Scenario 74: Connecting purchase requests to a Studio workflow

Who and in what situation

Ayşe works in purchasing operations at a holding company. She categorizes new request messages posted in Chat, asks for missing information, and prepares a brief summary for the manager to review.

How it is done today

Ayşe reads incoming messages, labels emails, and copies the same information into a separate tracking spreadsheet.

How to do it with AI

1. Open Workspace Studio with an eligible account. Describe the workflow in natural language in the Prompt bar; for example, ask it to classify incoming requests, identify missing fields, and prepare a review message. [137]
2. Review the agent and steps created by Gemini one by one. Identify points where human approval is required for an incorrect category, the wrong person, or a sensitive attachment.
3. Test the Gmail, Drive, or Chat steps using your organization’s existing access permissions. Studio agents can work across Workspace applications and be shared with the team. [137]
4. Run a pilot workflow with a small team. Start by generating drafts and labels rather than sending emails or sharing files.
5. Share the approved agent with the team. [137]

Example prompt

Classify the purchase request received in Gmail or Chat using {category_list}. If {required_fields} are missing, list only the missing fields. Extract the {invoice_no} and {amount} values from the attached file. Do not send emails or modify records without human approval.

Evidence and real-world example

In Google’s Kärcher example, multiple agents evaluated feature ideas in Chat and prepared the final draft; Google reported that drafting time decreased by 90 percent and that a review-ready plan was created in two minutes. [137]

Points to consider

Studio requires an eligible work or school edition: Business Starter, Standard, Plus; Enterprise Standard and Plus; certain Education editions and some AI add-ons are listed. An administrator must enable Gemini. [138] If Gmail is disabled, templates that use Gmail may not appear. [138] Writing a company rule into a Studio agent does not automatically make its output correct; include human approval and record reviews.

Sources for this scenario

137. Introducing Google Workspace Studio (workspace.google.com)
138. Access to Workspace Studio (support.google.com)