Google Workspace email backup solution integrated with Podio
PodioProcFuGoogle Apps ScriptGoogle Workspace (formerly GSuite)Webhookemail backup
The Problem: Regulatory need to archive all email communication
My client, a Swiss company needed to comply with local regulations that required full tracking and backup of all employee emails both incoming and outgoing. They were using Google Workspace (formerly GSuite) but had no structured system to log, backup, or search emails in one place. Manual methods weren't scalable or reliable.
The Solution: End-to-end email logging with user privacy controls
Automated Gmail backup and tracking ensures full compliance with Swiss regulations by securely archiving all emails in Podio. This solution saves teams up to 40 hours weekly in manual archiving and searching, while maintaining data privacy controls and monitoring integration health to prevent downtime.
I built a system combining Google Apps Script, ProcFu, and Podio to automatically log every email (inbound and outbound) with full metadata into Podio. The setup includes:
- Google Apps Script: Each user installs the script independently via a Google Sheet interface with an "Install Tracker" button. Once installed, the script runs under their account and captures every sent and received email. It logs metadata like subject, sender, recipients, timestamp, and thread ID. A built-in tracking checker monitors each user's script status (active/inactive) and alerts admins if the integration breaks or becomes inactive.
- Webhook Trigger: Each captured email is sent to a webhook endpoint that pushes the data into Podio.
- ProcFu Scripting: Handles email threading and deduplication logic inside Podio, and structures the data cleanly for easy searching and filtering.
- User Portal: Built using ProcFu’s portal feature. Employees can view their synced email addresses, add/remove addresses, and mark specific emails as private. Private emails are logged only with metadata. The content is excluded.
This system now automatically backs up every user’s communication, helps the company stay compliant, and still gives employees control over sensitive or personal messages.