Archive for category: AI in Google Workspace

Secure Gemini AI in Google Workspace

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Three Ways to Protect Company Files When Your Team Uses Gemini AI

Written by Allen Falcon, Co-Founder & CEO, Cumulus Global

Artificial intelligence offers incredible potential for productivity. AI also creates new security challenges.

Follow these three steps to protect and secure information when using Gemini AI in Google Workspace.

Key Takeaways

    • ✓Gemini AI sees what your Workspace settings allow
    • ✓Cleaning up shared files prevents sensitive data leaks
    • ✓Automated onboarding and offboarding keeps permissions accurate
    • ✓Decommissioning inactive accounts closes security gaps and cuts costs

Leaking sensitive, proprietary, or confidential data via AI is easy. An employee may put confidential financial data into a public AI tool, a private AI model, like Gemini AI, might read files that were overshared within your organization, or you may accidentally externally share sensitive information embedded in an internal model.

Gemini AI relies on your existing Google Workspace permissions. If a document is shared too broadly, the AI engine will make that information visible to unauthorized users.

Fortunately, you can secure your sensitive files and establish clear guardrails with a few strategic updates.

Step 1 of 3

Audit Your File Sharing Settings

Unintended file sharing happens quietly in nearly all organizations. Over time, link sharing and external permissions create hidden security risks.

Pay close attention to these common sharing pitfalls that can inadvertently surface confidential data to AI tools:

    • Exposure via Links: “Anyone with the link” settings can expose internal documents to external search engines and public AI crawlers.
    • Sharing to your Domain: Giving permission to your entire domain gives everybody, and every attached service, access to the information.
    • Lingering Access: External sharing permissions granted to contractors often remain active long after their work is complete.
    • Group Over-Sharing: Public Google Groups may inadvertently grant broad access to internal shared drives.

Use an automated tool to scan file, folder, and shared drive permissions against defined policies and compliance guidelines. Put systems in place to monitor and mitigate risks in real-time.

Step 2 of 3

Streamline User Onboarding and Offboarding

Manual IT administration is prone to human error and inefficiency. When employees join or leave, updating access controls requires careful detail.

Establishing automated lifecycle policies helps maintain strict access boundaries at every stage of employment.

    • Automate Onboarding: Add new hires to the correct Google Groups, shared folders, and chat spaces using policy-based automation.
    • Secure Transfers: Transfer file ownership directly to managers or secure shared drives as part of your offboarding workflow.
    • Cleanup Calendars: Remove former staff from internal meetings without disrupting active client appointments.
    • Manage Contacts: Ensure mobile address books remain accurate by clearing out former employees and transferring key business contacts.

Automate these steps to ensure your access controls are up-to-date and Gemini AI only displays sensitive files to authorized team members.

Step 3 of 3

Manage Inactive Accounts and Licenses

Inactive accounts waste budget and create unnecessary entry points for bad actors. Staff members who left months ago should not remain in your user directory.

Put automated management rules in place to ensure that former accounts are properly monitored and decommissioned:

    • Suspension Rules: Establish automated account suspension policies to keep your user directory secure and up-to-date.
    • Inactivity Alerts: Utilize alerts to track and address accounts with no login activity over a 30-day period.
    • License Management: Minimize software expenses and satisfy legal data retention requirements by transitioning offboarded employees to archive licenses.
    • Data Preservation: Safely eliminate paid licenses by transferring essential data into alternate cloud storage options.

Manage user lifecycles to reduce your monthly costs while protecting your company data.

Take the Next Step for Workspace Security

Securing your workspace does not require a complete operational overhaul. Targeted, automated changes create a foundation for strong data governance and reduce operational overhead and risks.

As demonstrated in our recent 3T@3 Series session, automated solutions like Patronum give you the capability to actively monitor and manage permissions and access, streamline your onboarding and offboarding processes, and secure your Google Workspace environment.

Contact us or schedule time to connect with a Cloud Advisor at Cumulus Global to arrange your workspace security review and to explore your options.

Ready to Take the Next Step?

Whether you’re beginning your cloud migration or looking to improve an existing environment, our Cloud Advisors can help.

