[Email DLP] Setting Approval Requests Linked with Groupware Groups

Action summary

This article explains the procedure for administrators of Email DLP to configure approvers linked with groups in groupware (Microsoft 365 / Google Workspace) when using the approval feature for email sending.

By following this procedure, you can set approvers when sending emails.

Since changes to group members in the sync source groupware are synchronized, this is useful when you want to manage approvers on the groupware side.

Notes

1. The content of this article is based on product specifications as of August 2026 and may be changed without notice.
2. Administrator privileges for Email DLP are required to view the actual screens or make configuration changes.
3. For instructions on how to access the Administration, please refer to the following procedure.
   [Email DLP] How to log in to the Administration
4. The following Microsoft 365 groups can be synchronized with Email DLP:
   • Microsoft 365 Groups
   • Mail-enabled Security Groups
   • Security Groups
   • Distribution Lists

Table of Contents

1. Preparation in Groupware
2. Create Notification Settings
3. Configure Address Groups
4. Create Rule Groups
5. Filter Settings

Procedure

Preparation in Groupware

1. In the groupware linked with Email DLP, prepare the following two groups.
   * Members common to both groups will be approvers, and members belonging only to group 2 will be requesters.
   1. A group containing only members who will act as approvers
   2. A group containing both approvers and requesters

Create Notification Settings

1. From the Email DLP Administration, go to [Notification Settings] - [Approval Results].

   

2. Click [＋Create].

   

3. Enter the required information such as priority, policy name, subject, and body, then click [＋Create].
   * The initial template content is set automatically, but you can modify it as needed by referring to the following article.
   Email DLP Notification Settings - Creating / Editing Approval Results

   

Configure Address Groups

1. Go to [Address Settings] - [Address Groups].

   

2. Click [Last Synced] - [Sync Now].
   This will synchronize the group information from the groupware you created in advance.

   

3. Click [＋Create] in Address Groups.

   

4. Select [Synced Address Group] and click [Next].

   

5. Select the group containing only approvers that you prepared in Preparation in Groupware, then click [Next].
   * The group name will be the one you created in Preparation in Groupware.

   You must first create the group for approvers only. Please make sure you select the correct group.

   

6. The settings screen will open. Confirm the email addresses and click [Create].

   

7. Click [＋Create] in Address Groups again.

   

8. Select [Synced Address Group] and click [Next].

   

9. Select the group for both approvers and requesters that you prepared in Preparation in Groupware.

   

10. The settings screen will open. In [Synced Approver Group], set the approver group you selected in step 5, then click [Create].
    * If you enable [Show Only Approvers], only the email addresses of approvers will be displayed, so please confirm that the approvers are as expected.

    

Create Rule Groups

1. Select [Filter Settings] - [Rule Groups].

   

2. Click [＋Create].

   

3. Enter the group name and description, then click [＋Create].

   

4. From the Rule Groups list, select the rule group you created in step 3, then click [＋Create new rule].

   

5. Enter the required information and select [Request Approval] as the action for the rule you want to require approval for.

   

6. To exclude approvers from the relevant filter, add the following rule condition and click [＋Create].
   * If you want the same filter to apply to approvers themselves, this setting is not required.
   Target: Envelope From
   Predicate: is not approver
   Pattern: The group for both approvers and requesters prepared in Preparation in Groupware

   

Filter Settings

1. Select [Filter Settings] - [Filters].

   

2. Click [＋Create].

   

3. After configuring each item, set the rule you just created in the Rule Group field.
   * Example filter settings:
   Priority: optional
   Sender: The group for both approvers and requesters prepared in Preparation in Groupware
   Recipient: Any Recipient
   Rule Name: The group created in Create Rule Groups

   

4. Click [Create]. Once the filter is displayed, the process is complete.