Section 8: Google Workspace + Gemini integration scenarios

Scenario 71: Comparing quote files in a single context

Level: Intermediate · Tools: Google Drive Projects, Ask Gemini, Workspace side panel, Docs and Gmail; an eligible Workspace or Google AI plan

Who and in what situation

Derya is a sales operations specialist at an export SME. She turns dealer quotes, price lists and delivery terms updated each month into a decision brief for her manager.

How it is done today

Derya opens Drive folders one by one, checks version dates and manually transfers key points into a blank Docs file. She then summarizes the same information in an email.

How to do it with AI

  1. In Drive, select New > New project or save an Ask Gemini conversation using Save as a project. Use Add more sources to add the quote files, price list and relevant emails. [132]
  2. Open the Gemini side panel in Docs or Gmail. Type @ and the project name in the prompt box; select the project from the suggestions to insert the smart chip. Gemini uses the sources in the project as context. [132]
  3. Ask which file each claim is based on. Open the files from the Sources section below the response and check the version date and figures. [133]
  4. Copy the approved summary into Docs. Drive Projects does not change source permissions. [132]

Example prompt

Compare the files in @{project_name}. Create a table of prices, delivery lead times, minimum orders and exception terms for {dealer_name}. Specify the source file for each row; if there is a conflict, do not make a decision—show both statements.

Evidence and real-world example

No published customer case study was found; the basis is the documentation on using a project with @ in Workspace side panels. [132] [133]

Points to consider

The documentation describes using Drive Projects across Docs, Sheets, Slides, Chat, Meet and Gmail with work or school accounts that have Gemini beta access; an administrator may need to enable beta features. [132] Gmail messages added to a project are private to the project owner. Anyone without permission to view the source files cannot receive a response. [132] Turkish is listed among the supported languages for Gemini in Drive, but also check your organization’s plan and administrator settings. [134]

Sources for this scenario

  1. Organise save and share Gemini sources using projects in Drive (support.google.com)
  2. Use sources with Google Workspace with Gemini (support.google.com)
  3. Get started with Gemini in Google Drive (support.google.com)