AI-powered workflows in Google Workspace (alpha)

Important: This is an experimental feature rolling out to Gemini Business, Gemini Enterprise, Gemini Education, and Gemini Education Premium in Gemini for Google Workspace Alpha.

You might see suggested prompts for AI-powered workflows in Gmail on the web when Gemini detects that it can help you take action on an email message. When you click the suggested prompt, the Gemini side panel opens. Gemini helps with the task and you can optionally automate it so Gemini does it in the future without you having to ask.

Available AI-powered workflows

Note: You can’t enter these prompts in the Gemini side panel yourself and they won't appear in Gmail mobile apps. To use the prompts, open Gmail on the web and click the suggested prompt when it appears.

Gemini suggestion	Status	Description	Learn more
Save receipts in Drive and track in Sheets	Alpha	When you get an email message with a receipt attached, Gemini can help you save the receipt to Drive and put the details in a receipt tracking spreadsheet.	Help
Take action on messages from sales leads with Gemini	Alpha	When you get an email message from a potential sales lead, Gemini can help you track the lead or research their company.	Help
Reply to questions about my business	Alpha	When you get a message asking a common question about your business, Gemini can draft a reply using similar emails and, optionally, Drive files such as price lists or service descriptions.	Help
Reply to a customer concern	Alpha	When you get a message from a concerned customer, Gemini can draft a reply using similar emails and, optionally, Drive files such as your refund policy.	Help

Review activity

After you automate an AI-powered workflow, you can review what tasks it did in the management side panel.

At the top of Gmail for web, click Workflows .
To review activity across all your automations, go to the Activity tab.
To see what tasks a specific automation completed:
1. Go to the Manage tab, where you see a list of your automations and their statuses.
2. Next to the automation click More .
3. Click View activity.

Turn an automation on or off

After you set up an automation, you can turn it off if you want to temporarily stop it. Unlike deleting the automation, you can turn the automation back on at any time.

At the top of Gmail on the web, click Workflows .
In the Manage tab, you see a list of your automations and their statuses.
Next to the automation click More .
Click Turn off or Turn on.

Edit or delete an automation

Click Workflows at the top of a Google Workspace app to open the automation manager.
In the list of automations, find the automation you want to edit or delete.
Click More to see management actions.

You can't undo deleting an automation.

Troubleshoot workflows (one-time AI-powered actions)

If you get an error when you try to run a workflow, take the following steps to try to resolve it. In rare cases, you might have to start over.

If you closed the message you saw the suggested prompt in, open it and try again.
If you went to a different app and then tried to click a suggested prompt, go back to Gmail and try again.
If your task has options and you can edit them:
1. Click Edit task. You might see a different edit option.
2. Make sure that you have edit access to files and folders.
3. Run the task again.
If you can click the button to run the task again, click the button. If it still doesn't work, wait a minute or two and try again.
Check that your Gmail settings allow smart features and personalization:
1. In Gmail, click Settings See all settings.
2. Find the Smart features and personalization and Smart features and personalization in other Google products settings.
3. Make sure both boxes are checked. If you changed a setting, click Save changes.
4. Run the task again.
If you can't rerun the task, start over by clicking the suggested prompt again.

Troubleshoot automations

When an automation has an issue, you see a red dot on the Workflows icon . To review and fix the issue:

Click Workflows . A side panel opens and shows you how many automations have issues.
If there’s one automation with an issue:
1. Click Open.
2. Look for a task with an error. If possible, edit it, and click Save.
3. If the automation adds data to a spreadsheet, make sure that the spreadsheet has the original columns and column names created by Gemini. Changes to the table structure can prevent Gemini from adding data.
4. If no tasks show errors, try going to the edit panel and re-saving the automation without making any changes. This action can help with app access issues.
5. Otherwise, the error may have been a one-time issue or an issue Gemini can’t report. Do the task manually.
  If the error was a one-time issue, the automation will continue to run but the tasks that didn’t complete aren’t be tried again.
If more than one automation had an issue:
1. Click View activity. You see a list of automations with issues.
2. For the first automation, locate the task with the error and click Edit.
3. Look for a field with an error, edit it, and click Save.
4. If no fields show errors, the error may have been a one-time issue. Click Cancel then find which task didn’t complete and do it manually. If the error was a one-time issue, the automation will continue to run.
5. In the activity panel, click the next automation with an issue and repeat the process.
If the task reports App not found , your administrator might block your access to the app or the connection between Workflows and the app. For help, go to Who is my administrator?
If you try fixing the automation and it continues to have issues, delete the automation and set it up again:
1. Click Workflows .
2. Next to the automation you want to delete, click More.
3. Click Delete and confirm deletion.
4. The next time you see the suggested prompt, click it and follow the steps to set up the automation again.

About the output of AI-powered workflows

AI-powered workflows use Gemini to generate outputs. These outputs don’t represent Google’s views, and should not be attributed to Google.
Don’t rely on AI-powered workflows for medical, legal, financial or other professional advice.
AI-powered workflows may suggest inaccurate or inappropriate information, extract information from non-spam messages from malicious senders, or not start or complete tasks as expected. Check the results.

Manage Workflows' access to Google Workspace apps

When you automate an AI-powered workflow, you grant Workflows ongoing access to your data in the other Google Workspace apps involved in the workflow, such as Google Drive or Google Sheets.

To remove access, update your Google Account settings:

Open https://myaccount.google.com/connections.
Click the Workflows service you want to remove access for, such as Google Drive for Workspace Workflows or Google Sheets for Workspace Workflows.
Click Delete all connections you have with service name and confirm.

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