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Description

Problem Statement: The current functionality of the "EMAIL" button within Google Workspace user accounts presents limitations for effective communication, particularly for administrators. While functional on Windows 11, users on alternative platforms, such as Ubuntu 23, face challenges with setting default email applications, rendering the button ineffective. This feature is vital for conveying important information to users, not for socializing. Thus, there's a pressing need to enhance its capabilities.

Desired Behavior: I propose implementing an automated email formatting system triggered by the "EMAIL" button. This enhancement would allow administrators to effortlessly send invitations to new users or notify existing users of any changes made to their accounts. Additionally, introducing a pre-setting option within the Google Workspace Admin Console would empower administrators to define the default behavior of the "EMAIL" button, streamlining communication processes for all users.

Possible Solution:

Introduce a pre-setting feature in the Admin Console to define the default behavior of the "EMAIL" function (auto-sending or manual). Enhance the "EMAIL" button to serve as a communication tool for informing users about changes to their accounts. Ensure the functionality only operates if a validated alternative external email is provided by the user. Automatically populate the recipient's email address with their alternative email associated with their Google Workspace account, eliminating manual input. Standardize the email content to include a comprehensive list of user account information for new users and highlight changes for existing users. Possible Alternative: If implementing default email application settings proves challenging, an alternative solution could involve integrating the "EMAIL" button functionality directly within the Google Workspace Admin Console. This would replicate the user-friendly experience of Google Docs' "Email Collaborators" feature, enabling administrators to send emails without relying on external applications.

Impact

Enhancing the email functionality within the Google Workspace Admin Console is essential for improving communication efficiency and transparency within organizations. Users have the right to be informed of changes to their accounts, fostering trust and security in e-communication. By implementing the proposed features, we can ensure a seamless user experience for administrators and effective communication with users.