Schedule a conversation

Allen Falcon

Co-Founder & CEO, Cumulus Global

Allen Falcon co-founded Cumulus Global in 2006 to help small businesses implement enterprise-grade cloud, security, and compliance solutions. Under his leadership, Cumulus Global has grown into a managed cloud services provider supporting more than 1,000 organizations throughout North America.

How We Use AI for Data Enrichment

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If you receive our newsletter or follow our blog, you’ve likely seen our recent posts and resources regarding proper AI usage. Our use of AI needs to be more than compliant with laws, regulations, and contractual obligations. We must be responsible and accountable for ensuring that our use of AI is both ethical and respectful to the individuals and organizations with whom we interact.

Our Commitment Includes Transparency and Security

At Cumulus Global, our commitment to ethical and appropriate use of AI includes transparency in why, when, and how we use AI services.

Any data we process through these AI tools is protected under our strict internal security protocols, ensuring your information remains secure, confidential, and never sold to outside parties.

Where We Use AI for Data Enrichment

As with most businesses, accurate information about clients, vendors, and partners is essential for managing services and communications. Data enrichment is a vital part of this process.

By definition, data enrichment is the process of updating information by filling in missing data or collecting new, relevant details.

We are currently piloting AI-powered tools to help us enrich the data we store about individuals and organizations. Doing so will give us better context for managing client relationships and for focusing our marketing and sales communications to those most likely to be interested.

Cumulus Global runs much of our operations using HubSpot, including our marketing, sales, and service functions. HubSpot features several tools (some of which use AI) to verify and update data elements in contact and company records.

Connect with a Cloud AdvisorHubSpot Breeze AI

Breeze AI is a service within HubSpot that offers data enrichment services by using the HubSpot Commercial Dataset to fill in missing fields.

Similar to commercial products like ZoomInfo, Cleanlist, Apollo, the HubSpot Commercial Dataset gathers publicly available information directly from individuals, as well as from third parties where a legal basis exists to process the information. However, unlike these other services, we cannot use HubSpot to identify new potential customers. We can only use the service to fill in missing information within our existing customer or company contact records.

Much of what the service provides involves common missing information, such as countries for addresses, country prefixes for phone numbers, and job titles. The AI component analyzes this information alongside the data we already have to provide further context, such as job function and authority. For example, a record may be updated to reflect a contact’s role as a senior manager in an operations department. The AI service also cross-references opt-outs and other verifications to help ensure we do not send you unwanted messages.

LinkedIn Integration

When a person or an organization is added to our database, HubSpot will, if possible, match the information to the person’s public LinkedIn profile or a company’s public page. HubSpot scans these public profiles and pages to fill in basic information, such as job titles, website domains, and employee counts.

You Are in Control

You are always able to manage how much of your information is shared.

LinkedIn

LinkedIn has several settings that allow you to extensively limit what the platform shares. You can review and manage these settings through your LinkedIn account.

HubSpot Commercial Dataset

HubSpot, like ZoomInfo and other data aggregators, provides the ability on its website to delete your data from the HubSpot Commercial Dataset. Doing so serves as an opt-out of the “sale” of data under relevant laws. Cumulus Global is immediately notified, and any data used to enrich our records is removed.

Cumulus Global

We do not share information other than as needed to provide our services to you and your company. You can manage which types of communications you receive from us by using the “Manage Preferences” link at the bottom of all of our automated emails.

We Are Here to Help

If at any time, you have questions or concerns, please send us an email or use the chat box or contact form on our website.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America.

Avoid Unrealistic AI Expectations

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The initial AI hype is wearing off, and a growing backlash is setting in. Now, your plans and investments need to reflect what’s actually happening.

As recently reported in Inc., a Boston Consulting Group (BCG) study found significant gaps between AI expectations and reality.

Leadership expectations for AI do not match the messy reality of rolling the technology out to frontline workers and managers. And while the study focused on larger enterprises, these challenges apply directly to small and midsize organizations.

The AI Gap

Gaps between expectations and reality manifest in three key areas:

1Expected ROI

Many businesses are investing heavily in AI but aren’t seeing the promised returns yet. The BCG study shows only 20% of leaders feel their adoption rate is correct. The other 80% feel they’re moving too slowly or inconsistently.

