Ostratto - Blog | Ostratto #google workspaceOstratto - Blog | Ostratto #google workspacehttps://www.ostratto.com/blogs/tag/google-workspaceTue, 29 Sep 2026 18:27:15 +0200http://zoho.com/sites/<![CDATA[Google Workspace Studio gets new security controls: what SMEs need to know]]>https://www.ostratto.com/blogs/post/google-workspace-studio-security-controls-smesGoogle Workspace Studio can now take more actions across your organisation. Here is what its new security, approval and access controls mean for SMEs.]]>

AI at work is moving beyond drafting an email or summarising a meeting. The next step is software that can send a message, update a file, move information between systems or trigger a process for you.

That can remove useful amounts of admin. It also changes the risk. A poor answer from an assistant is inconvenient; a poorly governed automation can share the wrong information, change a record or keep running after the process around it has changed.

On 17 August, Google announced new security and governance controls for Workspace Studio, its no-code tool for building agentic workflows within Google Workspace. The important business question is no longer only “What can we automate?” It is “How do we automate without losing control?”

What is changing?

Workspace Studio originally focused more on helping a user with a task, such as drafting an email. Google is now introducing more cross-user collaboration actions, alongside controls for identity, access, auditing, human approval and data protection.

For newly created flows, Google says the automation will run with the user’s identity but receive only the privileges needed for the flow. It can also receive a unique, auditable identity, so an administrator can distinguish the flow from its owner when reviewing activity.

That is a useful improvement, but it does not repair untidy access permissions. Google’s administration guidance says a newly created flow can, by default, read, modify and share the same Workspace data its creator can access. If that person can see too much, the automation may still inherit a wider data footprint than the process needs.

Administrators are also getting an Agent access management view. It can show new Studio flows, pause their access to Google data or restrict particular access scopes. Audit events can include the flow identifier and owner context, while additional settings can disable certain steps, Gemini data access or webhook integrations.

screenshot of initial agent page
Studio creates an agent to intelligently detect and label high priority emails in an inbox.

Human approval is part of the control model

Not every automated action should complete without a person checking it. Google now allows administrators to require approval when a flow affects people outside the organisation, such as adding content to an externally shared file or messaging an external group.

That is a sensible default around customer communications, personal information, contractual commitments and anything involving money or access rights. The flow can prepare the next action, but accountability stays with a person before information leaves the organisation.

The approval control is supported on Business Starter, Business Standard and Business Plus, as well as specified Enterprise and Education editions. More advanced data loss prevention controls for Studio and Gemini have a narrower edition list, including specified Frontline, Enterprise, Education and Enterprise Essentials plans. Do not assume every security control arrives with every Workspace subscription.

    The rollout has important limits

    Google began rolling out the administration settings to Rapid and Scheduled Release domains on 17 August. Rapid Release end-user features started on 20 August, while broader Scheduled Release end-user features are due to begin on 1 September. Identity attribution is still labelled beta; its Scheduled Release rollout is due to start on 24 August.

    Availability will therefore vary by tenant and release track. More importantly, the first wave of least-privileged identity, identity attribution, richer audit context and Agent access management applies to newly created flows. Google says support for existing flows will come later.

    That creates a practical review point. An organisation with older flows should not assume the new dashboard and identity model cover them simply because the administration controls appear in the console.

    What should SMEs do now?

    1. Start with one bounded process. Choose a repetitive task with clear rules, a visible outcome and an easy way to reverse mistakes. Creating a standard project folder and notifying the delivery team is a better pilot than allowing an agent to decide what happens across an entire customer journey.
    2. Map data and permissions first. Record what the flow needs to read, what it can change, who owns it and what it must never access. Review the creator’s underlying Drive, Gmail and group permissions before relying on the phrase “least privilege”.
    3. Keep approval around consequential actions. Require a person before external sharing, payments, personal-data handling, access changes or contractual communication. Automation should remove friction, not accountability.
    4. Separate new and existing flows. Build an inventory with owner, purpose, data access, release date and review date. Confirm which flows appear in Agent access management and which still operate under the older model.
    5. Review flows like user accounts. Recheck them when an owner changes role, a process changes or the data becomes more sensitive. Pause or retire flows that no longer have a clear business owner.

    For an example of how centrally managed, auditable Google Workspace can support everyday operations, see our case study with a global B2B marketing business.

