Gem Sharing in the Gemini App is Finally Here!

Google has heard our requests for improved collaboration in Gemini. And we should all be proud of our innovative workarounds we’ve come up with until now for sharing Gems among team members. At Wursta, we’re thrilled to announce a much improved way to collaborate within Gemini for Google Workspace: Gem Sharing is now live!

What is Gem Sharing and Why Is It a Game-Changer?

Previously, many of you were using Google Docs to copy and paste Gem instructions, and creating unique systems to categorize and share valuable prompts and knowledge with relevant teammates. Those days are officially over, McGyver! Now your Gems can be easily shared with colleagues, teams, and across entire departments. 

Here’s how Gem Sharing addresses some of the primary pain points we’ve heard from clients using Gems:

• Eliminating the Lack of Team Collaboration: Now a legal team can instantly access and iterate on a contract-reviewing Gem, or a marketing department can collaboratively refine a brand content generation Gem.
• Breaking Down the Knowledge Silos: Your organization’s best practices, prompts, and insights can now be shared and used by everyone who needs them, ensuring consistency and accelerating workflows.

How Will Gem Sharing Transform Your Work?

Here are just a few ways we anticipate this feature will change daily operations:

• Seamless Knowledge Transfer: Share your Gems directly, ensuring everyone has access to the most up-to-date methods for leveraging Gemini.
• Enhanced Consistency: For teams involved in tasks like contract review, expense analysis, or content creation, shared Gems will guarantee a consistent approach and output, significantly reducing errors and improving quality.
• Accelerated Onboarding: New team members can quickly get up to speed by accessing a library of “Team” or “Workflow” Gems, enabling them to contribute effectively from day one.
• Advanced Innovation: The possibilities are endless. We envision new categories of Gems emerging, designed specifically for collaborative use:
  • “Team” Gems: Standardized prompts and workflows for entire teams to ensure consistent output and efficiency.
  • “Project” Gems: Dynamic collections of prompts and knowledge tailored to specific projects, allowing for easy collaboration and iteration.
  • “Workflow” Gems: Step-by-step guides and automated tasks embedded within Gems to streamline complex processes.
  • “Role alignment / Role assistant” Gems: Personalized AI assistants built and refined collaboratively to support specific job functions.

Best Practices for Sharing Gems

Admin Controls

As an administrator, you’ll have the power to select whether users can share Gems in the Admin Console. This control can be set by Organizational Unit. It is also possible to transfer ownership of a Gem, which is extremely helpful in the event that someone leaves the company and others still need access to their Gems.

Sharing Watchpoints

Much like normal Google Drive files, you can share Gems by giving someone 1 of 2 permissions; Viewer or Editor, but because Gems are so unique, it’s important to think of what these permissions mean.

Editors can access the instructions of the Gem, and have visibility into the knowledge attachments as well. They can also share the Gem with others. The knowledge files can be opened in the Edit Gem UI, but cannot be edited itself. 

• This permission is unique; an Owner of a Gem could give someone Edit access to the Gem with knowledge files the Editor has no control over, or actual access to. They are only able to open the file in the Gem UI to view.

Viewers cannot share the Gem out to others, and cannot see the knowledge attachments. They can bypass the sharing limitations by simply making a copy of the Gem, but the attached knowledge files become no longer accessible, and the Gem will error out. 

Organizing Gems

Gems you own show up in a new folder in your My Drive called “Gemini Gems”.  Shared Gems appear in Shared with Me in Google Drive.  To organize them, you can add them as a shortcut somewhere in your Google Drive.

Resources and Support to Ensure Your Success

To help you fully understand Gem Sharing and leverage all the AI features within Google, Wursta provides Gemini, Gems, and NotebookLM Training, Adoption & Enablement services. Our people-focused engagements include live, instructor-led training, detailed guides, tutorials, and best practices to ensure you and your teams can effectively create, share, and use Google’s AI offerings.

Take your Google AI enablement to the next level. Get in touch with us today!