The study attributes this to the AI hype cycle and a limited understanding of AI among non-technical business leaders. Fear of missing out (FOMO) is driving urgency rather than clear strategic goals.

2Trust

Business leaders trust AI more than frontline workers and managers. While leadership sees pure potential, the employees using the tools are highly skeptical. Many worry that working with AI tools is just training their eventual replacements.

3Training

Executives and upper management want quick AI adoption, but their staff commonly struggle with when and how to use these new tools. The study notes that AI leadership is often unclear, leading to conflicting expectations and priorities. Your team needs hands-on training to integrate AI into their workflows, along with an easy way to provide feedback.

Steps You Should Take

Given the gaps and their potential to slow or halt AI efforts, we recommend you take the following five steps for your AI projects and efforts.

1)Create an AI
Appropriate Use Policy

A robust AI Appropriate Use Policy creates a foundation for why, when, and how your team uses AI. It also sets solid expectations for data security, privacy, and governance.

2)Define and Share your
AI Goals and Strategy

Communication builds trust. When you share your AI goals and strategies, your team will understand how AI supports their daily work. This sets healthy boundaries and removes the fear of the unknown.

3)Clearly Establish AI
Leadership and Governance

Consistent direction, priorities, and expectations reduce friction while creating predictable results. Top-down leadership provides a uniform approach that demonstrates your commitment to responsible AI usage.

4)Identify and Focus on
Specific Use Cases

AI for the sake of AI will fail. Look closely at your daily workflows, especially repetitive or data-intensive tasks, and define clear use cases. Pinpoint your desired outcomes so that you can easily review and refine the rollout.

5)Setup and Follow a
Change Management Process 

Don’t just let AI happen. Instead, make it happen. Treat your transition to AI like any other mission-critical project. Regular updates, feedback loops, and clear timelines will help you stay ahead of issues. Your team will be able to spot and fix problems before they stall your progress. 

Help is Here

We are here to help you succeed.  If you want to learn more, check out our AI Landing Zone, send us a message, or book a meeting with our Cloud Advisors.

About the Author

Bill Seybolt bio pictureBill is a Senior Cloud Advisor responsible for helping small and midsize organizations with productive, security, and secure managed cloud services. Bill works with executives, leaders, and team members to understand workflows, identify strategic goals and tactical requirements, and design solutions and implementation phases. Having helped hundreds of organizations successfully adopt cloud solutions, his expertise and working style ensure a comfortable experience and effective change management.

7 Reasons to Upgrade Your Google Workspace Business Starter Plan

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Google Workspace Business Starter is a robust, affordable productivity suite that handles the essentials of secure email, calendar, and document sharing services. But as your business grows, those entry-level features can start to feel like a constraint.

If you are outgrowing the limits of Business Starter, here are seven reasons to consider upgrading to a Business Standard or Business Plus subscription.

1 Massive Storage Increases:

Business Starter caps you at 30GB per user. This fills up fast when you consider high-resolution images, video files, and years of email history. Upgrading to Business Standard or Plus bumps your capacity to 2TB or 5TB per user, respectively. Furthermore, this storage is pooled across your entire organization, which gives your heavy users the flexibility they need.

2 Shared Drives:

Shared drives provide a centralized way to manage your folders and permissions. Ownership resides with the system instead of individuals, so access remains consistent even as your team changes. You also benefit from more precise access controls and a streamlined process for sharing files externally.

3 Appointment Scheduling:

This feature allows you to eliminate the cost of third-party tools like Calendly. By upgrading, you can create professional booking pages directly within Google Calendar. Simply set your availability and share a link to let clients book time with you, which removes the friction of back and forth scheduling emails.

4 Professional Meeting Tools:

Don’t rely on third-party AI extensions to capture your meetings. With a Business Starter or Business Plus Subscription, you unlock the ability to record Google Meet sessions and use built-in AI note-taking. These features are secure and fully integrated, ensuring your team never misses a follow-up item or a key decision.

5 Gemini AI Assistance:

Gemini AI is now built directly into Gmail, Drive, Docs, Sheets, Slides, Chat, and Meet. Whether you need a first draft of a proposal, a summary of a long email thread, or a custom image for a slide deck, Gemini acts as a force multiplier for your daily tasks. It helps your team move from a blank page to a finished product faster.