    Our view

    This is more consequential than another AI writing feature. As we discussed in our practical AI predictions for small businesses, the value of agents will come from helping real work move forward, but the more an agent can do, the more identity, permissions, logging and human approval matter.

    Google’s controls are a useful step towards that balance. They provide better visibility and a more credible way to limit action, but the rollout is not complete, older flows are not yet fully covered and advanced data protection remains edition-specific. Doing nothing for a week or two is reasonable if your tenant, ownership model or permissions are not ready.

    For most SMEs, the right move is a small, measurable pilot with clear boundaries. Automate one high-friction process, watch what the flow can access and keep a person responsible for the result.

    If you are exploring Google Workspace automation, Ostratto can help you map the workflow, permissions and controls before you switch it on. Talk to us about Google Workspace.

    Contact

    Get in touch with the team to discuss how we support your business with practical, people-first technology and long-term solutions.

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    Learn who we are, what we stand for, and how Ostratto helps businesses make their work, less work through practical technology solutions.

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    ]]>    Tue, 25 Aug 2026 09:44:00 +0000    <![CDATA[Google Workspace's Latest AI Features and Pricing Updates]]>https://www.ostratto.com/blogs/post/google-workspace-latest-ai-features-and-pricing-updatesRecent updates have brought significant advancements in AI-powered features, alongside adjustments to pricing. Here's a breakdown of what these changes mean for you and your business.]]>


    Google Workspace continues to evolve, offering new tools to streamline collaboration and enhance productivity for businesses of all sizes. Google has announced these updates in detail on their blog, showcasing significant advancements in AI-powered features and adjustments to pricing. Here's a breakdown of what these changes mean for you and your business.


    graphic showing google ai promo

    AI Features to Boost Productivity

    Google Workspace is embracing AI to make everyday tasks simpler and smarter. Here are some of the standout enhancements:

    • Help Me Write in Gmail and Docs: Drafting emails or documents is now quicker than ever. With "Help Me Write," users can generate, refine, or even rephrase content, saving time and ensuring clarity.
    • Smart Summaries in Google Meet: Missed a meeting? AI-powered summaries provide concise overviews of key points, so you can catch up without reviewing the entire session.
    • AI Insights in Sheets: Leveraging machine learning, Google Sheets now offers advanced data analysis, identifying trends and generating insights automatically.
    • Enhanced Security Tools: AI-driven detection mechanisms help identify and mitigate security threats, such as phishing attempts and suspicious account activity.
    • Gemini Advanced: Chat with Google’s next-gen AI to research information, brainstorm ideas, and streamline your most demanding projects.
    • NotebookLM Plus: Accelerate team knowledge sharing by uploading your sources to get instant insights and podcast-like Audio Overviews. This enhanced version offers notebook customisation, advanced sharing and 5x more Audio Overviews, queries, notebooks, and sources.

    These features align with Google’s goal of enabling teams to work smarter, not harder.

    Learn more

    How These Changes Impact Your Business

    Cost Considerations
    While pricing has increased, the added functionality could reduce the need for additional third-party tools, potentially balancing costs.
    Streamlined Collaboration

    Enhanced features like Smart Summaries and AI in Sheets make it easier for teams to stay aligned, even across time zones.

    Improved Efficiency

    With AI taking care of routine tasks, your team can focus on high-impact projects.



    ​​Pricing Updates

    With these powerful new tools comes a revision to pricing. Google has introduced a new pricing structure to reflect the value of these enhancements. While price changes are never ideal, Google’s continued investment in innovation ensures that your subscription offers more value than ever.

    As an example, a customer using the Workspace Business Standard plan with a Gemini Business add-on previously paid $32 per user, per month. Now, that same business would pay just $14 per user, per month — only $2 more than they were paying for Workspace without Gemini.

    ​​Here are the new standard prices in GBP, per user/per month.

    Business Starter Business Standard Business Plus  Enterprise Standard Enterprise Plus
    Flexible£7.00£ 14.00£ 22.00£ 27.10£ 35.30
    Annual/Commit£ 5.90£ 11.80£ 18.40£ 22.60£ 29.50


    These prices exclude applicable taxes. For alternative currencies, please contact your contact at Ostratto or the pricing can be found on Google's pricing pages.


