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Use cases → Email operations

Deliver onboarding welcome kits via delegated automation

Automatically send onboarding materials to new users, ensuring every new joiner receives the correct resources as soon as their account is provisioned.

Who it is forIT and onboarding teams automating new user setup across tenants.
APIsGmail API, Drive API
Typical scopesgmail.send, drive.readonly

The problem

Sending welcome packs manually is error-prone, slow, and inconsistent. Automated delivery ensures no new user is missed, but must coordinate Drive document access and timely email delivery.

How it works

  1. Listen for new user creation events via Admin SDK or directory export.
  2. Collect and package relevant Drive files and links for the welcome kit.
  3. Use the Gmail API under domain-wide delegation to send a templated welcome email with attachments and Drive links.
  4. Log delivery status for audit and troubleshooting.

What changes

Every new user receives a consistent onboarding kit promptly, and the team can verify delivery for compliance.

The trap in this one. Drive file permissions propagate with a delay after user creation. If you generate and send the welcome email immediately, shared Drive links may return 404 or 'You need access' until propagation completes. In practice, a short delay (usually several seconds to a few minutes) after account creation is needed before Drive links reliably work for the new user — failing to account for this results in support tickets and broken first impressions.

Questions people ask

Can attachments be sent directly from Drive?

Yes, but when sending large files or folders, include Drive links instead of attachments to avoid Gmail size limits.

How do I know if the kit was delivered?

Log the message ID and API response for each send, and consider a read receipt if policy allows.

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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