Assign and track Paperclip tasks using GPT-5-mini, Google Sheets, and Gmail

This workflow automates the creation, assignment, tracking, and monitoring of tasks (issues) inside a Paperclip system using AI and external integrations.

View this Youtube Video Tutorial to setup your Paperclip instance for FREE and get API Key (subtitles in English).

✅ Key Advantages

1. ✅ Full Automation of Task Lifecycle

The workflow handles everything:

• Task intake → assignment → tracking → completion notification
  No manual intervention is required.

2. ✅ AI-Powered Task Assignment

Using an LLM:

• Tasks are assigned intelligently based on context
• Reduces human decision-making errors
• Scales easily with more agents

3. ✅ Centralized Tracking with Google Sheets

• Acts as a lightweight database
• Easy to audit, monitor, and share
• Provides historical tracking of tasks

4. ✅ Real-Time Monitoring & Alerts

• Scheduled checks ensure tasks are constantly monitored
• Instant email notifications when tasks are completed
• Improves responsiveness and visibility

5. ✅ Modular & Scalable Architecture

• Each block (Webhook, AI, API, Sheets, Email) is independent
• Easy to extend (e.g., Slack alerts, dashboards, analytics)
• Can integrate with other systems without redesigning everything

6. ✅ Efficient Resource Utilization

• Batch processing (Split in Batches) avoids overload
• Scheduled execution reduces unnecessary API calls

7. ✅ Seamless API Integration

• Connects Paperclip, OpenAI, Google Sheets, and Gmail
• Demonstrates strong interoperability across services

How it works

This workflow automates the assignment and tracking of issues/tasks to AI agents (called "Paperclip agents") and monitors their completion.

Two main flows:

1. Issue creation WF (triggered via Webhook or Manual):

   • Receives a task with title and issue via webhook
   • Fetches the company ID from the Paperclip API
   • Retrieves all available Paperclip agents for that company
   • Normalizes agent data (id, name, title)
   • Uses GPT-5-mini to intelligently assign the task to the most appropriate agent
   • Creates a new issue in Paperclip with the assigned agent
   • Logs the issue to a Google Sheet with metadata (date, ID, title, issue, assigned agent)

2. Completion monitoring WF (runs every 10 minutes via Schedule Trigger):

   • Fetches all open issues (where COMPLETED column is empty) from Google Sheets
   • Loops through each open issue
   • Checks the current status of each issue in Paperclip API
   • If status is "completed", sends a Gmail alert and updates the COMPLETED column in Sheets with the completion timestamp

Set up steps

1. API Credentials:

   • Configure httpBearerAuth credentialwith your Paperclip API key
   • Set up openAiApi credential
   • Configure gmailOAuth2 credential for sending completion alerts
   • Set up googleSheetsOAuth2Api credential for Sheets access

2. Google Sheets Setup:

   • Clone this Sheet
   • Sheet must contain columns: DATE, TITLE, ISSUE, ASSIGN, ID, COMPLETED
   • Share the sheet with the service account or OAuth account used in credentials

3. Paperclip API Configuration:

   • Replace all https://paperclip.xxx.xxx URLs with your actual Paperclip instance URL
   • Verify the /api/agents/me, /api/companies/{id}/agents, and /api/issues/{id} endpoints are accessible

4. Workflow Settings:

   • Webhook path is auto-generated – copy this for external calls
   • Update the Gmail recipient from [email protected] to your target email address
   • Adjust schedule trigger interval (currently 10 minutes) as needed

5. Testing:

   • Activate the workflow
   • Use the Manual Trigger or send a POST request to the webhook URL with payload containing title and issue fields
   • Monitor execution logs to verify agent assignment and issue creation

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