Setup guide · for your administrator
Google Workspace Setup Guide
Overview
A one-time setup that lets your whole team connect Gmail to CaseLoop with a single click.
The credential is marked Internal, so only accounts on your agency’s domain can ever sign in with it.
It lives in your own Google Cloud console, where you can see it, audit it, and revoke it at any time.
Email is synced to CaseLoop on each staff member’s computer. Nobody on your team repeats this setup.
Unlike the Outlook setup, this is not an either/or. Gmail needs your agency to register a credential before anyone can connect — and once it exists, every member of staff connects their own mailbox in about two minutes with nothing to configure.
If you are a member of staff and your agency has already done this, you want Connect your Gmail instead.
If your staff use personal @gmail.com addresses rather than a Workspace domain, you don’t need this guide. Let us know and we’ll set you up differently. Google occasionally rearranges its menus; if something isn’t where this guide says, type its name into the search bar at the top of the Google Cloud console.
Setup steps
Sign in to the Google Cloud console with your Workspace admin account and accept the terms of service. Check the profile picture in the top-right corner to confirm you’re not in a personal Gmail account. Then create a new project with these values.
| Project name | CaseLoop Gmail |
| Organization | your agency’s domain, if it’s listed |
That’s normal if nobody at your agency has used Google Cloud before. Create the project anyway: that’s what tells Google to set up your organization. Then wait a few minutes and refresh the page.
Open your project list. If CaseLoop Gmail is listed under your domain, you’re set. If it’s still under “No organization,” create a new project and choose your domain under Organization this time. A project left under “No organization” can’t use the Internal setting in Step 3.
Make sure the project under your domain is selected in the project picker at the top of the page, then open the Gmail API page and click Enable.
Open Google Auth Platform (older menus call it the “OAuth consent screen”), click Get started, and fill in the wizard. Agree to the Google API Services User Data Policy, then click Create.
| App name | CaseLoop |
| User support email | your admin email or a shared IT address |
| Audience | Internal |
| Contact information | your admin email |
No scopes, test users, logos, or verification needed. Internal apps skip all of that.
In Google Auth Platform, go to Clients and click Create client. Choose Desktop app, not “Web application,” since CaseLoop runs on your staff’s computers.
| Application type | Desktop app |
| Name | CaseLoop Desktop |
A window appears with your Client ID and Client Secret. Click Download JSON and save the file somewhere safe (you’ll email it in Step 7), and copy both values into your password manager if you have one. Then click OK.
| Client ID | looks like 123456789012-abc123.apps.googleusercontent.com |
| Client Secret | starts with GOCSPX- |
After you close this window it can’t be viewed again. If it’s lost, see Troubleshooting for how to add a new one.
If you’ve never changed these settings, you can most likely skip this step. If your agency restricts which apps can reach Google data, allow CaseLoop so staff don’t see “Access blocked” when connecting. In the Admin console under Security → Access and data control → API controls, check Trust internal, domain-owned apps, or add the Client ID under Manage Third-Party App Access and set it to Trusted.
Send them to eric@caseloop.co. Once we’ve set up your agency, every CaseLoop install receives them automatically. Staff open Email, choose Gmail, click Connect Gmail, sign in with their work account, and they’re done.
| Your domain | e.g. youragency.org |
| Attach the JSON file from Step 5 | it has both values |
Troubleshooting
| What you see | What to do |
|---|---|
| “Internal” is greyed out in Step 3. | The project isn’t inside your organization, or you’re signed in with a personal Gmail account. Open Manage resources while signed in with your Workspace account. If the project is under “No organization,” create a new project, choose your domain under Organization, and repeat Steps 2 and 3 there. |
| Your domain never appears under Organization, even after waiting. | Google only creates an organization for Google Workspace accounts. Check that you’re signed in with your work account and that your agency’s email runs on Google Workspace. If you’re not sure, contact us before continuing. |
| I closed the window before saving the secret. | Open Clients, select CaseLoop Desktop, and click Add secret. Save the new one right away and email it to us so we can update it. Once CaseLoop is using it, disable the old secret. |
| Staff see “Access blocked” or “your administrator has restricted access.” | Complete Step 6 in API controls. |
| Someone on a different domain can’t connect. | Expected. An Internal app only accepts accounts on your agency’s domain. |
| “You don’t have permission” when creating a project. | Your account needs the Project Creator role in your Google Cloud organization. A Workspace super admin can grant it in IAM or complete the setup themselves. |
| We want to disconnect CaseLoop entirely. | Delete the CaseLoop Desktop client (or the whole project) from Clients. Every Gmail connection made with it stops working immediately. |
Once your details arrive, we’ll take it from here. Questions along the way? Reach out any time.