Section 8: Google Workspace + Gemini integration scenarios

Scenario 72: Procedure assistant with a shared Gem

Level: Intermediate · Tools: Gemini Gems, Drive Knowledge sources, Google Workspace Gemini side panel

Who and in what situation

Murat is a quality assurance manager at a manufacturing company. Before an audit, he wants to reduce differences in how his colleagues interpret the same procedure.

How it is done today

Murat emails links to the procedure Docs files. Employees search for files whenever they have a question.

How to do it with AI

  1. In the Gemini web app, go to Settings and help > Gems > New Gem. Give the Gem a clear name and instruct it to respond based only on company procedures. [135]
  2. Use Knowledge > Add files to add the current procedures and checklists from Drive. Drive Knowledge files require a Workspace connection. [135]
  3. Preview the Gem. Test the response format, the source citation rule, and the condition “say you don't know if it isn't in the source.”
  4. Send it to the quality team using Share a Gem. A shared Gem is not automatically added to the recipient’s manager; it is added to their My Gems area when they open and interact with it. [135]
  5. Team members can open the Gem in the Workspace side panel and use the same question template. [135]

Example prompt

Respond for {procedure_name} in this format: Prerequisite, steps to follow, required records, and uncertainty. Use only the attached company sources. Do not guess a rule that is not in the source.

Evidence and real-world example

No published customer case study was found for this use; the basis is the documentation on creating Gems, adding Drive Knowledge, and synchronization with the Workspace side panel. [135] [133]

Points to consider

The shared Gem’s knowledge does not replace the procedures; the version owner must check that the files are up to date. Source selection and file permissions depend on the administrator’s policy. Work or school accounts may be subject to different conditions than personal accounts. [135] While the transition from Gems to skills for personal accounts begins in November 2026, a different schedule has been announced for work and school accounts; check the name shown in the user’s account when preparing training material. [135] The commitment not to use Workspace data to train foundation models without permission applies to Gemini within Workspace. [40]

Sources for this scenario

  1. Google Workspace Gemini veri koruması (support.google.com)
  2. Use sources with Google Workspace with Gemini (support.google.com)
  3. Use Gems in Gemini Apps (support.google.com)