You can use Google Workspace Studio only if your organization supports it. To use generative AI features, your Google Account must be allowed to use Gemini.
If you're signed in with a school account and are under 18, you can’t use any AI features in Workspace Studio. If a flow containing AI steps is shared with you, those steps will be removed when you open the flow.
Flow building blocks
In Workspace Studio, you automate your everyday, routine tasks across Google Workspace services by creating flows. Flows start based on an event or schedule and then do a set of actions automatically. A flow has 3 main parts:
- Starter: This is the event or schedule that starts your flow. For example, when you get an email message from specific people, or every Monday at 9 am.
- Steps: These are the actions that the flow does after it starts. Most flows have several steps. For example, ask Gemini to extract action items, draft a reply, or add content to a document.
- Variables: Each step has variables, which are dynamic placeholders for information that you can use in later steps. For example, Gemini’s response to your prompt, the sender of the message that started the flow, a form response, and more. Learn more about variables in the Workspace Studio Help Center.
Create a flow with AI
You can use AI to generate a flow in Workspace Studio. Just enter what you want the flow to do and when. Gemini puts together the right starter and steps, and drafts any content. Then you can edit before turning it on.
- On your computer, go to https://studio.workspace.google.com.
- In the "Describe a task for Gemini" box, enter a detailed description of what you want the flow to do.
- Good example: "Notify me in Google Chat whenever I get an email from [email protected]"
- Bad example: "Handle emails from [email protected]."
- Click Create.
- Gemini generates the steps for your flow.
- Review each step to make sure it's correct.
- You can edit, reorder, delete, or add new steps.
- Gemini generates the steps for your flow.
- If a step needs info from a previous step, such as an email's subject line, add a variable. Learn how to use variables to pass data in your flow.
- Optional: Before you turn on your flow, to make sure it works properly, click Test run
Start.
- This runs the flow immediately so you can verify the output.
- If everything works fine, you get a “Run Completed” message.
- After you complete your edits, click Turn on.
Start.
Start with a template
A template is a flow already built for a common task. Most require some input from you to get the details right. You can add or remove steps to meet your needs.
- On your computer, go to https://studio.workspace.google.com.
- On the "Discover" page, check the available templates. You can filter them by goals.
- Click the one you want to use.
- The flow editor opens with all the steps already built for you.
- To configure when your flow starts, click the step under Starter.
- Your template also includes steps, which are the tasks the flow performs.
- To review and customize its settings, click on each step. Often, you need to choose a specific folder or document, or add information from the starter through a variable. Learn how to use variables to pass data in your flow.
- If you find a step with a red dot, it means some required information is missing. To fill in the missing details, click the step.
- For a full list of all available starters and steps, go to Guide to Starters and Steps in Workspace Studio.
- To customize the flow even further, you can add, delete, or reorder the steps.
- To reorder a step:
- On the step, click More
.
- To move it, use the Move up or Move down arrows.
- On the step, click More
- To reorder a step:
- Optional: Before you turn on your flow, to make sure it works properly, click Test run
- This runs the flow immediately so you can verify the output.
- If everything works fine, you get a "Run Completed" message.
- After you complete your edits, click Turn on.
Create a custom flow manually
To build a flow from scratch, you can select your own starter and steps.
- On your computer, go to https://studio.workspace.google.com and click New flow
.
- Click the Starter to choose which event or schedule will launch your flow.
- Click Choose a step and select the task the flow will perform.
- At the top of the page, click the pencil
to name your flow.
- Optional: Before you turn on your flow, to make sure it works properly, click Test run
- This runs the flow immediately so you can verify the output.
- If everything works fine, you get a "Run Completed" message.
- After you complete your edits, click Turn on.
.