New: Google Workspace Studio

Automate Your Workspace Processes with AI and No-Code

Google Workspace Studio is the new native visual automation hub. Create smart Gemini AI agents and connect your business apps using plain language, without writing code.

Discover the getting started guide Google Documentation Create Custom Steps

What is Workspace Studio?

Workspace Studio is a centralized, native automation hub designed to allow any user to integrate artificial intelligence (Gemini) into their daily workflows. Connect Gmail, Google Drive, Google Sheets, and more in minutes.

Entirely No-Code

Describe your instructions in plain English. The AI translates your request into functional automation steps.

Native AI Agents

Integrate Gemini at the heart of your processes to sort emails, summarize PDF documents, or draft automated responses.

Developer Extensible

Developers can extend the platform by building custom actions via Google Apps Script (Custom Steps).

The Icebreaker: Start with "Everyday Frustrations"

What is the repetitive task that annoys you the most each week in your inbox or on your Drive? Here is how to translate it with Workspace Studio.

What annoys them daily (Their words)

“I spend my time sorting support emails to find urgent ones.”

The Workspace Studio solution (Your response)

Trigger: Gmail email received
AI (Gemini): Urgency analysis
Action: Alert on Google Chat if urgent.

What annoys them daily (Their words)

“I have to open every received PDF to copy the amounts into a Sheets spreadsheet.”

The Workspace Studio solution (Your response)

Trigger: New Drive file
AI (Gemini): Extract amounts
Action: Automatically add a row in Sheets.

What annoys them daily (Their words)

“I miss important messages because I have too many meetings back-to-back.”

The Workspace Studio solution (Your response)

Trigger: Schedule (every Friday at 4 PM)
AI (Gemini): Summary of key unread emails
Action: Send briefing via email.

Presenting the Interface: The "Building Blocks" Metaphor

Faced with the Workspace Studio interface, a beginner might feel intimidated. Break down the screen into 3 very simple zones.

The Left Column

The App Catalog. This is your toolbox. This is where you choose the blocks you will work with (Gmail, Sheets, Gemini, etc.).

The Central Area

The Canvas. This is the assembly plan. We assemble the blocks from top to bottom. The flow reads: "When this happens (trigger), do that (AI), then finish with that (action)".

The Configuration Panel

On the right. When you click on a block in the canvas, this panel opens to configure it: write the prompt for Gemini or choose which Drive folder to monitor.

A Visual and Intuitive Interface

Explore the key elements of the Workspace Studio editor, designed to simplify the creation of complex workflows.

The Flow Canvas

A drag-and-drop visual editor to design your workflow's action sequence from trigger to final outcome.

The Agent Creator

Configure and customize the behavior of your Gemini AI agents by providing clear guidelines in natural language.

Workspace Connectors

Get ready-to-use integrations to interact with your Gmail, Drive, Docs, Calendar, and Sheets data without complex APIs.

Workspace Studio Canvas Actif

Déclencheur Nouveau mail Gmail reçu

Agent Gemini IA Qualifier & Résumer le mail

Action finale Ajouter ligne Google Sheets

Représentation schématique d'un flux d'automatisation no-code.

The Interface in Detail

The Workspace Studio environment revolves around three major areas making it easy to harness artificial intelligence.

S

Studio

Envoyer des commentaires

Découvrir

Flows

Automatisez votre travail avec Gemini

Gérez les tâches facilement dans Workspace

Examiner rapidement

M'avertir des e-mails urgents

Simplifier mon suivi

Garder un œil sur vos e-mails

1 1. The Gemini Prompt Bar

Simply type your request in plain language in the "Describe a task for Gemini" field (e.g. "Notify me about important emails"). The AI instantly generates the corresponding steps.

2 2. Simplified Sidebar Navigation

Easily switch between the "Discover" tab to explore ready-to-use boosters and the "Flows" tab to view and edit all your active automations.

3 3. Ready-to-use Workflows ("Boosters")

Take advantage of quick action templates sorted by category (email, meetings, tasks) to start in one click, such as urgent email alerts or daily summaries.

Quick Start Guide

Follow these simple steps to configure your first intelligent workflow with Workspace Studio.

1

1. Open Workspace Studio

Access the platform directly from your Gmail interface (where the tool is natively integrated) or via the direct URL: studio.workspace.google.com.

2

2. Set the Trigger

Define the starting event: a new Gmail email, a Google Forms response, or an external event via integration connectors (Salesforce, Jira).

3

3. Add AI Cognition (Reasoning)

Gemini analyzes the data: urgency/sentiment detection, request classification, and context search within your organization's documents.

4

4. Trigger the Final Action

Execute the task: create a Gmail draft for review, send a team notification on Google Chat, or update your CRM database.

Prompt Engineering

The Key Difference: The Automation Prompt

In a standard chat (like Gemini Advanced), you converse. In Workspace Studio, the AI becomes a link in an assembly line. It receives information, analyzes it according to strict instructions, and must return a perfectly calibrated result for the next step.

❌ Chat Prompt (Avoid)

“Tell me if this email is urgent”

Réponse typique de l'IA

“Hello! After analysis, it turns out that the customer seems unhappy, so yes, I think it is quite urgent...”

Impossible to process automatically by Google Sheets or Google Chat.

✅ Automation Prompt (Recommended)

“For the email status, choose strictly only one of these three options: Urgent, Standard, or Low. Do not write anything else.”

Réponse typique de l'IA

“Urgent”

Perfect format to power the next action in the flow.

The 4 Golden Rules of Prompting

In Workspace Studio, Gemini is not a chat partner but a link in an assembly line. Instructions must be ultra-precise.

