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Use cases → Documents and Drive

Centralised survey distribution and response collection via delegation

Send and track surveys across multiple domains using delegated access, automating both distribution and response aggregation without direct user involvement.

Who it is forAny operations team automating survey delivery and data collection at scale.
APIsGmail API, Sheets API
Typical scopesgmail.send, spreadsheets

The problem

Surveys sent from a single account are ignored or flagged, while asking each user to send their own is unmanageable. Delegated service accounts can send on users’ behalf and collect results centrally, but tracking delivery and responses across many tenants is not trivial.

How it works

  1. Prepare survey content and recipient lists, grouped by tenant.
  2. Use delegated Gmail API access to send individualised emails from the correct user principal per domain.
  3. Embed a unique survey link or token per recipient, writing identifiers to a central Sheet.
  4. Collect responses into a single Sheet, matching submissions by token.
  5. Periodically reconcile sent and received to spot non-responders or delivery issues.

What changes

Surveys are sent from addresses users recognise, response rates improve, and results are aggregated centrally for analysis.

The trap in this one. If you send surveys in rapid succession using the Gmail API, Google’s per-user send limits apply even when sending as different users via delegation. Hitting these limits returns rate limit errors, but if you retry too quickly, Gmail silently drops subsequent messages: the API returns success, but the message is never delivered nor appears in Sent Mail. Always monitor actual mailbox state after bulk sends.

Questions people ask

Can we avoid rate limits by using multiple users?

Partially. Each user has their own quota, but the service account itself is also rate-limited. Distribute sends and stagger them to avoid silent drops.

How do we match survey responses to recipients?

Embed a unique token or link per recipient and log it when sending; match responses to this identifier in the central Sheet.

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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