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Use cases → Admin and governance

Check footer compliance across all user mailboxes

Audit every user's sent mail for the required legal or branding footer, regardless of client or device used to send.

Who it is forIT compliance teams responsible for regulatory or brand-mandated email disclaimers.
APIsGmail API
Typical scopesgmail.readonly

The problem

Relying on client-side signatures or manual setup means users can bypass or remove required footers, risking non-compliance. Centrally enforced footers via admin policies only apply to new mail, not replies or forwards, and often miss mobile devices.

How it works

  1. Delegate domain-wide gmail.readonly access to a service account.
  2. Iterate through all active user mailboxes.
  3. Pull a sample of recent sent messages from each user.
  4. Parse message bodies for presence and correctness of the required footer.
  5. Report non-compliant users or messages for remediation.

What changes

Compliance gaps are visible across the domain, including on messages sent from mobile or third-party clients, enabling targeted enforcement or user education.

The trap in this one. Gmail API's users.messages.list returns only the first thread message by default; if replies or forwards are missing the footer, they can be silently skipped unless you explicitly set 'includeSpamTrash' and retrieve every message in the thread. Engineers often miss that the API can return incomplete results if not paginated or filtered correctly, leading to a false sense of compliance.

Questions people ask

Does this approach detect footers on messages sent from all devices?

Yes, as it inspects the actual sent messages in each mailbox, regardless of the sending device or client.

Can this be run without user disruption?

Yes, the service account operates in the background and users are not notified unless you choose to report non-compliance.

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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