Guide Library

Agent Workshop

Agent Workshop - Connect Your Agent to Your Information Inside Gemini

Week 3Agent Workshop

  • 20–30 minGuided walkthrough

Use a desktop browser for this workshop, with Gemini for Google Workspace: the Gemini app signed in with your work or school account. Add your numbered Safety & Security Rules to MyAgent, learn what connectors can reach and what to ask IT, then put your meetings to work.

Watch the video walkthrough in StormWind Campus (sign in with your bootcamp login).

What You Need for This Guide

  • Your approved Google Workspace work or school account, with Gemini Notebook and file uploads.
  • Your MyAgent Notebook from the last two workshops.
  • Your saved My Safety & Security Rules.

Build Your Safety & Security Rules

Give Your Agent Your Voice Inside Gemini

Choose the tool you’re allowed to use

Your approved tool

The tool your company approved.

Pick your approved tool above to see the steps and screenshots for it.

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Standard Data rules for AI at work

Data Rules

Data rules for AI at work

Check with your IT Team before you paste any work data into an AI tool. Avoid names, account numbers, customer data, or anything sensitive without explicit permission from IT. If you aren't sure, redact anything sensitive and replace it with generic information. AI makes mistakes, make sure to fact check your agents outputs even if they sound right.

Before you start

  • Check with your IT teamAsk what your company allows before you put anything from work into an AI tool. Your company policy is the one that counts, and it is the one this library cannot see.
  • Use the tool your company approvedChatGPT, Claude, Microsoft 365 Copilot Chat and Gemini are all covered here. Use the one your company approved, not the one you like best.
  • Sign in with your work accountA work account keeps your chats inside the agreement your company signed. A personal account in the same product sits outside it.
  • Connected appsAn email or file connection your IT team approved can read the names and addresses in what it opens. Everything else under “Never put this into an AI tool” still applies.
  • No approved account yetFollow the steps with made-up example text, or on paper, until IT gives you one.

Never put this into an AI tool

  • Customer or personal detailsNo names, email addresses, phone numbers, home addresses or account numbers. That covers colleagues as well as customers.
  • Regulated recordsHealth, financial, HR and legal records stay in the systems built to hold them, unless IT has told you in writing that this tool may see them.
  • Passwords, keys and access codesNo credentials of any kind, yours or anyone else’s, and nothing that grants access to a system.
  • Anything under an NDA or not yet publicUnreleased plans, contracts, pricing and source code need clearance before they go near a chat window.
  • Anything your company policy prohibitsYour company’s rules win over anything in this library. If policy keeps something out of AI tools, it stays out, whatever a guide suggests.

Do this instead

  • Swap real details for placeholdersWrite “Customer A”, “[client name]”, “$X”. You get the same quality of answer, and you put the real details back yourself.
  • Describe the situation rather than pasting the documentMost of what an agent needs is the shape of the problem, not the file it arrived in.
  • Trim a file before you upload or paste itTake out the identifying columns and pages first, or work from a short extract.

Check the answer before you use it

  • Read it as if a colleague had drafted itAn agent states wrong things with complete confidence. Your name goes on the work, so the check is yours.
  • Say where the agent helpedFollow your company rule on disclosing AI assistance, especially in client-facing or formal work.

When you are not sure

  • Ask before you paste or upload, not afterA question to your IT team takes a minute. Cleaning up after a data incident takes a great deal longer.
  • When in doubt, leave it outIf you would not put it in an email to someone outside the company, keep it out of the chat.
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Step

Number your rules and add them to MyAgent

Number your rules first, as you did your profile and style guide, so each change becomes a new file. Without Notebook access, attach your three files to each new chat instead, use that chat wherever this guide says MyAgent, and skip the Sources and Notebook settings parts, or ask IT.

  1. Move your rules file into a new Safety Rules folder in My Agent Files. In MyAgent (My Agent in the recording), start a new chat, attach the file with the + in Ask Gemini and send this card.

    Set up versioning for your rules (no change)
    I want to set up versioning for my Safety & Security Rules, so I can track every change.

