Connect email sources for LFD scanning

Google Workspace or Gmail

Choose the instructions that match each Google source. A Gmail mailbox uses account-level forwarding. A Google Group adds the Conterminal address as a member. Neither setup uses an LFD filter.

Gmail mailbox or delegated shared inbox

1. Sign in to the actual Gmail account that owns the mailbox. For a delegated shared inbox, an administrator may need to open the underlying account because a delegate's personal settings do not control it.
2. Select Settings → See all settings.
3. Open Forwarding and POP/IMAP (or Forwarding).
4. Select Add a forwarding address and enter the workspace LFD address.
5. Confirm Next → Proceed → OK. Gmail sends a verification message to Conterminal.
6. Email support@conterminal.com with the source inbox and workspace name. A Conterminal admin will complete the forwarding verification.
7. After confirmation, return to the forwarding settings and refresh the page.
8. Select Forward a copy of incoming mail to the LFD address.
9. Select Keep Gmail's copy in the Inbox, then Save Changes.

Google Group or Collaborative Inbox

1. Open Google Groups and select the operational group.
2. Open Group settings and confirm external members are allowed. If that option is unavailable, ask a Workspace administrator to permit external membership for the selected group.
3. Open Members → Add members.
4. Enter the workspace LFD address as a Member, not a manager or owner.
5. Set Subscription to Each email, then add the member.
6. Test delivery to the group's email address. This setup captures messages sent to the group, not private messages sent directly to a user mailbox.

Google email alias

An alias does not have a separate inbox or forwarding settings. Find the primary Gmail mailbox that receives messages for the alias, then configure whole-inbox forwarding on that mailbox. If the primary mailbox also receives unrelated mail, use a dedicated operational mailbox or Google Group instead.

Microsoft 365

Choose the instructions that match each Microsoft source. Mailboxes use whole-mailbox forwarding. Distribution lists and groups add the Conterminal address as an external mail contact.

Shared mailbox

1. Open the Microsoft 365 admin center.
2. Go to Teams & groups → Shared mailboxes.
3. Select the operational mailbox, then select Edit under Email forwarding.
4. Enable Forward all emails sent to this mailbox.
5. Enter the workspace LFD address and keep delivery to the original mailbox enabled.
6. Select Save.

Licensed user mailbox

1. In the Microsoft 365 admin center, go to Users → Active users.
2. Select the mailbox owner, open Mail, then select Manage email forwarding.
3. Enable Forward all emails sent to this mailbox.
4. Enter the workspace LFD address, keep a mailbox copy, and save the change.

Distribution list or mail-enabled security group

1. In the Exchange admin center, go to Recipients → Contacts and add a Mail contact.
2. Use a clear display name such as Conterminal LFD and enter the workspace LFD address as the external email address.
3. For a distribution list, open the Microsoft 365 admin center and go to Teams & groups → Active teams & groups → Distribution list.
4. Select the operational list, open Members, and add the Conterminal LFD mail contact. For a mail-enabled security group, instead use Exchange admin center → Recipients → Groups → Mail-enabled security, then open the group's member list and add the same contact.
5. Save, then test by sending to the list or group address. This captures mail addressed to that source, not messages sent privately to a member.

Microsoft 365 Group or Teams-connected group

1. Create or reuse the external Mail contact for the workspace LFD address.
2. Open Teams & groups → Active teams & groups and select the Microsoft 365 group.
3. Open Membership → Members → Add members, select the Conterminal LFD mail contact, and save.
4. Test by sending a new message to the group's email address.

Verify every mailbox and group

1. Send a harmless test message from an outside address to the exact source mailbox, alias, list, or group address.
2. Use a subject such as Conterminal LFD forwarding test. Do not include real shipment data.
3. Confirm the message remains visible in the source mailbox or group.
4. Ask Conterminal Support to confirm receipt and mark forwarding verified. The tenant admin can then activate the listener under Settings → LFD email scanning.

What Conterminal keeps

Stored for scanning

Normalized message text and delivery metadata needed to group conversations, identify shipment references, and prepare the digest.

Not stored by this listener

Raw MIME, original HTML, and attachments. The current source retention window is shown in workspace Settings and defaults to 90 days.

The digest is advisory. Extracted LFD dates do not update delivery orders, tracking status, or LongShorty. Inbox forwarding covers incoming mail; a sent-only message is not captured until it is included in a later incoming reply.

Troubleshooting