> For the complete documentation index, see [llms.txt](https://docs.cogram.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cogram.com/email/gmail-delegated-accounts.md).
# Gmail delegated accounts
Let an assistant who has Gmail delegation to your mailbox file emails with the Cogram extension, and manage delegates for your organization.
A delegate is a person who has Gmail delegation to your mailbox, for example an assistant.
After you add their email address in Cogram, the delegate can use the Cogram extension for Chrome in your mailbox. They file with your project access. The delegate does not need a Cogram account.
> Contact Cogram support to turn on this feature for your account or organization.
## Limitations
* An email address that belongs to a Cogram account can't be a delegate.
* One delegate email address can serve only one Cogram user.
* Cogram does not check that the Gmail delegation exists. Set up the delegation in Gmail first.
## Add a delegate
**Prerequisites**
* Your Gmail account is connected to Cogram.
* The delegate already has Gmail delegation to your mailbox.
**Steps**
1. Go to [**Account Settings > Integrations**](https://app.cogram.com/dashboard/settings/account-settings/integrations).
2. In the **Email** section, under **Gmail**, find **Delegated accounts**.
3. Enter the delegate's email address and click **Add**.
**Expected result:** The email appears in the list with the status **Active**. If Cogram can't add the email, the reason shows under the field.
To remove a delegate, click the trash icon next to the email, then click **Remove**.
### Statuses
| Status | Meaning |
| ------------------------------------------------------------------ | --------------------------------------------------------------------------------------------------- |
| **Active** | The delegate can use the extension. |
| **Connect Gmail to activate** (admins see **Gmail not connected**) | The delegator's Gmail is not connected to Cogram. Connect it to activate the delegates. |
| **Account inactive** | The delegator's Cogram account is deactivated. |
| **Already a Cogram user** | Someone signed up for Cogram with this email after it was added. It can't be a delegate. Remove it. |
## What the delegate sees
1. The delegate installs the Cogram extension for Chrome and signs in with their own Google account.
2. The delegate opens your mailbox in Gmail. The extension works only in your mailbox, not in the delegate's own mailbox.
3. The Cogram panel shows a banner: **Acting on behalf of** your name and email.
The delegate files emails with your project access. Gmail labels appear when Cogram finishes filing.
## Manage delegates for your organization
Organization admins can see and change the delegates of every user in the organization.
1. Go to [**Organization settings > Emails**](https://app.cogram.com/dashboard/settings/admin/email).
2. Open **Delegated accounts**. The table shows each delegator, delegate, who added it, and its status.
Delegated accounts in Organization settings
3. To add a delegate, click **Add delegate**, select the user, enter the delegate's email, and click **Add**.
4. To remove a delegate, click the trash icon on its row, then click **Remove**.
### Import delegates from a file
Use an import to set up delegates for many users at once.
1. Click **Import**.
2. Click **Download template** for an example file. The file is CSV or XLSX, up to 5 MB and 5,000 rows, with two columns:
* `delegator_email`: the email of a user in your organization.
* `delegate_email`: the email of the delegate.
3. Upload your file and select a mode (see the table below).
4. Click **Review changes**. Cogram shows what happens to each row: new, moved, unchanged, removed, or error. Nothing changes yet.
5. Review the errors and, in **Rewrite** mode, the number of delegates that will be removed.
6. Click **Import**.
| Mode | New delegates | Delegate that already works for another user | Delegates not in the file |
| ----------- | ------------- | -------------------------------------------- | ------------------------- |
| **Add** | Added | Flagged as an error | Kept |
| **Update** | Added | Reassigned to the user named in the file | Kept |
| **Rewrite** | Added | Reassigned to the user named in the file | **Removed** |
**Rewrite** makes your organization's delegates match the file exactly.
**Expected result:** Cogram applies every row that has no error and shows the results. Rows with errors do not block the other rows. Fix them in the file and import again.
## Troubleshooting
**Symptom:** "... is a Cogram user in your organization and can't be a delegate." **Likely cause:** The email belongs to a Cogram account. **Fix:** The person can use Cogram with their own account. Share projects with them instead.
**Symptom:** "... is already a delegate of ..." **Likely cause:** One delegate email can serve only one user. **Fix:** Ask an admin to remove it from the other user first, or import in **Update** mode.
**Symptom:** "... is already in use." **Likely cause:** The email is a Cogram account or a delegate in another organization. **Fix:** Use a different email, or contact Cogram support.
**Symptom:** The delegate sees "You're signed in as a delegate of ... Switch to that mailbox in Gmail to file emails." **Likely cause:** The delegate opened their own mailbox, or another mailbox. **Fix:** Open your mailbox in Gmail. The delegate must also be signed in to Chrome with the Google account you added.
**Symptom:** The delegate sees "... no longer has an active Cogram account." **Likely cause:** Your Cogram account is deactivated. **Fix:** Ask an admin to reactivate it.
**Symptom:** The delegate sees "... hasn't connected Gmail in Cogram." **Likely cause:** Your Gmail is not connected. **Fix:** Connect it in [**Account Settings > Integrations**](https://app.cogram.com/dashboard/settings/account-settings/integrations).
---
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