    Your Next Steps

    As a Google Workspace partner, we’re committed to helping you maximize the benefits of these updates. Whether it’s navigating the new AI tools or understanding cost implications, we’re here to support you every step of the way.

    Google Workspace’s commitment to innovation is evident in its recent AI features, which promise to transform how businesses operate. While the pricing adjustments may require some budgeting considerations, the enhanced functionality and productivity gains are well worth it in our opinion.

    If you have any questions or need assistance navigating these updates, we're here to help.
    ​​

    You will continue to have access to the add-on and its included features until these services are available in the Google Workspace Business and Enterprise editions. You will no longer be charged for the add-on subscription after January 31, 2025.


    As a result of these updates, we are making changes to your existing Gemini order starting January 31, 2025. These changes include: 

    • You will no longer be charged for the add-on after January 31, 2025. You may receive a £0 invoice depending on your billing setup.
    • Prepaid contracts credited and prorated. If you have prepaid for your Gemini for Workspace subscription, we will ensure you are credited and will prorate the credit as of February 1, 2025. Credits will be automatically applied to future subscription invoices.
    • No longer renewing paid Gemini for Workspace add-on orders. As Gemini for Workspace add-on features are being introduced to Google Workspace Business and Enterprise plans, the Gemini for Workspace add-ons are no longer available for purchase or renewal.
    • Converting Gemini for Workspace add-on online annual plans to flexible plans. In order to ensure you will no longer be charged for the Gemini for Workspace add-on, We'll be switching your subscription to a £0 monthly flexible plan subscription or cancelling the Gemini add-on subscription entirely after January 31, 2025.

    These features were previously available only to users with a Gemini for Google Workspace Add-on, but will now be included with Google Workspace Business and Enterprise plans. You will see these features added to your subscription in the coming days/weeks - many of you will already be able to access the new features.


    At this time the features are being added to all accounts as standard, core features and so organisations cannot opt out of the new features, or the associated price increase.


    There are currently methods to control access to them for your users.


    ​​Starting January 16, 2025, any new subscriptions - including subscription downgrades, upgrades, and plan type changes - are subject to the updated prices.

    Price changes for existing Google Workspace subscriptions will begin no sooner than March 1st, 2025. 

    Customers with an applicable Workspace Business or Enterprise edition are subject to the price change, but the timing of your price change will depend on your payment plan, number of user licenses, and other factors. For example, pricing for existing Google Workspace subscriptions with 10 or fewer user licenses will change at a later date.

    For existing customers, pricing adjustments are applicable to Workspace Business and Enterprise plans after any applicable discount period ends. If you have an Annual/Fixed-term plan, your subscription price will not change until the end of your current commitment term.

    If you have a subscription on the Flexible Plan, you may want to consider switching your subscription to the Annual/Fixed-Term plan for the lowest monthly per user price. You can switch from the Flexible Plan to the Annual Plan by contacting us.


    Primary admins that are affected by an upcoming pricing change will receive an email notification at least 30 days before the change goes into effect.
    Google Workspace continues to offer strong value, especially with the inclusion of AI-powered features such as “Help Me Write” and Smart Summaries at minimal additional cost. 

    Microsoft has also recently announced price increases for its personal product offerings to accommodate their AI enhancements, with business editions likely to follow suit.

    AI is here to stay - we see this is a positive addition to the Google Workspace package which will introduce AI to many businesses whom may have been unsure how to utilise AI and where to begin.
    Contact us
    ]]>    Fri, 17 Jan 2025 17:54:32 +0000    <![CDATA[Case Study: Supporting High Quality Care with Website Design, Google Workspace, Zoho People and Vonage]]>https://www.ostratto.com/blogs/post/case-study-supporting-high-quality-careOur approach in helping a specialised care provider modernise and excel using Website Design, Google Workspace, Zoho People, and Vonage.]]>
    BBcare10 is a care provider based in Gloucestershire, UK, specialising in bespoke support for young people and adults with complex care needs. With increasing demand for their sought-after care services, BBcare10 faced challenges due to aging technical systems and tools. These limitations hindered growth and restricted service capacity.

    The initial engagement with BBcare10 focused on creating a modern, optimised website design to align with their planned marketing efforts. During the consultation, we uncovered other technical pain points, including unreliable email systems, the use of mobile numbers for business enquiries, manual paper-based shift rotas, and difficulties onboarding new staff.


