Scenario 73: Orientation package with a Drive-sourced Notebook

Who and in what situation

Selin is an administrative training coordinator for a hospital group. She wants to prepare a short orientation package introducing new employees to the institution’s policies, visitor flow and information security documents.

How it is done today

Selin reads long Docs files, extracts headings manually and prepares a separate question-and-answer text for each document.

How to do it with AI

1. Open Gemini Notebook in your browser, create a new notebook and select Sources > Add sources. Find Workspace files using the search box. [136]
2. Select and import policy Docs, Slides files and, if needed, PDFs that you have permission to view. [136]
3. In the Source panel, select only the sources relevant to orientation and ask questions specifying the source names. Notebook is designed to provide source-grounded answers and inline citations. [88]
4. Test the draft with questions such as “What does a new employee do on the first day, and in what order?” Open the citation in the answer and compare it with the original text.
5. Transfer the approved text to Docs and the visual flow to Slides. Sources imported from Drive can be updated automatically every few minutes. [136]

Example prompt

Based on the selected sources, prepare a first-day orientation checklist for {role_name}. Add the source name next to each item. If a topic is not covered in the sources, write “not in the source”.

Evidence and real-world example

No published customer case study was found; the supporting documentation covers Gemini Notebook’s work with Docs and Slides sources, source-grounded answers and Drive synchronization. [88] [136]

Points to consider

Most work or school accounts may have access, but the organization’s administrator may need to enable it. [88] If access to a Drive file is lost, the notebook source becomes unavailable; Notebook cannot delete or edit the original Drive file. Footnotes and comments may not be imported. [136] Google states that Gemini Notebook uploads, queries and responses in a Workspace account will not be reviewed by human reviewers or used for training unless feedback is provided. [88] Use a test notebook to verify how Turkish language support is provided in your organization’s account.

Sources for this scenario

88. Learn about Gemini Notebook (support.google.com)
136. Add or discover new sources for Gemini Notebook (support.google.com)