemental fields to ensure data accuracy. By defining specific parameters or dropdown options, administrators reduce manual-entry errors and improve the overall quality of directory data.

ToogleBox supports a variety of specialized formats to ensure directory precision. Administrators can choose from the following formats: Text, Whole Number, Decimal Number, Phone, Email, Date, and URL.

ToogleBox flags non-compliant existing data within the administrative interface. While the data remains in the Google Directory, the system prompts the administrator to correct records that do not match the new standardized list into full compliance.

Valid Values turns text-free fields into standardized dropdown menus based on a pre-approved list of options. This feature enables administrators to restrict user input to specific corporate values—such as a list of Cost Centers—eliminating manual typing errors and ensuring 100% directory accuracy.

Data Types define the specific format of information allowed within a Google Workspace directory field. By assigning a Data Type, ToogleBox forces input validation at the point of entry.

No. Valid Values are established at the field level to ensure company-wide consistency. This ensures that a field such as "Cost Center" follows the same naming convention throughout the entire organization.

ToogleBox includes a search bar within dropdown menus for Valid Values, enabling administrators to quickly filter and select the correct data among extensive lists.

Yes. ToogleBox allows to identify mandatory fields during user creation to ensure your Directory always contains essential employee data. By enforcing these requirements, the platform prevents incomplete records and ensures profile consistency.

Yes. ToogleBox supports international phone format standardization, allowing administrators to pre-select default country codes or global standards. This validation ensures that all contact data is dialable, uniform, and professional.

Yes. ToogleBox allows Data Type modifications on existing fields, though it will automatically trigger validation errors. If a field is changed from "Text" to "Number," the system will flag any existing entries containing non-numeric characters as "invalid" for administrative review.

Data Access for ToogleBox Users provides a delegated administration system that allows a Superadmin to distribute specific management tasks without sharing full administrative credentials.

ToogleBox Data Access for End Users provides a self-service tool that empowers employees to view and update their own directory information. Through a secure interface, staff can update "soft" data points—such as pronouns, emergency contacts, or mobile numbers—while administrative "hard" data remains locked to ensure organizational integrity.

Yes. ToogleBox enables "View Only" field configurations for employees. This setting allows users to remain informed about the data the company has on record for them without risking altering official corporate information.

ToogleBox maintains directory accuracy through mandatory validation rules. While employees can update authorized attributes, the Superadmin defines the Data Types—such as specific phone formatting or dropdown menus—to ensure all user-entered information remains standardized and valid.

ToogleBox enforces strict internal data governance by ensuring that staff members only access the information necessary for their specific roles, reducing the risk of internal data leaks and ensuring compliance with privacy regulations.

Yes. ToogleBox includes a "Preview" mode within the setup process. This allows administrators to verify exactly which fields are visible, which are editable, and how the interface looks from the employee's perspective before deploying the configuration organization-wide.

Yes. Admin permissions can be restricted to a Domain or an Organizational Unit (OU). Even in multi-domain environments, the Superadmin can explicitly select which OUs or sub-domains an authorized user can manage.

Yes. ToogleBox enables field-level visibility controls, allowing the Superadmin to hide sensitive information from certain administrators, while still allowing them to manage non-sensitive directory data.

Yes. ToogleBox maintains full traceability of account management tasks, allowing the Superadmin to monitor and review account changes made by any authorized user. This audit trail is essential for maintaining security standards and verifying that all changes comply with corporate policies.

ToogleBox Unwanted Contacts Search & Deletion provides a discovery and removal tool for purging forbidden or obsolete entries from Google Workspace address books.

ToogleBox Internal Contact Sync provides an automated cleanup service for the Google Workspace address book. This feature ensures users' individual address books remain accurate by automatically removing obsolete entries for former employees, renamed accounts, or deleted groups.

ToogleBox External Contact Auto-Sync synchronizes the directories of two related but independent companies to ensure seamless cross-domain visibility. This service identifies contacts from an external organization and automatically populates them into your domain’s Directory, making everyone reachable to all users without manual data entry.

ToogleBox Shared External Contacts are non-user directory entries made visible to every end-user in your domain via ToogleBox. While the standard Google Workspace Directory primarily shows domain users, ToogleBox enables Superadmins to sync external names and email addresses directly into the global directory.

Yes. ToogleBox facilitates post-merger contact management by allowing administrators to remove outdated domain contacts from before the merger. This ensures the workforce uses the most current, approved contact information and eliminates confusion caused by legacy address books.

ToogleBox utilizes a "Download-Modify-Upload" workflow to ensure existing shared contacts are updated accurately. Administrators must first download the current CSV list from the ToogleBox panel, apply the necessary changes to the file, and then re-upload it to either append new contacts or replace the entire list within the Google Directory.

