Create Your First Agentic Workflow in Google Workspace Studio

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.

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

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.

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:

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.

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.

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

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.

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.

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.

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.

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.