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Create Your First Agentic Workflow in Google Workspace Studio

In this guide, you will create an agentic workflow in Google Workspace Studio that reads Google Form submissions, tracks them in a spreadsheet, and emails you action items.

beginner 7 steps

Introduction

In this guide, you will create an agentic workflow in Google Workspace Studio that reads Google Form submissions, tracks them in a spreadsheet, and emails you action items. You will use Google’s AI automation tool, Workspace Studio, which comes preconfigured to work with Gmail, Google Drive, and other Google Workspace tools.

When you test the finished flow, it can take up to 10 minutes to fire, though it is usually closer to 5.

You can click the “Test run” button to re-trigger any previous form submissions as a test.

Step-by-step 7 steps

Instructions

  1. Step 1 of 7

    Create your Google Form

    Create a Google Form for the process you want to automate.

    This guide uses a web design agency new-client inquiry form as the example, but the same setup works for inbound requests like support tickets, client onboarding, project kickoffs, and internal troubleshooting.

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    Make sure the form is named and saved. You will connect it to Workspace Studio in the next step.

  2. Step 2 of 7

    Create a new flow in Workspace Studio

    Go to studio.workspace.google.com and click the plus button to start a new flow.

    • Select “When a form response comes in” as your starter. This is the automation trigger.
    • Choose the form you just created.
    • Leave “Also run when a form response is edited” unchecked.
  3. Step 3 of 7

    Add the AI summary step

    Click Add step and select Summarize > Content from previous steps > Variable > Form response. This feeds the entire form submission to Gemini.

    In the prompt box, give Gemini context about what this form is for. For example:

    Prompt 
    Read this form response and summarize the potential engagement. We are a web design agency that specializes in homepage design and e-commerce design. Our average project budget is about $4,500.

    The more context you give Gemini here, the better the summary will be. Tell it what your business does, what a good submission looks like, and what matters to you.

    Pro tip: If you use an “Ask Gemini” step, you can let Gemini use context from your workspace to answer questions.
  4. Step 4 of 7

    Log responses in a Google Sheet

    Add a new step: Sheets > Add a row. Select a Google Sheet you have set up for tracking.

    • Pull in the submitter’s name and email using form variables. Click into the field and select the variable from the form node.
    • Add the AI summary as its own column.
    • Add a column for the form response link so you can always go back to the raw data. Use the “Link to form response” variable.
    Pro tip: Google Forms already has a built-in “Link to Sheets” feature, but this custom sheet is cleaner. You get just the fields you care about plus the AI summary, instead of every raw form field. You can also add the link to the full form response with a variable.
  5. Step 5 of 7

    Add the decision step

    Add a Decide step. This is where Gemini reads the summary and makes a call. Paste a prompt like:

    Prompt 
    Read this inbound lead summary and decide whether this lead is qualified based on the fact that we are a web design agency that specializes in homepage design and e-commerce design. Our average project budget is about $4,500.

    You can skip the summary step entirely and put the raw form response here instead. But having the summary first means you get a clean version in your sheet and in your email.

    The Decide step creates two branches: If true and If false. You will set up what happens in each.

    image-2112
  6. Step 6 of 7

    Set up the email notification

    Inside the If true branch, click Add substep > Notify me by email. Build out the email:

    • Subject line: something like “New Qualified Lead” with the submitter’s name or company as a variable.
    • Body: paste in the AI summary variable, plus the submitter’s name and email.
    • Include a link to the form response so you can verify the raw data.

    If you set up the tracking sheet, you can also add an Update row step in each branch to mark the submission as “Qualified” or “Rejected.” Match the row by the email column. It can be tricky to add static values here. You may need to put “Qualified” and “Rejected” in two existing rows, then select them from the dropdown.

    image-2113
    Pro tip: Add the same Update row step in the If false branch too, marking those as “Rejected.” That way your sheet always shows the status of every submission without you checking manually.
  7. Step 7 of 7

    Turn it on and test

    Name your flow and hit Turn on. Submit a test response through your form.

    • It can take up to 10 minutes for the flow to fire, but it is usually closer to 5.
    • You can also run a test from inside Workspace Studio by clicking Test run and selecting a previous form response.
    • Check the Activity tab in Workspace Studio to see exactly what happened at each step: what Gemini summarized, what it decided, and whether the email sent.
    image-2114

    If all goes well, you should get an email from yourself. You can click the Activity button back in your flow to see the details of each run.

    Pro tip: You can click the “Test run” button to re-trigger any previous form submissions as a test.

You're done

That's the whole workflow

Mark it complete to save your progress. Background and answers to common questions follow below.

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Overview Back to the steps

Background and context

Who This Is Useful For

  • Agency owners and freelancers who get inbound leads through forms and want to auto-qualify them before spending time on a call.
  • Ops and support teams who handle internal requests, such as IT tickets, onboarding, or troubleshooting, and want Gemini to triage them automatically.
  • Anyone on Google Workspace who wants to automate a repeatable process without connecting external tools like Zapier or Make.

What You Will Build

You will build a Google Workspace Studio flow that fires when someone submits a Google Form. Gemini reads the response, summarizes it, logs the summary in a Google Sheet, decides whether the submission meets your criteria, and emails you if it does. The whole flow runs on autopilot.

  • A Google Form trigger for new submissions.
  • A Gemini summary step for each form response.
  • An optional Google Sheet log with the submitter details, AI summary, and response link.
  • A decision step that qualifies or rejects the submission.
  • An email notification for qualified submissions.
image-2110

What You Need

  • A Google Workspace account or Gmail.
  • Access to Workspace Studio.
  • A Google Form, either existing or new.
  • A Google Sheet, optional, for tracking responses.

Going Further

  • Client onboarding: reuse the same flow structure and add steps that create a new folder in Google Drive, generate a kickoff document, or draft a welcome email to the client.
  • Internal troubleshooting: replace the lead qualification logic with triage logic so Gemini can categorize support requests by urgency and route them to the right person by email.
  • Draft responses: instead of only notifying you, have Gemini draft a reply to the form submitter that you can review before sending, or send automatically if you trust the output.
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