- Organization
- Emerson College, an institution known for programs in communications and the arts
- Industry
- Higher education
- Processes automated
- Google Drive audits for externally or domain-wide shared files and folders, plus identification and notification of users accessing files owned by suspended users
- Environment
- Google Workspace, Google Drive, GAM, Zenphi
- Previous approach
- Heavy use of GAM combined with manually launched tasks, manual review, and manual user notifications
- Results
- 40–50 hours saved annually per workflow, repetitive-task errors eliminated, improved security posture, reduced operational cost, and less tedious work for the IT team
The security controls already existed — the operational layer around them did not. Emerson College was using GAM extensively, but important Google Drive security processes still depended on people repeatedly launching tasks, reviewing results, identifying affected users, and following up manually. Zenphi added the workflow layer needed to turn those checks into repeatable, end-to-end processes.
Why Emerson College needed another layer of Google Workspace security automation
Emerson College manages a growing volume of sensitive information in Google Drive. The IT team already maintained a strong security posture and used native Google Workspace administration capabilities, including GAM, but the amount of manual work required to operate some controls was becoming difficult to scale.
The question was not whether the team could perform the checks. It was how to make those checks repeatable, auditable, and less dependent on someone manually starting each task and working through the follow-up.
Security checks were possible — but too much of the process still depended on people
The college lacked an efficient way to audit files and folders shared externally or across the entire domain, creating a risk that unintended sharing could remain unnoticed.
When a user was suspended, identifying people who had recently accessed that user’s files — and then notifying those people — was time-consuming and error-prone.
The IT team needed end-to-end automation that could follow its own security procedures rather than forcing the college to redesign those procedures around a rigid tool.
GAM remained a powerful part of the team’s toolkit, but repeatedly launching tasks and handling the surrounding workflow manually still consumed IT time.
Automating the security workflow around Google Drive
Emerson College chose Zenphi to automate and extend its data-security processes inside Google Workspace. Rather than replacing the team’s existing security practices, the platform gave IT a way to schedule, connect, and orchestrate the work around them.
The original case notes that the team could have scripted the automation from scratch, but implementing it with Zenphi was estimated to be eight times faster.
1. Automated audits of externally and domain-wide shared content
Zenphi automates the audit of Google Drive files and folders shared externally or across the domain. The workflow identifies content that may have been shared unintentionally so it can be addressed without requiring the IT team to carry out the recurring audit manually.
2. Suspended-user file access checks
The IT team also built a workflow for assets owned by suspended users. It identifies users who accessed those files during the previous 60 days and automatically notifies the relevant people.
This turns what had been a manual identification-and-notification exercise into a repeatable process. It also helps reduce the risk of data loss while reinforcing the college’s internal security practices.
3. Scheduled, end-to-end execution
The wider value came from moving repetitive security tasks into workflows that could run consistently. Zenphi’s scheduled runs, task assignment, document-generation capabilities, and customizable workflow logic allowed the college to automate the process around each security check rather than automate only a single command or action.
Less manual security administration, with stronger consistency
| Area | Before Zenphi | After Zenphi |
|---|---|---|
| Drive sharing audits | Limited auditing capability and manual intervention | Externally and domain-wide shared files and folders are audited automatically |
| Suspended-user assets | Manual identification of affected users | Users who accessed relevant files in the previous 60 days are identified automatically |
| User notifications | IT had to identify and notify users manually | Notifications are built into the workflow |
| IT workload | Recurring security tasks consumed substantial staff time | Approximately 40–50 hours saved annually per workflow |
| Repetitive-task errors | Manual process was error-prone | Manual errors in the automated steps were eliminated |
| Security operations | Strong controls, but more manual execution | More consistent audits, notifications, and adherence to security protocols |
Automation improved the operating model behind security
The main benefit was not a new security policy. Emerson College already had established Google Workspace security practices. The improvement came from reducing the amount of repetitive work required to execute those practices consistently.
According to the case, this improved the college’s security posture, reduced operational cost, eliminated errors in repetitive automated steps, and gave IT staff more time for higher-value work. Removing tedious manual tasks also contributed to higher employee satisfaction.
From powerful admin commands to complete operational workflows
Emerson College was already a heavy GAM user. The limitation was not access to Google Workspace administration capabilities; it was the work required before and after each administrative action.
A security process may need to run on a schedule, evaluate the output, identify the right users, generate or store information, send notifications, assign follow-up work, and preserve a consistent sequence of actions. That is where the additional workflow layer became useful: GAM could remain part of the administration toolkit while Zenphi handled orchestration around the process.
Where this pattern transfers to other Google Workspace IT teams
The same pattern applies to security and IT process automation where the technical action itself is only one part of the job. Running a check is often straightforward; consistently acting on the result is where manual workload accumulates.
Questions about this case study
What did Emerson College automate with Zenphi?
The case focuses on two Google Drive security processes: auditing files and folders shared externally or domain-wide, and identifying and notifying users who had accessed files owned by suspended users.
How much time did Emerson College save?
The case reports approximately 40–50 hours saved annually per automated workflow for the IT department.
Did Emerson College replace GAM with Zenphi?
No. The source case describes Emerson College as a heavy GAM user. Zenphi was introduced to add automation and orchestration around processes that still required manually launched tasks and manual follow-up.
How does the suspended-user workflow work?
The workflow identifies users who accessed files owned by a suspended user during the previous 60 days and sends the relevant notifications automatically, replacing a manual and error-prone process.
What security outcome did the automation create?
The case reports an improved security posture through more consistent audits and notifications, better adherence to security protocols, reduced risk of data leaks, and elimination of errors in repetitive automated tasks.
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