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Use cases → Documents and Drive

Distribute onboarding packs at scale using Drive

Send standardised onboarding documents and checklists to every new starter’s Drive in minutes, directly from a delegated service account.

Who it is forIT operations or HR teams onboarding cohorts of new users.
APIsDrive API
Typical scopesdrive

The problem

Manual distribution of onboarding packs leads to missed files, inconsistent versions, and delays—especially for large intakes or distributed organisations. Automating the process ensures every joiner receives the correct materials without someone chasing up folders.

How it works

  1. Maintain a master folder with up-to-date onboarding documents and templates.
  2. For each new user, copy the relevant files or folders into their My Drive using the Drive API with domain-wide delegation.
  3. Set permissions or ownership so the joiner has direct access on day one.
  4. Log each distribution for audit and troubleshooting.

What changes

Every new starter receives a complete, current onboarding pack in their Drive, with no manual steps and a clear audit trail.

The trap in this one. Drive API file copy operations with a delegated service account can silently hit per-user or per-minute quota limits, especially when onboarding large groups at once. This results in some users not receiving all files, but the API may not return a clear error—only partial completion. Always check API responses for each copy, implement retries with backoff, and audit the number of files delivered per user to catch silent skips.

Questions people ask

Can this send Docs, Sheets, and PDFs together?

Yes, any file type in the master folder can be copied to users’ Drives. Mixed content is supported.

What about updates to onboarding packs after distribution?

Copies are independent; later changes to the master folder do not propagate. To update issued materials, rerun the process or notify users.

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 guide

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