1. Use Variables (Tokens)

Drag and drop dynamic blocks from previous steps (e.g., {{Email Body}}) to feed the AI in real time.

2. Ban Chatter (Strict format)

Forbid Gemini from writing conversational phrases: "Do not write any introductory or concluding sentences. Only return the raw format".

3. Structure the Output (Key-Value)

Enforce closed choice labels to make subsequent steps easier (e.g., "Choose strictly: Urgent, Standard, or Low").

4. Plan a Fallback (No Hallucinations)

Tell the AI exactly what to write if the requested data is missing (e.g., "If information is missing, write Unknown").

Ready-to-Use Prompt Templates

Copy and adapt these optimized prompts for your own Google Workspace Studio workflows.

Ideal for analyzing a file received on Google Drive (PDF, scan) and cleanly extracting metadata to Google Sheets.

Role: You are an ultra-precise virtual administrative assistant.

Mission: Analyze the attached document: {{PDF File Content}}.

Extraction Guidelines:
Extract the following information respecting strictly the indicated format:
* Sender Name: [Name of the company that sent the document]
* Issue Date: [DD/MM/YYYY format]
* Ex-Tax Amount: [Amount without the currency symbol, digits only]
* Tax-Inclusive Amount: [Amount without the currency symbol, digits only]

Strict Constraint: If any information is missing, write "Unknown". Do not write any introductory or concluding sentences. Only return the bulleted list above.

Analyze incoming messages to categorize client requests and evaluate urgency levels.

Role: You are a mail sorter for a customer service department.

Mission: Analyze the following email: {{Email Body}}.

Task 1: Determine urgency. Choose strictly between "YES" (if the customer is very dissatisfied, reports a blocking bug, or demands an immediate refund) or "NO" (for all other cases).

Task 2: Determine category. Choose one single category from: "Billing", "Technical Support", "Partnership", "Other".

Expected Response Format:
Urgency: [YES or NO]
Category: [The chosen category]

Constraint: Do not write any comments or explanations. Remain factual.

Generate daily briefings or short summaries of email threads.

Mission: Summarize very synthetically the following email received from {{Sender}}: {{Email Body}}.

Writing Guidelines:
1. Summarize in one single simple sentence (maximum 15 words).
2. Identify if there is a concrete action expected from me. If yes, start the line with "👉 Action: [Action to do]". If no, write "👉 Action: No action required".

Constraint: Use a professional and direct tone. No unnecessary politeness.

Animation

Facilitator Tips

Hosting a workshop or presenting the tool? Here are two field-tested facilitation tips.

Do a "Paper" Workshop First

If your participants struggle with logic, do the exercise with physical sticky notes on a board (yellow for trigger, green for Gemini action, blue for result). This physical interaction works wonders.

Highlight the "Test" Button

Show them that Workspace Studio has a safety net. Being able to execute the flow step-by-step and seeing green checkmarks is highly reassuring for beginners worried about making mistakes.

Écosystème Développeurs

Developers: Build Custom Steps with Apps Script

If standard triggers and actions aren't enough, you can extend Workspace Studio. Create Custom Steps by writing Google Apps Script code or connecting external APIs via Google Cloud.

Custom Steps allow you to query your internal databases, connect to your CRM (Salesforce, HubSpot...), or run proprietary calculations that cannot be done with standard no-code.

Créer une intégration sur mesure

Sample extension manifest: manifest.json

{
  "oauthScopes": [
    "https://www.googleapis.com/auth/workspace.addons.metadata"
  ],
  "addOns": {
    "common": {
      "name": "Custom Step CRM Integration",
      "logoUrl": "https://example.com/logo.png"
    },
    "workspaceStudio": {
      "customSteps": [
        {
          "id": "crm_fetch_lead",
          "name": "Fetch Lead from CRM",
          "description": "Obtient les données d'un prospect depuis le CRM",
          "functionName": "fetchCrmLeadData"
        }
      ]
    }
  }
}

Compatible Manifest V3

Frequently Asked Questions & Compliance

Who has access to Google Workspace Studio?

Access depends on your account type. For business or education accounts, it requires an eligible Google Workspace edition with a Gemini Business, Enterprise, or Education add-on. For personal accounts, the tool is available to subscribers of the Google One AI Premium plan.

Is my company data used to train Google's AI models?

No. In line with Google Workspace enterprise privacy commitments, your data (emails, Drive files, Sheets) remains strictly confined within your domain. Google does not use your professional data or your prompts to train its public artificial intelligence models.

What is the difference between Workspace Studio and Google Apps Script?

Workspace Studio is a visual, no-code AI automation platform for building workflows easily. Google Apps Script is a low-code/code development environment based on JavaScript. Apps Script is complementary: developers use it to create Custom Steps that can then be used directly inside Workspace Studio's visual editor.

Can we connect third-party applications outside of Google?

Yes. In addition to native Google Workspace connectors (Gmail, Sheets, Drive, Docs, Meet, Calendar), you can connect third-party apps (e.g. Jira, Salesforce, HubSpot, Slack) using built-in connectors or by developing custom API integrations via Google Cloud and Custom Steps.

Is Workspace Studio GDPR compliant?

Yes, Workspace Studio runs natively within Google Workspace's secure infrastructure. Your data remains isolated within your corporate tenant, complying with Google Workspace's GDPR commitments and your organization's data governance policies.

Need ready-to-use automation examples?

Besoin de connecter vos applications ou de créer des flux d'automatisation complexes sur mesure ? Faites-vous accompagner par notre expertise Workspace.

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