Turn a finished post-promotion review into a learnings library entry with Gemini in Docs

What This Does

Your team has already written the post-promotion review. The learnings library needs a short, fixed-format entry so that next year's planner can find it in a minute. Gemini in Docs condenses the review into that format. It only shortens and reorganizes what the review says. It adds no new findings, and it does not supply a number the review does not contain.

Before You Start

• You use Google Docs in a Google Workspace business account with Business Standard or another eligible Gemini plan. Google's help page says Gemini in Docs requires an eligible Workspace or Google AI plan. Look for the Gemini button in your document, and ask your Workspace admin if it is missing.
• The review document is finished and agreed by the team.
• The review contains no consumer personal data. If it names winners, redeemers or customers, remove those details first. Reviews also hold confidential results and retailer terms, so check your company's AI policy and replace retailer names with codes if the terms are confidential.

Steps

1. Open a new Doc for the entry

Create a new document and name it with the promotion code and the word Learning, such as SPRING-A Learning. Put the fixed headings in yourself: Promotion code, Mechanic, What worked, What did not, Repeat or drop, One number that matters.

2. Point Gemini at the review

Click Gemini in the document. Google's page says you can use your own files as sources: click Sources at the bottom bar and choose Add from Drive, or type @ and search for the review document. Select the review and click Add.

3. Ask for the entry

Send this prompt:

"Using only the review document, fill in each heading in this document. Mechanic: one sentence. What worked and What did not: two bullets each. Repeat or drop: one word, then one sentence of reason taken from the review. One number that matters: copy one figure exactly as written in the review and say where it appears. Add nothing that is not in the review. If a heading has no support in the review, write 'not in the review'."

Google's page says suggestions appear directly in your document, and you can accept them one at a time or all together, or reject them.

4. Check the entry against the review

Open the review beside the entry. For each line, find the sentence it came from. Check the figure digit by digit, including units and the period it covers. Delete anything you cannot find in the review. If the review itself is unclear about repeat or drop, take that to the team and do not let Gemini settle it.

5. Shorten with Refine if needed

To tighten a bullet, select the text and use Refine on the floating bar. Then choose Shorten. Google's page lists Rephrase, Shorten, Elaborate, Bulletize and Summarize there. Read the result again after each change.

Real Example

Scenario: An invented review for the Brand X promotion SPRING-A, a mail-in rebate run at Retailer A.

What you get: A one-page entry. Repeat or drop reads "Repeat. The team's review says the rebate form was easy to complete." One number that matters is a redemption figure copied from the review, with the section where it appears. You confirm it against the review's results table and then file the entry in the library.

Tips

• Give the entry the same code as the review, so that people can search for both.
• Keep the review as the source of truth. If the review is later corrected, redo the entry.
• This guide condenses a review already written. The Level 4 review chain builds a review from results tables, which is a different job.

Tool interfaces change. If a button has moved, look for similar Gemini options in the same menu area.