Guide to Starters & Steps in Workspace Studio

1. Set a start date and time.
2. Choose a repeat frequency, such as “Daily” or “Weekly.”
3. Optional: Set your time zone.

Anonymous and non-anonymous forms are supported.

1. Enter a prompt: Write the instructions for Gemini. To make your prompt more powerful and to include information from a previous step, like the subject or sender of an email, click + Variables.
2. Sources Gemini can use: Select where Gemini should access information. For example, they can write that the information should come from the “Web, Workspace, and connected apps” or from the “Web only.”

Learn how to control which sources Gemini can use.

1. Select a Gem: Choose from a list of pre-made Gems, such as “Brainstormer” or “Copy creator.” To build your own gem, you can also click Create or edit Gems. Learn how to use Gems.
2. Enter a prompt: Provide the specific instructions for your selected Gem. To add context from earlier steps, click + Variables.
   1. Example prompt without a variable: “Brainstorm three taglines for a new coffee brand focused on sustainability.”
   2. Example prompt with a variable: Imagine your agent starts when a new “Project Brief” is added to a Drive folder. You could use the “Brainstormer” Gem with this prompt:
      • “Based on the content of the [Content of a doc] variable, use the ‘Brainstormer’ Gem and give me 3 potential project names.”
3. Sources Gemini can use: Choose the information sources Gemini can access.

Time range for summary: Select the time period you want to recap, like “Today (12 AM),” “Yesterday,” “Last 7 days,” or “Last 30 days.”

• Content to analyze: To select the content from a previous step that you want Gemini to analyze, use + Variables.
• What to extract: Select from predefined items or add your own custom content names and descriptions for Gemini to find.

Enter a prompt: Write the question you want Gemini to answer with a true or false decision. You can use predefined decisions like “is urgent” or “requires response.”

Important: This step summarizes content you provide to it, like the body of an email or text from a document. It can't, for example, independently summarize all unread messages in a Google Chat space.

What to summarize: Choose the source of the content you want Gemini to summarize. You have 2 main options:

• Use data from your flow: To select content that came from your starter or a previous step, click + Variables.
• Select a specific file: Choose an item, like a Google Doc, directly from the dropdown menu. This is useful when you want to summarize the same file every time, regardless of what started your flow.
  • Example of independent use: “You can create a flow that starts on a schedule every Friday at 4 PM, and this step can be configured to always summarize your team’s ‘Weekly Meeting Notes’ document.”

Set the condition: Create a rule:

1. Choose a variable from a previous step.
2. Select an operator, like “contains” or “starts with.”
3. Enter the text or value to check against. You can add multiple conditions with “AND” or “OR.”

• Label(s): Select one or more labels to add or remove from the email.
• AI-powered labels (Optional): To have Gemini apply your selected labels only if the content of the message matches the label’s description, turn on this toggle. You can create or edit your AI-powered labels from this step.

This step automatically applies to the email from your starter.

This step automatically applies to the email from your starter.

Email to archive: This tells the flow which email to archive. It should already contain the Email ID variable from your starter. If the field is empty, use + Variables and select the email you want to archive.

Important: This step only supports spreadsheets that are private to you (not shared with anyone). If you share the spreadsheet later, your flow will fail and an error will appear in the activity log.

• Select a sheet: Choose the specific Google Sheet and tab you want to add a row to.
• Columns: Use variables to map the data from your flow to the appropriate columns in your sheet.

Important:

• The destination folder should be private to you (not shared with anyone). This step can't save attachments to Shared Drives or folders shared with others.
• This step saves uploaded files like PDFs. It doesn't save linked Google Workspace files, such as Docs, Sheets, Slides, or auto-generated meeting notes.

Destination folder: Select the Google Drive folder where you want to save the attachments.

Important: This step only supports folders that are private to you. It does not work with Shared Drives or folders shared with others.

• Folder name: Specify the name for the new folder.
• Parent folder: Choose the location for the new folder in your Drive.

Important: The destination folder you select must be private to you (not shared with anyone). If you select a Shared Drive or a shared folder, the flow will fail.

• Document title: Specify the name of the new document.
• Location: Choose the folder in Google Drive to save the doc.
• Content (Optional): Add initial text or content to the document.

Important: This step only supports Google Docs that are private to you (not shared with anyone). If you share the doc later, your flow will fail and an error will appear in the activity log.

• Doc to update: Choose the Google Doc you want to add content to.
• Where to add new content: Select whether to add “Before all existing content” or “After existing content.”
• Content to add: Enter your text. To insert dynamic information from your starter, use + Variables.

• Task title: Set the name of the task.
• Task details: Add any relevant notes or information about the task.
• Date: Optionally set a deadline for the task.

• Select the specific step, like “Create task” or “Create project.”
• Configure the required fields, such as the Asana project, task name, and description.

• Space: Select the Confluence space.
• Title: Enter the title for the new page.
• Content: Add the page content with variables from previous steps.

• Jira project: Select the project where the issue will be created.
• Issue type: Choose the type of issue, such as "Bug" or "Task."
• Summary and description: Provide the details for the Jira issue.

• Audience: Select your Mailchimp audience list.
• Subscriber details: Provide the required information, like the email address.

• Channel/User: Select the specific channel or user to message.
• Message: Write the content of the message you want to send.