ToogleBox delivers task execution reports via email once the process is finalized. These results summarize the accounts scanned and the number of contacts identified or removed, ensuring the Superadmin maintains full visibility into the directory cleanup.

Contact sharing must be enabled in the Google Admin Console for this feature to function. Administrators must navigate to the Contacts advanced settings, enable "Contact Sharing," and ensure that "Show only domain profiles" is deselected to allow external entries to appear.

External Contact Auto-Sync eliminates the manual management of external partners by linking independent directory structures. Instead of administrators manually exporting and importing CSV files between related companies, Auto-Sync maintains a real-time connection, ensuring that any new hire in Company A is immediately searchable in Company B's directory.

ToogleBox delivers task results via downloadable CSV files for comprehensive auditing. Administrators can perform a row-by-row analysis of every contact removed or updated, ensuring full visibility into the changes made across the domain.

ToogleBox uses Internal Contact Sync to identify and remove contacts from former users or nonexistent groups, keeping your address book clean.

ToogleBox enables multi-domain directory consolidation by pulling contact data from various authorized external sources simultaneously. This allows all employees across different domains to find each other effortlessly within their respective global address books.

Yes. ToogleBox supports a "Search Only" mode that allows administrators to locate specific addresses or patterns without performing a deletion

ToogleBox allows administrators to schedule weekly synchronization tasks to maintain address book clean automatically. You can specify the exact date and time for the sync and audit the scope of changes before they occur.

Yes. ToogleBox enables domain-based contact deletion to prevent employees from communicating with unauthorized entities. By identifying a specific domain, administrators can remove those contacts from every user account in the organization simultaneously.

ToogleBox provides flexible conflict resolution settings for legacy groups. Administrators can choose to either link the new dynamic logic to an existing Google Group or create an entirely new, distinct entity.

ToogleBox automatically synchronizes group memberships in real-time. If the system detects a change in any grouping attribute, it immediately moves the user to the correct group, maintaining directory integrity without manual oversight.

ToogleBox Hierarchical Groups automatically build organizational structures by leveraging the "Manager's email" field in the Google Directory. This feature generates a nested group system that mirrors the company’s official reporting lines, ensuring that communications and resource access flow correctly from leadership down to direct reports.

ToogleBox Dynamic Groups provide automated membership synchronization based on real-time user attributes within the Google Directory. Unlike manual groups, these are "living" entities; when a user’s profile data (such as Department, Job Title, or Location) is updated, ToogleBox automatically adds or removes them from the corresponding group without administrative intervention.

ToogleBox applies a standardized naming convention to all automated entities. Every group generated by the system is prefixed with "ToogleBox Dynamic Group," allowing administrators to instantly identify which groups are managed by automation versus those created manually.

Yes. ToogleBox Dynamic Groups function as native Google Workspace resources, extending their utility far beyond simple email distribution. They can also be utilized to grant access for Google Drive folders, Shared Spaces, and other corporate resources that rely on group-based permission settings.

Yes. ToogleBox supports multi-attribute grouping for high-precision audience segments. Administrators can combine up to three governing fields—such as Department, City, and Employee Type—to create highly specific, automated groups that update dynamically as user profiles change.

Yes, ToogleBox enables custom "Inclusion Rules" for external members. While dynamic groups are primarily driven by internal directory data, you can manually add external email addresses or specific members who fall outside the automated attribute parameters using custom inclusion rules.

The Google Workspace Super Admin installs the InfoBox add-on directly from the Google Workspace Marketplace. Once installed at the domain level, the add-on becomes accessible to all authorized users within the organization's Gmail interface.

Yes. InfoBox is available as a standalone product for organizations that do not require the full ToogleBox administrative suite. This allows companies to deploy centralized content distribution and internal communication tools independently of other domain management features.

Administrators access the creation component by logging into the ToogleBox platform and selecting the InfoBox icon. This interface allows authorized users to design visually appealing sections and elements—such as cards and images—without requiring coding experience.

End-users visualize InfoBox content through three primary channels to ensure maximum reach across the organization. Published updates are available via the Gmail side panel add-on, the dedicated InfoBox Web App (infobox.info), and the native mobile applications for both iOS and Android.

Viewers see a personalized feed of landing sections specifically targeted to their role, department, or organizational unit. This vertical-scrolling interface ensures that employees interact only with information relevant to them, eliminating the "noise" typically found in traditional corporate intranets.

Yes. InfoBox maintains a unified vertical-scrolling interface across the Gmail side panel, the web application, and mobile apps. This consistency allows users to transition seamlessly between devices while maintaining access to the same centralized knowledge repository and search capabilities.

