The Challenge:
User requests and security controls across thousands of Google Workspace accounts
The Outcome:
Empowered IT team through scalable, no-code automation, improved user experience with faster, self-service solutions; increased security and faster approvals
Industry: Food Distribution | Company Size: 20,000+ employees | Processes Automated| Google Workspace Admin Tasks | Total impact: Up to 85% time saved for the IT teams. Support tickets reduced by 83%
The Challenge
Managing user requests and security controls across thousands of Google Workspace accounts was becoming a heavy burden for the IT team. Requests like creating Google Groups, assigning email aliases, or handling delegation permissions required manual admin work, creating delays and distracting the team from strategic priorities. Security-related workflows were also handled manually, including the review of Chrome extensions, out-of-domain forwarding, and calendar sharing. With limited scripting expertise across the team, using Apps Script for automation wasn’t scalable.
The Solution
Gordon Food Service turned to Zenphi to create self-service workflows and streamline Google Admin operations without writing code. Zenphi allowed them to build powerful automation with a drag-and-drop interface that anyone on the team could maintain.
Self-Service Workflows
Gordon Food Service published a library of self-service Zenphi-powered flows through their internal helpdesk portal, known as the Employee Center—the central hub where employees go to submit tickets, read knowledge docs, and request software or hardware.
These self-service forms allow users to:
- Create Google Groups with built-in approval and permission validation;
- Request mailbox accounts mail aliases, processed through automated checks and manager approvals;
- Manage Gmail and Calendar delegation according to security policies;
- Request system access and license upgrades, with full audit trails;
- Get visibility into Gmail and Drive file access to understand permissions and request the right access.
Instead of sending emails or calling IT, employees fill out web forms directly from the Employee Center.
Zenphi then handles the heavy lifting—checking for duplicates, routing for approvals, applying the changes, and confirming completion. This self-service approach has cut admin time by 85% and dramatically reduced the volume of support tickets.
Securing Google Workspace: Shadow IT Monitoring and Automated Alerts
Gordon Food Service also extended their use of Zenphi to monitor and manage security risks in real-time.
- Chrome Extension and OAuth Access Requests: AI is used to cross-check against the approved apps database and suggest safe alternatives before approval.
- Out-of-domain forwarding and public calendar sharing: Zenphi is used to trigger automated alerts and approval flows to ensure compliance.
- Shadow IT Monitoring: Zenphi automation allows to consistently scanning of connected apps and flags unauthorised tools.
Workflows then trigger access revocation, escalate incidents, or assign follow-up tasks. These automations offer complete control and fast incident response—without the IT team needing to manually track activity across thousands of users.
We estimated these flows reduced our team's ticket requests by 83% in 2024.
Apps Script vs Zenphi
There’s always a debate in the Google Admins community: no-code automation or Apps Script? Gordon Food Service’s team provides here a great use case of leveraging the power of both.
While Apps Script is still used by the company’s IT team for lightweight tasks, Zenphi has become the go-to for scalable automation. The visual interface makes workflows easier to build, understand, and maintain across the team—empowering more members to contribute and iterate, and helping the company to achieve overall higher efficiency through automation.
Overall Automation Impact
- 85% time savings on Google Admin tasks
- 83% reduction in IT support tickets
- Increased security with automated monitoring and AI-supported approvals
- Empowered IT teams through scalable, no-code automation
- Improved user experience with faster, self-service solutions
What’s Next
With these wins, Gordon Food Service continues expanding Zenphi automation into broader business functions—connecting tools like AppSheet, automating document generation, and streamlining onboarding.
Gordon Food Services’ successful implementation of Zenphi showcases the transformative power of no-code automation. By empowering employees with self-service tools and enhancing security through automated monitoring, Gordon Food Services has significantly improved efficiency, reduced IT burden, and enhanced the overall user experience.
Their ongoing expansion of Zenphi demonstrates a commitment to continuous improvement and innovation within their operations.
CASE STUDY
Gordon Food Service Reduces IT Workload by 85% with Zenphi
Discover how one of North America's largest foodservice distributors automated Google Workspace admin tasks, slashed support tickets by 83%, and secured their environment with no-code workflows.
