In this post, we explore five practical ways AI is already improving IT operations inside Google Workspace environments — and how your team can benefit without needing to write code or adopt a dozen new tools.
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Managing IT operations today involves more than just monitoring systems and provisioning access. With the explosion of SaaS tools, extensions, and user-driven workflows, IT teams are constantly playing catch-up. Enter artificial intelligence for IT operations — a powerful enabler that helps admins respond faster, smarter, and more proactively.
Approval workflows automation, detecting Shadow IT, or enhancing audit readiness, AI-workflows are helping teams move from reactive to strategic. In this post, we’ll explore five practical ways AI is already improving IT operations inside Google Workspace environments — and how your team can benefit without needing to write code or adopt a dozen new tools.
1. Intelligent Approval Routing for Chrome Extensions and OAuth Apps
AI is transforming how IT teams manage approval processes for risky extensions and third-party app access.
The Challenge
Users install unvetted extensions or grant excessive permissions to OAuth apps — often without realizing the risk. IT teams struggle to keep up with review requests and ensure consistent decision-making.
How AI Helps
AI-powered workflows can use contextual analysis (permissions requested, data access levels, domain reputation) to automatically red-flag suspicious OAuth apps and Chrome extensions. For example, if a design application is being accessed by someone from your marketing team, it won’t raise red flags. However, if access is requested by someone in Finance or Procurement, that might be a good case for bringing a human in the loop and notify IT team.
Template Workflow — 3 Min Video Guide
Watch this 3 min tutorial on how to build a workflow for AI-powered approvals for OAuth apps and Chrome extensions using Zenphi.
Here’s how it works: 1) Employees submit a simple form with the app name, link, and why they need access 2) Zenphi checks the request against your pre-approved access list — If approved → access granted automatically — If not → an AI model evaluates the request against company policy and use case 3) The user gets a tailored suggestion or feedback, helping reduce unauthorized access attempts.
This access approval automation doesn’t block downloads—but it provides a clear, fast path to compliance. Most organizations reduced policy bypasses from 63% to 10% using this exact workflow!
2. Shadow IT Detection with Contextual Risk Scoring
Spotting unauthorized apps is one thing. Prioritizing which ones pose a real risk? That’s where AI comes in. Many expensive SaaS application for security workflow automation use this logic – apply AI to red-flag the outliers and disregard everything else, to avoid conflict between productivity and data security. With Zenphi, you can apply the power of Gemini AI combined with the power of Google Workspace.
The Challenge
With dozens of new apps connecting to Google Workspace each month, manual monitoring is unsustainable. Many integrations fly under the radar until they cause real damage.
How AI Helps
AI-powered workflows use contextual analysis (permissions requested, data access levels, domain reputation) to automatically red-flag suspicious OAuth apps and Chrome extensions.
Template Workflow — 3 Min Video Guide
Zenphi users use AI to detect and prioritize risky app connections across Drive, Gmail, and other services — without running constant audits.
In this short video, learn how to set up real-time notifications whenever an unauthorized app connects to your Google Workspace. Zenphi goes beyond just alerting you — it compares the detected app against an authorized list, ensuring you only receive notifications for unapproved connections. Also, unlike other services, Zenphi allows you to assign tasks directly after detection or even revoke access if necessary.
The #1 Automation Solution For IT Ops Within Google Workspace
Zenphi is purpose-built for automating IT operations in Google Workspace environments — with integrated AI capabilities that power smarter decisions, faster approvals, and more consistent enforcement. Book a call to learn more.
3. Automating Email Forwarding Rule Reviews
While OAuth and Chrome extensions are often flagged as major risks, two seemingly simple actions—email forwarding to personal accounts and file sharing outside the organization—are equally dangerous and far more common.
What makes these risks hard to manage is that they often happen without alerting IT, and most teams lack consistent enforcement workflows. In other words, these silent risks fly under the radar of visibility tools. That’s why top IT teams automate workflows to detect, review, revoke, and log these actions immediately.
The Challenge
Admins often discover these rules too late — after data has been exfiltrated. Manual detection is inconsistent.
How AI Helps
AI looks for forwarding patterns that deviate from normal behavior and alerts IT teams, enabling faster response. It can also auto-disable high-risk rules and trigger policy reminders.
Template Workflow
In Zenphi, you can build a Gmail forwarding rule monitoring workflow that uses AI to assess risk and take action — within minutes. It might look like this:
- Trigger: Scheduled trigger or Gmail activity trigger (e.g., every 6 hours or when new forwarding rule is created).
- List Forwarding Rules: Scheduled trigger or Gmail activity trigger (e.g., every 6 hours or when new forwarding rule is created).
- Add AI Model (Gemini): Pass each rule through an AI model to evaluate the risk based on recipient domain, rule frequency, and deviation from user baseline behavior.
- Filter High-Risk Rules: Use a conditional branch to isolate rules flagged as 'High Risk' or 'Suspicious' by the AI model.
- Notify IT: Send an email or Google Chat message to the IT team with rule details and recommended action.
- Disable forwarding: Use Gmail API to disable the forwarding rule automatically if it meets critical criteria.
- Log Incident: Log the incident in a Google Sheet or other audit system for compliance and tracking.
- Send a policy Reminder To A User: Send a templated email to the user explaining policy and next steps if rule was flagged.
4. Let AI Generate and Run Code Snippets When Needed
AI doesn’t just flag risks or automate decisions — it can now write the code that bridges workflow gap
The Challenge
Sometimes there’s no native action available for a specific edge case — so teams rely on Google Apps Script or write custom logic in-house. But scripting is time-consuming, error-prone, and often requires developer support.
How AI Helps
AI in this case, is a a smart AI assistant that generates code. Obviously, not all the the tools have it, but Zenphi — does. It enables IT admins to generate valid, production-ready TypeScript code right inside the Execute Script action — without writing code manually. You simply describe what you want in plain English (e.g., “convert email address to lowercase and validate format”), and the assistant does the rest.
It’s context-aware, understands available libraries, input/output parameters, and generates secure, clean, and executable logic — so even scripting becomes part of the no-code experience.
5. AI-Powered Audit & Compliance Reporting
Manually pulling data for compliance reports eats up hours. AI can reduce that to seconds.
The Challenge
Compiling audit trails for policy enforcement, app reviews, and user access is time-consuming and error-prone.
How AI Helps
Compiling audit trails for policy enforcement, app reviews, and user access is time-consuming and error-prone. For example, in Zenphi you can use an option to Auto-document your workflow with AI. It will create a full description of your workflows, mention trigger, integrations and the purpose of the automation. This is exactly the type of paperwork you’d need for complaince!
AI in IT Ops Isn’t Replacing You
Many IT professionals have mixed feelings about AI — and rightly so. In some industries, automation and generative AI have already reshaped teams and slashed roles.
But here’s the reality in IT operations: AI isn’t replacing Admins. It’s amplifying them.
Designing AI-powered workflows, enforcing smarter policies, and embedding intelligent logic into security processes are some of the most in-demand and future-proof skills in the field.
Zenphi is built to support that shift. Our platform gives IT teams direct access to AI capabilities — not just for analysis, but for action.
You don’t have to become a developer — but if you understand your environment, Zenphi helps you turn that knowledge into scalable action. And if you are one, Zenphi is the only platform that lets you apply your coding skills natively — and be amplified by AI. From generating valid TypeScript with plain-English prompts to embedding your logic directly into workflows, Zenphi lets technical users go further, faster.
The future of IT Ops belongs to those who know how to use AI — not fear it.
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