6 The Gemini App and Custom Gems:

Beyond the side panel in your documents, an upgrade provides secure access to the full Gemini LLM at gemini.google.com. You can create Gems, which are custom AI personas tailored to your specific brand voice or workflows. They allow you to schedule automated actions to keep your business moving efficiently.

7 NotebookLM:

This tool is a significant advantage for data-driven teams. NotebookLM allows you to create private and secure learning models using only your specific data. It functions like a research assistant that has read your internal documents and can synthesize information or answer complex questions instantly.

Connect with a Cloud AdvisorWhat About the Cost?

While upgrading comes with marginal increases in your per user licensing fees, the vast majority of small and midsize organizations can offset the increase.

With the expanded capabilities of Google Workspace Business Standard and Business Plus subscriptions, you can eliminate fees for:

  • Calendaring and appointment scheduling tools
  • Online meeting services
  • Standalone Gen AI subscriptions
  • External AI note-taking services
  • Additional cloud storage providers

Help is Here

We are here to ensure you have the right tools for your specific goals. If you want to learn more, check out the blog posts and eBooks in our AI Landing Zone, send us a message, or book a meeting with our Cloud Advisors.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America.

The AI Agent Handbook

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eBook | Source: Google– AI Agents are a major leap from traditional automation or chatbots. Properly deployed, They can help your employees and teams get more done. Use this guide to explore 10 ways to you and your team can use AI Agents today.

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Gemini, Copilot, or ChatGPT? What You Want to Know

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Earlier this month, we surveyed our clients about the AI services they use regularly. The results show that a majority of respondents prioritize the AI services included within their existing productivity suites.

Of more than 50 respondents:

  • 57% use Gemini for Google Workspace (including the Gemini App, Gems, and NotebookLM)
  • 55% use Microsoft Copilot
  • 51% use stand-alone AI services, such as ChatGPT, Claude, and/or Grok
  • 12% use Gemini Enterprise

While stand-alone service adoption is slightly lower, many companies officially use more than one solution:

  • 33% use Gemini AI and at least one stand-alone service.
  • 33% use Microsoft Copilot and at least one stand-alone service.

As you evaluate your AI needs, consider these strategic factors:

Secure Your Baseline

Maintain control and security over your data before you begin your AI journey. You need to ensure that individuals using AI cannot access information beyond their specific responsibilities. Additionally, you also want to confirm that your data is not used to train or populate learning models beyond your internal systems.

This data governance is critical for maintaining compliance with regulatory, industry, and contractual requirements for data protection.

Understanding how each AI tool or service integrates with your identity, access, and security services helps you select solutions that will protect your business.

Start Simple

Before diving into multiple new solutions, explore and take advantage of the AI services embedded in your current IT systems and applications.

Microsoft Copilot and Gemini for Google Workspace each offer a robust suite of services. You may not need to make additional investments in other tools. Additionally, both platforms integrate directly with your email, documents, spreadsheets, and meetings, as well as other applications within your suite.

Leveraging these services lets you avoid the cost and complexity of third party integrations. For example, both Gemini and Copilot provide excellent transcription and note-taking services for Google Meet and Microsoft Teams meetings, respectively.

Dive DeepConnect with a Cloud Advisor

Before adding third party AI services and tools, make sure to explore and pilot the capabilities already at your fingertips.

For instance, Gemini AI for Google Workspace includes:

  • The Gemini App (gemini.google.com): Provides prompt response using public information and secure access to your content in Google Workspace. It also supports advanced image creation and manipulation, Deep Research tools, and short video creation.
  • Gems: Customized Gen AI chat agents with defined personas and objectives
  • Scheduled Actions: Automation for repetitive AI actions
  • NotebookLM: creates private, secure learning models using your data and select public information.

Define Use Cases

As part of your exploration, identify use cases where AI integration provides tangible benefits.

For each use case, define the opportunity, workflows, process changes, and desired outcomes.

These use cases provide you with a framework to test AI services and solutions, and they will help you identify the individuals and teams that will be impacted by AI adoption. These people will require training and should participate in your AI pilot projects.

