Use cases → Email operations
Automate sending policy updates to all staff via email
Send new or updated policy documents to every user automatically, track delivery, and verify that the right version reached everyone.
| Who it is for | IT or compliance teams responsible for distributing policy changes across the organisation. |
|---|---|
| APIs | Gmail API, Drive API |
| Typical scopes | gmail.send, drive.readonly |
The problem
Manually pushing policy updates is slow, error-prone, and impossible to audit reliably. People miss updates, or receive the wrong version, and there’s no way to confirm delivery at scale.
How it works
- Store the new policy document in a controlled Drive folder.
- Build a recipient list from the current user directory.
- Send templated emails with the policy link and version to each user via the delegated service account.
- Log each send for later audit.
What changes
Every user receives the latest policy update promptly, and admins can prove who got which version, when.
Watch it explained
“How to Connect n8n | WhatsApp API & Google Calendar OAuth Step-by-Step | N8N AI Agent Tutorial #ai” — Tech N Code Report with Aymal on YouTube. Third-party video, included because it covers this ground well. We are not affiliated with the channel.
Questions people ask
How do we track which users received which version?
Log every send event, including the document version and timestamp, to a secured Sheet or database. This provides a clear audit trail.
Can we use a group address instead?
You can, but group delivery lacks individual tracking and can trigger spam filtering or rate-limiting at scale. Direct sends are more auditable.
Want this built?
This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.
Talk to us Or read the setup guideRelated use cases
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