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Use cases → Email operations

Enforce a consistent email footer across the organisation

Stamp a required footer onto all outgoing mail, regardless of the sender’s client or device, using a delegated service account.

Who it is forIT admins responsible for legal disclaimers or branding in outbound email.
APIsGmail API
Typical scopesgmail.modify

The problem

Users bypass centrally managed footers by sending from mobile clients, third-party apps, or by editing signatures. Manual policing is error-prone and always lags behind.

How it works

  1. Set up a delegated service account with domain-wide authority.
  2. Monitor the 'Sent' mail folders for all users.
  3. Detect outgoing messages missing the required footer.
  4. Append the footer using message modification, ensuring formatting is correct.
  5. Optionally, flag or log any messages where the footer cannot be inserted.

What changes

Every outbound message has the enforced footer, regardless of how it was sent or from which device.

The trap in this one. Modifying sent messages via the Gmail API does not trigger a sync to all clients. Mobile apps and some desktop clients may show the original message without the footer, even though recipients see the modified version. Users may report inconsistency or raise support tickets, not realising the footer is enforced post-send.

Questions people ask

Can this footer replace all user signatures?

No; it appends the footer after the message is sent. User-set signatures will still appear above the enforced footer unless you also standardise those.

Does this catch emails sent via third-party SMTP apps?

Only if the message ends up in the user's 'Sent' folder. Some SMTP clients bypass Gmail's sent mail, so coverage is not absolute.

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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