Setting Up Workspace Studio

What is Workspace Studio?

Google Workspace Studio allows you to automate tasks across Google apps using AI agents. With Aeralis integrated into Studio, you can automatically generate email drafts based on incoming emails, Calendar events, Form submissions, and more.

Available Aeralis Actions

Aeralis provides two actions in Workspace Studio:

1. Write reply with Aeralis

Generate a reply to an existing email. Use this when your workflow is triggered by an incoming email.

Best for:

• Auto-replying to support emails
• Responding to meeting requests
• Handling vendor inquiries

2. Write new email with Aeralis

Compose a fresh email from scratch. Use this when you need to send emails based on other triggers like Calendar events, scheduled times, or form submissions.

Best for:

• Meeting follow-ups after Calendar events
• Scheduled weekly reports
• Form submission confirmations
• Welcome/onboarding emails

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Setting Up a Reply Workflow

Step 1: Open Google Workspace Studio

Go to workspace.google.com/studio or access Studio from within any Google Workspace app.

Step 2: Create a New Workflow

Click Create to start a new workflow.

Step 3: Choose a Trigger

For the first step, select Gmail as the trigger and choose When a new email arrives. You can configure filters to only trigger on specific emails (e.g., from certain senders, with specific labels, or matching subject patterns).

Step 4: Add the Aeralis Reply Action

1. Click Add step
2. Search for "Aeralis"
3. Select the Write reply with Aeralis action

Step 5: Configure the Reply Action

The action has two sections to configure:

Email Context

Map the email data from Step 1 (the trigger) to provide context for the reply:

• Email Subject - Select "Step 1: Email subject" from variables
• Email Body - Select "Step 1: Email body" from variables
• Sender Name - Select "Step 1: Sender display name" from variables
• Sender Email - Select "Step 1: Sender email address" from variables

Click the + Variables button to insert values from the trigger step.

Reply Settings

Configure how Aeralis generates the reply:

• Instruction for Aeralis (optional) - Add specific instructions like "Decline politely and suggest a new date" or "Thank them and ask for next steps". Leave empty to let Aeralis respond based on your profile settings.
• Profile - Select which Aeralis profile to use for generation
• Tone (optional override) - Override the profile's default tone if needed, or leave as "Use profile tone (default)"

Step 6: Use the Generated Reply

The Aeralis action outputs a generated subject and body. You can use these in the next step:

1. Add another step after Aeralis
2. Choose Gmail > Draft a reply or Send email
3. Map the Aeralis outputs to the email fields:
   • Use "Step 2: Reply subject" for the subject
   • Use "Step 2: Reply body" for the body

Step 7: Test and Activate

1. Click Test to run the workflow with sample data
2. Review the generated draft
3. Click Activate to enable the workflow

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Setting Up a New Email Workflow

Use this flow when you want to compose emails triggered by events other than incoming emails.

Example: Meeting Follow-up Workflow

1. Trigger: Select Calendar > When an event ends
2. Add step: Search for "Aeralis" and select Write new email with Aeralis

Configure the New Email Action

Recipient (from workflow)

Map recipient data from your trigger step:

• Recipient Email - Select attendee email from Calendar event
• Recipient Name - Select attendee display name
• Subject Hint - Enter a prefix like "Meeting Follow-up: " or map from event title

Email Settings

• Email Instructions (required) - Describe what the email should say. Example: "Thank them for attending the meeting and summarize the key discussion points and action items."
• Profile - Select which Aeralis profile to use
• Tone (optional override) - Override the profile's default tone

Use the Generated Email

1. Add a Gmail > Send email or Create draft step
2. Map the Aeralis outputs:
   • To: Use "Step 2: Recipient email"
   • Subject: Use "Step 2: Subject"
   • Body: Use "Step 2: Body"

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Use Cases

Reply Automation

Use Case	Trigger	Example Instructions
Customer support auto-replies	Email from support label	"Acknowledge receipt and ask for more details"
Meeting request responses	Email with "meeting" in subject	"Accept and confirm availability"
Vendor inquiries	Email from specific domain	"Thank them and request a quote"

New Email Automation

Use Case	Trigger	Example Instructions
Meeting follow-ups	Calendar event ends	"Thank attendees and summarize action items"
Weekly reports	Scheduled time (Monday 9am)	"Send weekly status update with key metrics"
Form confirmations	Google Form submission	"Thank them for their submission"
Onboarding emails	New row in Sheets	"Welcome them to the team and share resources"
Meeting reminders	Calendar event starts in 1 hour	"Remind them about the upcoming meeting"

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Best Practices

• Test thoroughly - Run your workflow with test data before activating
• Use clear instructions - The more specific your instructions, the better the output
• Set up a dedicated profile - Create a profile specifically for automated emails with appropriate context and tone
• Use Draft first - Start with drafts instead of sending directly, so you can review before sending
• Filter carefully - Use trigger filters to avoid generating emails for every message

Next Steps

• Learn about Profiles for Studio automation
• Check our Troubleshooting guide if you encounter issues