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Use cases → Documents and Drive

Distribute company policy documents via delegated automation

Push policy updates to every employee Drive with a delegated service account, recording who received and acknowledged each version.

Who it is forIT or HR teams responsible for compliance and policy communication across the organisation.
APIsDrive API, Sheets API
Typical scopesdrive, spreadsheets

The problem

Policy updates must reach every employee, with proof of distribution and acknowledgement. Emailing links is unreliable, and tracking access manually doesn't scale or prove delivery.

How it works

  1. Store the policy document in a controlled Drive folder.
  2. Use a delegated service account to create a copy for each target user.
  3. Share the copy directly to the user with view or comment access.
  4. Log distribution events and acknowledgements in a central Sheet.

What changes

Every employee receives the latest policy document in their Drive, and audit records show distribution and acknowledgement status.

The trap in this one. Drive API file copy and sharing operations are eventually consistent—if you copy and immediately share to a user, the share call can silently fail with no error if the file hasn't fully propagated. This leaves some users without access unless you check and retry after a delay, which isn't obvious unless you audit every operation.

Questions people ask

Can I update a distributed document after sharing?

Not directly. If you update the master, you'll need to re-copy and re-share to ensure everyone gets the new version.

How do I confirm users actually see the policy?

Require each user to mark acknowledgement, and record this in your tracking sheet. Viewing permissions alone don't guarantee the document was read.

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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