    At the time of the inquiry, BBcare10 had a team of 4. Today, they’ve grown to a team of 24 and are actively recruiting. Here’s how we supported their growth with professional services tailored to their needs.

    The Task

    With the demand growing for BBcare10's high-quality care service, existing systems were causing instability and limiting growth.


    To meet the demands of required service, BBcare10's systems needed an overhaul. Systems implemented needed to be simple to maintain, reliable and scalable to meet the onboarding expectation.


    Simple

    Systems must be intuitive to use, minimising training requirements.

    Maintained

    Solutions had to work seamlessly across a mobile, dispersed workforce without requiring heavy maintenance.

    Reliable

    With 24/7 care services, system downtime was not an option.

    Scalable

    Solutions needed to grow alongside BBcare10's expanding team and operations.

    Secure by Design

    It was also vital that systems were secure by design. With sensitive client records being involved - all data needed to be strictly access-controlled and on a 'zero-trust' basis. All solutions were implemented with this at the forefront of importance.

    Products and Services Featured

    Leveraging our wide range of products and services, we implemented the correct tools to achieve the objective.

    Website Design

    A professionally designed business website was developed to serve as a hub for staff and customer information.

    View Product

    Google Workspace

    Google Workspace became the backbone of BBcare10’s operations, facilitating seamless communication and collaboration across the organization.

    View Product

    Zoho People

    Zoho People streamlined HR operations, simplifying the onboarding process and managing employee information efficiently.

    View Product

    Vonage

    Vonage transformed business communications by introducing a local landline number, which diverted to mobile devices for accessibility and reliability.

    View Product

    Professional Services

    Our team provided end-to-end professional services, including design, implementation, and ongoing maintenance, tailored to BBcare10’s unique needs.

    View Service

    Implementation

    The entire approach was then designed around these requirements, plus a few extras that would enhance the solution.

    Simple

    Google Workspace unified communication and productivity tools, restoring confidence in email reliability with Gmail’s 99.99% uptime. A single Google account allowed quick and intuitive access to all BBcare10 systems. 


    Following initial workshop training, team members required minimal ongoing support thanks to Google Workspace’s user-friendly design.


    Maintained

    Chromebooks were deployed to mobile team members, enabling them to complete shift notes securely using digital forms on the company website. 


    Centralized management via Google Workspace ensured updates and security without manual intervention. With cloud-hosted systems like the website and Zoho People, improvements were implemented seamlessly with no downtime.

    Reliable

    Cloud-based solutions ensured consistent performance and communication reliability. Gone were the days of missed emails or team communication breakdowns. 


    BBcare10 now operates with dependable tools, vital for their 24/7 service schedule.

    Scalable

    With systems designed around Google Workspace, onboarding a new team member now takes minutes. Zoho People further streamlined the process, automating document requests and saving valuable time. Scalability is now embedded into BBcare10’s operations.

    Secure

    Data security is paramount for BBcare10. Sensitive patient information is stored in Google Drive, with strict access controls and audit tracking. Chromebooks ensure no local data remains after a user logs out, adhering to zero-trust principles and guaranteeing compliance.

    Result

    With 24 team members and growing, BBcare10 now serves over 30 regular clients and delivers more than 320 shifts monthly. Their investment in cutting-edge systems has significantly improved efficiency, expanded service capacity, and streamlined onboarding processes. These enhancements have directly contributed to their ability to meet increasing demand while maintaining exceptional care standards.


    The implementation of the correct systems and tools has resulted in BBcare10 vastly improving efficiency, communication, service capacity and onboarding times, ultimately enabling business growth.


    Although initially only contacted for website design services, BBcare10 and Ostratto now work together on an ongoing basis to constantly improve systems and processes across the business.

    Efficiency Improved​
    ​​

    Staff Onboarding Streamlined
    ​​

    Service Capacity Increased
    ​​

    Why Choose Ostratto?


    At Ostratto, we specialise in solving complex business challenges with innovative solutions like Website Design, Google Workspace, Zoho People, and Vonage. Our customer-focused approach ensures we deliver scalable, secure, and reliable systems tailored to your needs.


    Be sure to check out other examples of how we have helped businesses make their work, less work. Contact us today to learn more about our professional services and discover how we can help your business grow.

    Chat with us today
    ]]>    Thu, 08 Aug 2024 12:00:00 +0000