Change to make: None, set up versioning only

Put any change in my rules file, not your built-in memory, so my file stays my master copy. Unless a rule conflicts, do all of this in one reply:

1. If I gave a change, put it in the section it fits best, such as My Organization-Specific Rules. Use my words, and don't add rules I didn't give you. If it would weaken or contradict a rule already there, stop before writing anything: quote both and ask me which one to keep.
2. If my rules have no RULES VERSIONS section, add the one below to the end of the file, word for word. If the file has no version number in its title, version line or filename, treat the current file as Version 1. Otherwise continue from its current number. Do not restart numbering.
3. Follow RULES VERSIONS to return the entire updated file, with the new version number in both its title and its filename. Keep every other section and rule word for word, including Rule Priority and anything I've added to a rule.
4. In the What changed table, list my change, if I gave one, and say whether you added RULES VERSIONS. Do not claim a section was added if it was already there.
5. End by walking me through saving it, as RULES VERSIONS describes.

RULES VERSIONS

The rules title, the version line under it, and the filename all show the same version number. Use simple whole numbers: v1, v2, v3, and so on. The title uses readable spaces, like My Safety & Security Rules v2. The filename uses hyphens and no spaces, like My-Safety-and-Security-Rules-v2.txt.

- If I ask which version you're using, give that line's number and date.
- If I ask you to update these rules, create the next version:
  1. Raise the current version number by one. Use that new number in the title and in the version line below it, like Version 2 | Updated October 20, 2026. These are examples: use the actual next number and today's date. If you can't see today's date, write DATE NEEDED.
  2. Apart from the title, version line and version history, change only what I asked. Keep every other rule and section word for word, in the same order.
  3. Add a one-line summary to the top of VERSION HISTORY. Keep the five newest lines.
  4. Give me the entire updated rules file as one downloadable plain-text file named My-Safety-and-Security-Rules-vNUMBER.txt, replacing NUMBER with the new version number. Use only plain letters, digits, hyphens and the dot before txt. Include every section and all unchanged content. If you can't create files, put the entire file in one code block and give me the exact filename above it.
  5. Show what changed in a table: Section, What changed, Why.
  6. Walk me through saving it: save the new file in the same folder as my earlier versions, keeping every older file. Then replace the rules in your saved setup the same way I first added them, start a new chat, and ask which version you're using.
- Never weaken, shorten or remove a rule unless I ask for that exact change. If a change would weaken or contradict a rule already here, quote both and ask me which one to keep before you write the new version.
- If I tell you something new that belongs in these rules, offer a new version. Wait for my yes.
- Never overwrite an earlier version or reuse its number.
- You can't change your own saved setup, so don't say my rules are updated until I've replaced the file.

VERSION HISTORY
- Version 1: Original rules.

  2. What changed should say RULES VERSIONS was added, and the title, version line and filename should all show the next version number: v2 if your rules had no number, otherwise one higher than before. If the number is wrong or Gemini adds [cite: 1] marks, as it did in the recording, ask in the same chat for the complete file with the next number and without the marks.

  3. Once Gemini has finished writing, select Download code. Rename the gemini-code file to the filename Gemini shows, such as My-Safety-and-Security-Rules-v2.txt, with .txt only once, and save it in Safety Rules beside your earlier file.

  4. In MyAgent, select 2 Sources, remove any earlier rules file you'd added, then select Upload files and add your new file. The button should then say 3 Sources.

Step

Add your rules to MyAgent's instructions

This card is last week's instructions, word for word, plus one line for your Safety & Security Rules.

  1. Open the three-dot menu at the Notebook's upper right and choose Notebook settings. Replace everything in Instructions with the card, add back any lines of your own and select Save.

    Notebook instructions with your rules
    You are my work agent. You help me with my day-to-day work.

You have these reference files. Use each one for its job:
- Agent Profile: my role, priorities, the people I work with and how I like answers. Use it as background whenever it's relevant.
- Communication Style Guide: how I write, including any My Voice Dial settings. Use it whenever you draft something I'll send or share. Copy its patterns, not the particulars of its examples. If one of its sections has its own instructions, follow them.
- Safety & Security Rules: how you must handle information, uncertainty, verification and human review. Follow them in every chat.