Be Selective

If you cannot address use cases with your integrated and embedded AI services, focus your search on AI tools and services appropriate for your use cases.

Before selecting a tool, vet its ability to integrate with your existing applications, systems, and security. Keep in mind that every additional application introduces administrative overhead and security constraints.

Balance the added effort and costs against the potential outcomes to ensure that the tool delivers true value to your business.

Help is Here

Visit our AI Landing Zone for a range of resources to help you plan, manage, and secure your AI services.

Our Cloud Advisors can also provide the guidance and assistance you need to plan and execute your AI strategy. Send us an email or book a brief introductory call. We are here to help.

About the Author

Bill Seybolt bio pictureBill is a Senior Cloud Advisor responsible for helping small and midsize organizations with productive, security, and secure managed cloud services. Bill works with executives, leaders, and team members to understand workflows, identify strategic goals and tactical requirements, and design solutions and implementation phases. Having helped hundreds of organizations successfully adopt cloud solutions, his expertise and working style ensure a comfortable experience and effective change management.

6 Decisions for Productive, Secure, Affordable AI

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(02/17/26) – Allowing AI to happen through individual experimentation and unstructured projects creates security risks, leads to unpredictable costs, and increases your chance of failure. If you want AI to be an effective tool for your business, you need to actively lead and manage your AI efforts.

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Prevent AI Data Leaks with the Right Tools

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As leaders of small and midsize organizations, we need to operate efficiently and effectively within a range of security constraints. Laws, regulations, industry standards, and contractual obligations set expectations and, in most cases, impose requirements on how we manage and run our business and IT. Now, artificial intelligence (AI) adds a new layer of security challenges.

AI is most effective when it has access to a broad range of relevant information. However, that access must be carefully limited to authorized users, creating a delicate balancing act.

AI data leaks occur when AI tools and systems expose information to unauthorized users or share it inappropriately. These leaks can happen internally or externally, and may be accidental or intentional.

Preventing AI data leaks requires actively governing permissions and access, along with choosing AI tools that align with your security and privacy requirements.

Setup AI Data Governance

The days of “set and forget” permissions are over. At the macro level, AI data governance requires actively managing access controls and permissions settings.

Begin by reviewing and auditing your current access controls and permissions settings. It is common for users to rely on default sharing settings or to adjust permissions for convenience, often extending access inappropriately. While people may not actively search for and find private information, AI will.

Running an audit tool and resetting permissions can help close these gaps and provide a fresh starting point. Once permissions are properly configured, advanced security tools enable ongoing monitoring to identify new threats as they emerge. These tools can notify users and administrators of potential issues and modify permission changes to reduce risk.

Pick Secure AI Tools

With data access controls and permissions properly secured, the next step is ensuring that the AI tools and systems you use do not put your data at risk.

When selecting AI tools, look for the following attributes:Connect with a Cloud Advisor

1. Adheres to Security Standards

Include security as a critical criteria when selecting your AI tools and systems. Verify that the AI tools you pick adhere to industry and regulatory security standards.

2. Does NOT Train Models Without Permission

Never use an AI tool that trains their models without your permission. These tools effectively absorb anything you input and incorporate it into their models, potentially exposing your data to other users.

3. Does NOT Allow Human Data Review Outside Your Domain

Avoid AI tools and systems that allow humans outside of your organization to see or use data you have entered into the system. Even if these systems are not using your data to train their models, if others can see it, then it is not secure.

4. Does NOT Sell or Use Data for Other Purposes

Choose AI tools and systems that do not sell or use your data for purposes beyond providing the service. Outside of training, some AI tools mine data for sale to others for research, marketing, and other purposes.

The general rule of thumb is: If you pay, your data is private. If the tool is free, so is your data.

However, some paid AI tools still include terms and conditions that allow data collection and usage. Before moving forward with any AI tool or system, always check the fine print.

How We Help

Schedule an intro meeting with one of our Cloud Advisors. Our team can discuss how you can assess your risk, create effective policies, and select tools that deliver productive, secure, and affordable AI solutions. The meeting is free and without obligation.

