Set up a working workspace
Verify the connections one real workflow needs, before layering on more.
Updated October 5, 2026 6 min read
A saved connection still needs to demonstrate that the intended workflow can run. Setup shows readiness checks and recovery steps, so you can verify one useful path, such as replying to a customer, before adding more connections.
1. Confirm your workspace
Sign in and check that you are in the intended business. Setup requires the installation's platform administrator account; other members can use Integrations according to their workspace role. For a new installation, follow Self-hosting first.
2. Open Setup
Open /admin/setup in the workspace. Review the status and action attached to each check.
| Status | What to do |
|---|---|
| Ready | Read what was verified and when |
| Action needed | Complete the named setup step |
| Degraded | Inspect the failure and recovery guidance |
| Optional, Not enabled | Decide whether your workflow needs this capability |
3. Connect what you need
Use Integrations for the relevant provider. AI work needs an available model configuration; real email needs a verified send path, though you can explore the fictional demo without either. A stored API key only tells you it was saved, not that the connection works, so return to Setup and inspect the verification result once you've configured it.
4. Prove it with a small, controlled test
Use test data you control throughout. Review a proposed action, confirm its target, and inspect the actual outcome; for email specifically, use a recipient you own and check both the send and delivery results the provider reports back. A successful demo action is a good sign, but the demo never contacts a real provider, so treat it as a rehearsal, not proof that live delivery works.
If a check stays degraded
Record the check name, its visible error, and the time of the last successful verification. Give those details to your administrator. Keep credentials out of screenshots and support messages. Today's system exceptions can point to the same underlying problem.
Interpret source and processing health
Read the latest execution evidence and the pending work counts together. A successful Gmail incremental sync with zero changed threads is quiet, not broken. A Drive source with no selected folders is not configured. A configured source without a run is never run; listed items that have not been stored or remain deferred indicate incomplete processing.
Today links source and job status to the operational receipts. Live failed work and failed, processing, or uncertain outbound messages require receipt review even when the most recent sync succeeded. An uncertain outcome means the provider may have accepted the action, so verify its receipt before retrying. Open work counts include pending, waiting, claimed and in-progress items; completed and cancelled work are excluded.
Read Drive indexing results
Select approved Google Drive folders in the Google connection settings, then inspect the next Drive run in Setup. The run reports stored files, extracted text, unchanged files, unsupported formats, inaccessible files and incomplete listings. Indexing uses the connected Google account and makes no model request.
Google Docs and Slides export as text. Sheets export the first sheet as CSV; other sheets are not included. Plain text, Markdown, CSV and JSON files are read directly. Binary Office files and PDFs remain unsupported metadata records. A file larger than the 2 MB text limit or an unreadable file is reported as inaccessible rather than indexed successfully.
Repeated syncs keep the duplicate-source relationship when both files are unchanged, so each copy retains its own name, link and folder history. If the original changes, disappears or loses download access, an available unchanged copy becomes the source for that content instead. Unchanged copies keep their stored text without another extraction.
A complete listing can retire a missing file from the selected folder's index. A capped or incomplete listing retains absent files until a complete listing proves their absence. Revoked download access removes the stored searchable text on the next sync. Removing a folder stops future synchronization while retaining its previous source records. Indexed text is a stored source; it does not by itself establish that every search or AI workflow retrieves Drive content.
If a run is partial, inspect its counts before retrying. Check folder access and supported formats in the connected Google account. An unchanged file can skip extraction only when its provider revision matches an already indexed version.
Example: verify an approved reference folder
Maya wants the workspace to retain the text of an approved “Customer onboarding” Google Doc.
- In the Google connection settings, select only the folder approved for this workspace. Confirm that the connected Google account can open and download the document.
- Inspect the next Drive run in Setup. Look for an extracted-text result for the supported document, rather than relying only on a successful connection check.
- Inspect a later run after an edit. A matching indexed revision may be reported as unchanged; a changed revision needs extraction again.
- If the folder also contains a PDF, expect an unsupported metadata record. Do not interpret that result as the PDF's text being available to AI.
If a run is incomplete, retain the run details and check its limits and access errors before retrying. This verifies source processing; test the particular search or AI workflow separately before relying on it to answer from the document.
If setup reports missing database changes
Ask the installation administrator to apply the current release's migrations and record a fresh schema verification. The check must match the version of the application you are using. It now includes the fields and protected operations required for private Site Studio drafts, campaign copies, bulk enrollment, delivery handoff and audited Blueprint setup saves.
For example, a workspace can still display its contacts while a missing draft revision field prevents Site Studio from saving. Keep the feature's error details, finish the named setup step, and retry the original operation after verification succeeds. A working contact list alone does not establish that every feature is ready.
After connections are ready, use Architect and Blueprints to describe one business workflow, review its proposal and save the available board columns. Its remaining recommendations give your coding agent a concrete starting point for extensions.