Email Forwarding Overview

Email Forwarding is the recommended way to connect your privacy email address to TrueVault. It lets customers email your existing privacy address, such as privacy@yourcompany.com, while TrueVault receives and organizes those messages in your privacy request workflow.

What's Needed Checklist

Before you start, make sure you have the items below. You can check these off as you go; your selections reset when you leave or reload this page.

Access to your email provider's admin console, such as Google Workspace Admin or Microsoft Exchange admin centerPermission to create or update a group, distribution list, shared address, or mail flow rule for your privacy email addressYour organization-specific TrueVault forwarding addressAccess to your domain's DNS settings so you can add the DNS records shown in TrueVaultA few minutes to send and verify a test email after forwarding is configured

Why TrueVault Uses Email Forwarding

Email Forwarding is more stable and easier to manage than the previous Nylas real-user inbox approach.

With the older Nylas method, your organization had to create a real user email account for the privacy inbox. That account needed to be a full mailbox that someone could log in to, then connect to TrueVault through Google or Microsoft authorization. Because it depended on mailbox authentication, the connection could fail, expire, or require reconnection.

Email Forwarding does not require a new user inbox. Instead, your email administrator routes messages sent to your privacy address into TrueVault using a forwarding rule or group. This makes the setup easier to maintain and reduces the chance that privacy request intake stops because an email account was disconnected.

How Email Forwarding Works

1. Based on your domain, a privacy@yourcompany.com address will be set up within TrueVault
2. TrueVault gives your organization a unique forwarding address in Account Settings > Domain
3. Your email administrator creates or updates the forwarding rule so messages sent to privacy@yourcompany.com are forwarded to the TrueVault forwarding address
4. TrueVault receives those forwarded messages through its secure inbound email service
5. TrueVault shows the messages in your privacy request workflow
6. Your team can reply from the privacy@yourcompany.com address within TrueVault

After forwarding is confirmed, you can retire the old dedicated user mailbox if you were using one. Keep the public privacy address active as a group, distribution list, shared address, or forwarding rule so messages continue routing to TrueVault.

Email Forwarding vs. Nylas Real-User Inbox

Feature	Email Forwarding	Nylas real-user inbox
Recommended default	✅	❌
Requires a full user inbox	❌	✅
Requires a login-capable email account	❌	✅
Depends on ongoing mailbox authorization	❌	✅
Auth expiry can break intake	❌	✅
Reply from privacy address in TrueVault	✅	❌
Best for	Stable request intake	Legacy connected mailbox setups

Setup Guides

Follow the guide for your email provider:

• Google Workspace (Google Groups)
• Microsoft 365 (Microsoft 365 Groups)

If your organization uses another email provider, use the same basic pattern: create or keep your public privacy address, then forward or redirect messages from that address to the unique TrueVault forwarding address shown in Account Settings > Domain.

Verification

When setup is complete, return to Account Settings > Domain in TrueVault and run the verification test. TrueVault will check your DNS records and send a test email through the forwarding path.

If verification does not pass, confirm:

• The forwarding rule sends to the exact TrueVault forwarding address shown in your account.
• External senders can email your privacy address.
• DNS records were added exactly as shown in TrueVault.
• DNS changes have had time to propagate.