About the Author

Bill Seybolt bio pictureBill is a Senior Cloud Advisor responsible for helping small and midsize organizations with productive, security, and secure managed cloud services. Bill works with executives, leaders, and team members to understand workflows, identify strategic goals and tactical requirements, and design solutions and implementation phases. Having helped hundreds of organizations successfully adopt cloud solutions, his expertise and working style ensure a comfortable experience and effective change management.

IT Strategy & Planning: Where You Want IT to Be in 2026

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(12/16/25) – With significant changes to our productivity tools, the Artificial Intelligence explosion, and increasing expectations for security and compliance, how are your IT strategy and planning adapting for the coming year? Let productivity, security, and affordability drive your IT strategy and plans for 2026.

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Turn AI Prompts Into Business Outcomes

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Artificial intelligence (AI) is evolving rapidly, providing you with powerful tools that can transform how your organization operates. By integrating it into your daily workflows, you can make smarter decisions and streamline tasks that once took significant time to complete. Over time, AI will produce measurable results that are easy to track and analyze.

How AI Can Work for You

You get the most value from AI when you apply it to targeted, repeatable processes that address real business needs. For example, regularly analyzing meeting transcripts with AI can uncover actionable insights and identify trends that guide your business strategy.

AI can also assist in creating communications and marketing content that reflect your brand’s voice. Moreover, it can generate structured agendas or talking points for sales conversations, allowing you to emphasize client relationships and highlight your business’s strengths.

By making AI a regular part of your workflows, you can continuously refine outputs and achieve more accurate results over time.

Getting Started with AI

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For those just starting out with AI, begin with smaller projects. For example, try using AI to automate follow-ups or analyze customer feedback. These use cases will help your team become familiar with AI while still delivering immediate impact. Over time, incorporate AI into more complex processes.

Give your organization the opportunity to explore its full potential without disrupting daily operations.

You should regularly monitor AI outputs to make sure that the technology and uses align with your goals. Tracking data usage also helps you keep information secure and will help maintain trust.

Crafting Effective Prompts

Once you are familiar with AI, you can unlock its full potential by providing clear context and direction. You and your team should know how to craft a prompt that helps AI fully understand your objectives and your voice.

A strong prompt includes the following elements:

  1. Persona: Decide the role you want AI to take on. Defining a persona helps shape the perspective, tone, and level of expertise AI uses in its response.
  2. Backstory: Share context about your business, your customers, and the tone or results you expect.
  3. Task: Be specific about what you want AI to produce. Include your brand voice, target audience, and any formatting preferences.

For example, you might ask AI to take on the persona of a knowledgeable and approachable communications expert. Then, provide it with the backstory of your company and set a confident, friendly tone aimed at small business owners. Finally, be clear about the task, such as writing a professional announcement in your brand voice. Be sure to include any formatting preferences, like short paragraphs for easy readability.

Using AI Responsibly

In order to adopt AI responsibly, pay careful attention to sensitive business and client information. Selecting AI tools that meet strong standards for privacy, security, and compliance helps you protect this information and maintain trust with your clients and stakeholders. Beyond selecting the right tools, establish clear protocols to guide your team’s use of AI.

Your policies should:

  1. Define safe usage: Clearly outline how AI should be used across your organization. Clear safe usage guidelines prevent misuse and ensures your team can confidently rely on AI.
  2. Ensure compliance with regulations: Establish rules that keep your organization aligned with legal, industry standards, and contractual obligations. These rules should address the protection of sensitive client information, along with adherence to data privacy laws and governance policies.
  3. Encourage creative applications: Support your team in exploring innovative approaches to problem-solving. Creative applications and use cases allow your organization to maximize the benefits of AI while generating tangible results.

AI is a powerful tool that can enhance business processes and strengthen client relationships. When it is used properly, your organization can achieve meaningful and lasting results.

How We Help

You can dive deeper into crafting effective prompts by viewing our November 2025 3T@3 Series session, “How To: Better AI Results” and several eBooks and other resources in our Resource Center. Our Cloud Advisors are here to help you plan, execute, and succeed. Book some time and start your journey.

About the Author

Allen Falcon is the co-founder and CEO of Cumulus Global.  Allen co-founded Cumulus Global in 2006 to offer small businesses enterprise-grade email security and compliance using emerging cloud solutions. He has led the company’s growth into a managed cloud service provider with over 1,000 customers throughout North America.