Control Workspace Intelligence for generative AI features

Workspace Intelligence finds content across apps to give Gemini in Workspace deeper context so it can provide more helpful and relevant generative AI experiences.

As an administrator, you can enable or disable which Workspace services can be actively searched to power generative AI features within Workspace for users in your organization. Supported services include:

  • Gmail
  • Drive (includes Docs, Sheets, Slides, PDFs, Images, Vids, and more)
  • Calendar
  • Chat

The default setting for each source is on. If you turn a source off or on, the change may require up to 48 hours to take effect.

How Workspace Intelligence uses your data

Workspace Intelligence uses your Google Workspace data to help generative AI features understand your organization's unique information. For example, Workspace Intelligence might use details from your emails, documents, or calendar events to provide smarter responses and suggestions.

Workspace Intelligence underpins many Gemini uses across Workspace, including:

For example, imagine you need to send your manager an update on "Project X." You ask Gemini in Docs, and Workspace Intelligence will consult all relevant data. This includes your meeting notes, documentation, and chat discussions related to Project X. Gemini produces a draft report in seconds, with full citations.

These changes align to our existing data handling practices and privacy commitments. AI features respect user-level content access, ensuring that responses are grounded only in content that a user already has permission to view. Your data is never used to train generative AI models or for advertising purposes.

Turn Workspace Intelligence on or off in a Google service

You can choose which Workspace services can contribute to Workspace Intelligence.

  1. In the Google Admin console, go to Menu and then Generative AI and then Gemini for Workspace.

    You must be signed in as a super administrator for this task.

  2. Click the Workspace Intelligence panel.

  3. (Optional) To apply the setting only to some users, at the side, select an organizational unit (often used for departments) or configuration group (advanced).

    Group settings override organizational units. Learn more

  4. Click Edit next to the service you want to enable or disable.

  5. Click On or Off, and then click Save.

When Workspace Intelligence is turned off

If you turn off Workspace Intelligence or disable a specific data source, generative AI features won't actively search for content from the disabled source. However, if a user adds a specific source to their prompt, that source will be used to help Gemini answer. For example, if you turn Drive off as a source, users can ask Gemini about specific files. Gemini will consult these files, but it won't actively search for other files.

Note: Turning off data sources limits Gemini's effectiveness. In some cases, users may lose access to specific AI features. For example:

  • If Gmail is disabled as a source, users may lose access to AI Overviews in Gmail search. Gmail will revert back to the older search experience.
  • If Calendar is disabled as a source, Gemini in Workspace can't read calendars or schedule events.
  • If Drive is disabled as a source, the Drive projects feature may no longer be available.

Important notes about Workspace Intelligence

  • It might take up to 48 hours for changes to fully take effect.
  • This setting controls the use of these sources for the use of Gemini in Workspace. It does not govern use of these sources for Gemini for Education, Gemini App, Notebook LM or any additional services. These are controlled by other user or administrator settings.
  • Some user-level data preferences also govern whether a source may be used by the Workspace Intelligence setting. For example, if a source is turned on in the Admin console, an individual user can still turn off smart features and personalization and prevent all Workspace data from being used by Workspace Intelligence.
  • Access to data sources is also controlled by your organization's Data Loss Prevention (DLP) rules.

  • This setting manages the data sources available to Workspace Intelligence. Google may change how specific AI features use Workspace Intelligence data sources. Over time, certain data sources may transition from being optional enhancements for a given feature to essential requirements, just as essential requirements may become optional.

    Additionally, Google might make changes to AI features that result in a limited or degraded experience when Workspace Intelligence doesn't have access to required data sources.

  • When using a Gemini feature, the currently-active content is also available to provide a better answer. For example, if you open a document in Google Docs and ask Gemini a question in the side panel, it will be able to consider content in that document and provide a more relevant response, even if Drive is disabled as a data source.

  • Some editions don't have the ability to control access to Workspace Intelligence:

    • Workspace Intelligence has access to data sources to users with:
      • Workspace Essentials Starter
      • Workspace Individual
    • Workspace Intelligence isn't supported in:
      • Education Fundamentals
      • Education Standard