The Challenge:
Manual preparing Workspace environments for each visiting customer required a lot of effort from the Google Cloud Space’s team. It was a process prone to errors, sometimes resulting into inconsistent configurations.
The Outcome:
Hours of manual setup and teardown reduced to seconds per request. Automated workflows ensure every environment is secure, consistent, and compliant with internal policies.
Industry: Information Technology | Company Size: 200,000 employees | Processes Automated| Google Admin tasks (creating and configuring user accounts, setting up shared drives and demo documents, revoking access and more) | Total impact: Hours of manual setup and teardown reduced to seconds per request. Plus enhanced security, consistency, and compliance with internal policies.
The Challenge
Google Cloud Space Munich — the executive briefing center where Google welcomes top enterprise customers — needed a way to prepare and reset Google Workspace demo environments quickly, securely, and consistently. Jens Gössing, Cloud Space Architect at Google, turned to Zenphi to automate IT Operations like user provisioning, environment configuration, and policy enforcement without relying on brittle scripts. Before Zenphi, preparing Workspace environments for each visiting customer was a manual and time-consuming process:
- Creating and configuring user accounts
- Setting up shared drives and demo documents
- Enforcing security configurations (blocking external chat, limiting public sharing, etc.)
- Revoking access at the end of each visit to prevent lingering permissions
Manual execution meant wasted time, inconsistent configurations, and the risk of human error — especially when juggling multiple customer visits in a single week.
The Solution
Jens implemented Zenphi — a renown AI-powered tool for IT Ops automation and the #1 no-code Google admin tool — to automate the entire lifecycle of a demo environment:
- Self-Service User Creation: Using a Google Form, Googlers request demo accounts. Zenphi automatically creates accounts with the correct OU placement, default profile images, backup email settings, and applied security policies.
- Automated Public Sharing Compliance: A self-service process to move content to pre-approved shared drives, automatically applying public sharing policies and returning share links.
- End-of-Day User Offboarding: Automatic user suspension and deletion workflows ensure that demo accounts don’t persist beyond the visit.
- AI-Enhanced Data Processing: Leveraging Zenphi’s Gemini integration, Jens uses natural language prompts to generate complex Regex for extracting and transforming API payload data—without deep coding expertise.
Listen To Jens Gössing Talking About The Google Cloud's Team Experience With Zenphi | 9 Min
The Results
- Time Savings: Hours of manual setup and teardown reduced to seconds per request.
- Self-Service Empowerment: Team members can create accounts and share files without IT intervention.
- Peace of Mind: Once-built flows ensure every environment is secure, consistent, and compliant with internal policies.
- AI-Driven Efficiency: Gemini-assisted Regex creation accelerates data extraction tasks that previously required advanced technical skills.
You invest into the process intelligence once, and afterwards you have peace of mind that everything behaves exactly as expected. Human error is no longer a thing.
CASE STUDY
How Google Cloud Team Uses Zenphi to Deliver Seamless Google Workspace Experiences for Executive Briefings
Download the Case study to learn more about Google Cloud team using Zenphi to automate Google admin tasks.