How to work with me:
- Don't invent facts about me, my organization or my work. If a missing detail would change your answer, ask me one question first.
- Run a file's First Setup Check only when I ask for it.
- My files are the master copies. When I ask to update one, follow that file's own VERSIONS section if it has one and give me the complete next version. Remind me to save it as my master file, keep the old file, and replace that file in this Notebook. Don't tell me the saved setup has been updated.

  2. In a new MyAgent chat, send this check. It should name your rules' new version beside your profile and style guide. If not, check Sources and Notebook settings and try another new chat. Without a Notebook, attach your profile, style guide and new rules to that chat instead.

    Check my file versions, with my rules
    Which versions of my files are you using?

Read the current Safety & Security Rules, Agent Profile and Communication Style Guide saved in this Project or Notebook, or attached to this chat. For each one, give its version number and updated date. If a number or date is missing, say so. Then quote the newest line of my rules' VERSION HISTORY. Use the files rather than an older conversation. Do not guess or change any file.

Step

Find your connectors, and who decides

A connector is a direct line from your agent to another app, so it can use what's there. In Gemini, the Google Workspace app brings in Gmail, Drive, Calendar, Tasks and Keep, and typing @ in a chat calls on one of them.

  1. In the left sidebar, select Customize, then Connectors (on some accounts, Settings, then Connected Apps). The page lists what's active and what else your account offers, such as HubSpot or Asana.

  2. Select an app's name to see what Gemini can do with it, and leave Connect and the + alone.

Step

Know what Gemini can change, and its real limits

A read-only tool only looks. A write-back tool can send, change or delete, which raises the risk, so ask IT for read-only first. This card has your agent explain the difference.

Read-only vs write-back tools
Can you explain the difference between a read-only tool and a write-back tool in a connector?

In Gemini, a chat can find and summarize your email and Drive files but can't draft or delete email or manage your Drive files. It can create, change and cancel Calendar events, even on shared calendars, add, edit and delete Tasks, and create Keep notes. Changing an event with guests can email them, which can't be undone.

No setting blocks those actions or makes Gemini ask first, and leaving out @ may not keep Gmail out of a chat. Until IT says yes, don't ask it to change anything. Your real limit is to disconnect the app from its page, where your account offers that, or have your admin turn it off. Don't connect an app holding anything you'd get in trouble for an AI seeing.

Step

Read Google's own page through your agent

Connectors change month to month, so learn them from Google's own page, Connect the Google Workspace app to Gemini Apps. The video shows a page for Gemini Enterprise, a different product.

  1. Google's help pages have no Copy markdown button, so select the page's text from title to end and copy it.

  2. In MyAgent, paste the page in place of the card's bracketed line, add the shape you want, such as two paragraphs, and send it. Check any point you'll act on against the page.

    Explain this page in a way that matters to me
    Can you explain this in a way that matters to me?

[paste the page you copied here]

  3. In a month, reopen that chat, paste the page again and ask what's changed.

Step

Give your agent your meetings

A transcript gives your agent everything said in a meeting, including what nobody wrote down. Meet, Teams, Zoom and Slack can all transcribe.

  1. If IT has approved Google Workspace in Gemini and your meetings are transcribed in Meet, ask in MyAgent: Can you pull the transcript from my latest meeting and give me my action items?

  2. Otherwise, download the transcript, change each person's name to their role in a copy, and attach the copy with the +. Ask for the decisions and action items, and check each against the transcript.

For the full method, from a transcript or your notes, work through Turn Your Meeting Transcripts Into Something Useful.

Agent Workshop - Connect Your Agent to Your Information Inside Gemini

Confirm your result

Confirm the outcomes below to finish this guide.

Final checks

A new chat in MyAgent (or a chat with your three files attached) names the current version of your Safety & Security Rules (the one the versioning card gave you) beside your profile and style guide.

You can name the connector you'd want first, whether read-only is enough for it, and what Gemini lets you block or switch off, and your IT team has said yes in writing, or you know what you'll ask them.

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