The user's feed is organized with company dividers, visually separating the content by organization name to prevent confusion

Users can log in using their existing email credentials. They can log in with their existing Google or Microsoft credentials. For other providers, they can use the "Continue Another Way" option to create an account linked to their email with a dedicated password.

 InfoBox delivers targeted content by segmenting audiences according to specific grouping parameters. By filtering out irrelevant announcements, the platform enhances employee engagement and ensures that critical company policies and updates are immediately visible to the intended workforce.

No, InfoBox allows external users without requiring additional Google Workspace licenses, saving operational costs.

Yes. InfoBox includes a built-in search engine across all visualization channels, including the add-on, web app, and mobile app. This functionality allows users to quickly locate archived or current information, while administrators can track search tasks to identify the most sought-after data within the organization.

Pinning specific content to the top within the add-on is not supported due to technical limitations. The content is displayed in order of publication.

Yes, InfoBox is an email-agnostic platform. Users with Microsoft, Yahoo, or personal email accounts (like iCloud or personal Gmail) can be added to eternal audiences.

Yes, you can publish content to external stakeholders using the External Audiences feature.

Yes. The InfoBox app offers users control over external publisher subscriptions via a "Manage Subscriptions" screen, allowing them to opt in, block, or prioritize them.

The "House" icon defines the landing section that users see first when opening a publication. While InfoBox sets the first-created section as the default, administrators can reassign this role to any other section by clicking the house icon, ensuring that the most critical message serves as the entry point.

The system reorders sections alphabetically by default upon saving to maintain a predictable administrative structure. However, creators can use the manual reorder arrows to override this logic, allowing for a custom, chronological, or importance-based reading flow.

Yes, content order can be changed at any time using the reorder icon (two arrows) to set your preferred arrangement.

Yes. InfoBox allows administrators to restore deleted content. This safety feature ensures that content can be recovered, providing a critical fail-safe for content managers and preventing the permanent loss of organizational knowledge.

Yes. InfoBox provides a Composite Image editor that allows creators to mix customizable text with uploaded graphics directly within the platform. This feature enables administrators to design visually impactful banners and buttons without needing external graphic design software.

InfoBox supports standard text formatting, including bold, italic, and underline styles. Furthermore, administrators can customize text alignment (center, right, or left) to ensure that all internal communications remain professional and readable across all devices.

Yes. The reorder tool manages content priority within the user’s feed. By clicking the icon with two arrows, administrators can rearrange the sequence of published content, ensuring that high-priority announcements or urgent updates appear at the top of the visualization channels.

Yes. InfoBox utilizes 'Insert Internal Content' elements to eliminate data redundancy. This functionality allows creators to pull existing elements from one section into another, ensuring that updates made to the original source are automatically reflected across all linked publications.

InfoBox does not perform automatic checks for offensive content. Content moderation is the company's responsibility to ensure appropriateness.

InfoBox prevents the deletion of linked content to maintain system-wide data integrity and prevent broken links. If a user attempts to remove a section referenced elsewhere, the platform identifies the dependency and notifies the user, ensuring a seamless, error-free experience for end-viewers.

InfoBox provides four distinct permission levels to ensure secure and organized content management: Viewer, Editor, Publisher, and Manager. This role-based access control (RBAC) allows organizations to delegate content creation and publishing duties while maintaining overall administrative oversight.

Yes, it is possible to track exactly who received mobile notifications for content updates or new events using the Content management and delivery history functionality.

Mobile push notifications provide instant notifications. Editors can customize these notifications upon content approval and publication. Browser notifications are also supported by the web app, but the Gmail add-on does not offer notifications due to technical limitations

Content Management Permissions are assigned at the account level to provide granular control over who can create, approve, or publish content. If a specific publication requires restricted access, it can be "protected," allowing administrators to assign new settings that overwrite previous defaults for that particular content piece.

Yes. The History tool tracks user engagement by providing a detailed log of management and delivery activities. By clicking the History button, administrators can monitor when content was created or published, and specifically see when users clicked, read, or searched for information.

Administrators configure the content lifespan by setting a specific date range during the publishing process. If no end date is selected, the publication remains active indefinitely until it is manually removed, providing organizations with full control over the persistence of their internal communications.

InfoBox provides the capability to filter your data using multiple criteria: Content, Section, element, date range, activity type, publishing channel, and user email.

Yes, the History button enables viewing the Content management and delivery history, where users can select any activity type, such as creating, publishing, clicking, or searching.

Yes, you can view the specific changes made to the content. To do this, select the "Update Content Info" action, then click on the "Detail" column to see a comparison of the content before and after the update.

InfoBox enables you to download the data using various filters. This data can then be readily analyzed with any available AI tool.