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Use cases → Documents and Drive

Control access to meeting recordings with a service account

Enforce access policies on meeting recordings by adjusting Drive permissions automatically after each meeting concludes.

Who it is forIT teams responsible for ensuring only the right people can access meeting recordings.
APIsDrive API, Calendar API
Typical scopesdrive, calendar.readonly

The problem

Meeting recordings are often left with default sharing, which can expose sensitive content to unintended users. Manual adjustment is unreliable and usually skipped, especially when meetings are frequent or large.

How it works

  1. Monitor for new recordings in the designated Drive location after meetings end.
  2. Fetch the meeting attendee list using the Calendar API.
  3. Update Drive permissions so only attendees (or a defined group) have access to the recording.
  4. Optionally notify stakeholders of the applied access controls.

What changes

Access to each recording matches the intended audience, reducing accidental oversharing and simplifying compliance audits.

The trap in this one. Drive API's permission changes can silently fail for users outside the Workspace domain or for accounts with external sharing restrictions. If you update permissions before the recording file is fully processed by Google, the API returns success but the changes are dropped—always poll for the file's 'processing' state before applying updates.

Watch it explained

“Google Workspace Studio Agents: Email, Jira & Webhooks (Full Tutorial)” — Your AI Workflow on YouTube. Third-party video, included because it covers this ground well. We are not affiliated with the channel.

Questions people ask

How do I handle guests or external attendees?

You must decide whether to grant access to external emails; if you try and the domain blocks external sharing, the Drive API will not error, but the permission is not applied.

What if the recording file isn't available immediately after the meeting?

Poll Drive for the file and check its metadata for the 'processing' flag. Only apply permission changes once processing is complete.

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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