Tatomo

Appearance

Shared Inbox Software That Keeps Data in Google Workspace (No External Servers) ​

Many “shared inbox for Gmail” tools work by syncing email content and metadata to their own servers. That can be fine—until your org cares about data residency, access controls, or minimizing third-party processing.

If your #1 requirement is “support data stays in Google Workspace”, treat it as an evaluation checklist.

What “data leaving Google Workspace” usually means ​

A tool may:

  • Store copies of email bodies (full content) on external servers
  • Store attachments externally
  • Store internal notes, statuses, tags, and assignments externally
  • Process email content for AI features server-side
  • Keep long retention logs outside your Workspace policies

None of this is automatically “bad,” but it’s a different risk and compliance profile.

The Workspace-only checklist (use this in demos) ​

Ask vendors these questions:

1) Where are internal notes stored? ​

  • Inside your Google Drive / Shared Drive, or on vendor servers?

2) Where are ticket IDs, statuses, and assignments stored? ​

  • Workspace (Sheets/Drive) vs external database?

3) Does the tool store or cache email bodies? ​

  • If yes: for how long? encrypted? under what retention policy?

4) How does AI work? ​

  • Local (in-browser) vs server-side processing
  • Does AI require sending email text to third parties?

5) How is access controlled? ​

  • Google Workspace permissions (Groups/Shared Drives)
  • Can you revoke access instantly via Workspace?

6) What happens when you uninstall? ​

  • Does the vendor delete stored copies?
  • Can you export notes/status history?

What a Workspace-only architecture looks like ​

A strong “Workspace-only” approach typically means:

  • Your emails remain in Gmail
  • Collaboration metadata (notes, ticket IDs, “pings”) is stored in your Google Drive
  • Access uses Workspace identity + permissions
  • Optional AI runs locally in the browser (when possible)

This is the story you want to tell clearly: “We add structure to Gmail without creating another data silo.”

When to accept external storage anyway ​

If you need:

  • Deep reporting dashboards
  • Complex routing/automation
  • Large-scale multi-channel support

…external systems may be worth it. Just make it a conscious tradeoff.

Where Tatomo fits ​

Tatomo is designed for teams who want Gmail to remain the source of truth, while support metadata stays in Google Workspace.