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Revive quiet client projects with OpenAI, Airtable, Gmail and Discord

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Created by: Khairul Muhtadin || khmuhtadin
Khairul Muhtadin

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Last update a day ago

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Quick Overview

This workflow checks Airtable client projects on a schedule, uses OpenAI to draft check-in emails for projects that have gone quiet, sends them via Gmail, logs the outreach back to Airtable, and posts status updates to Discord, plus a weekly health digest every Friday.

How it works

  1. Runs every Monday at 09:00 (workflow timezone) and reads the “Client Projects” table from Airtable.
  2. Calculates days since each active project’s last_touch date, flags projects that have been quiet for 10+ days, and emails an internal address if some rows have missing or malformed last_touch values.
  3. If no projects are quiet, posts an “all clear” message to Discord.
  4. For each quiet project, uses OpenAI to generate a short check-in email (subject and body) that references the project name and stage.
  5. Sends the check-in email to the client via Gmail, appends a record to the Airtable “Touch Log” table, and updates the project’s last_touch date in Airtable.
  6. Posts a one-line summary to Discord for each check-in email that is sent.
  7. Runs every Friday at 16:00, compiles project health metrics from Airtable (including recent check-ins), uses OpenAI to write a brief digest, and sends it via Gmail and Discord.

Setup

  1. Create (or update) an Airtable base with a “Client Projects” table and a “Touch Log” table, including fields used by the workflow such as project_id, status, last_touch, client_email, and log_id.
  2. Add Airtable personal access token credentials and set the correct base ID and table names for both the project read/update steps and the touch log append step.
  3. Add a Gmail OAuth2 credential, then set the sender mailbox and confirm the internal notification recipient addresses for data-problem alerts and the Friday digest.
  4. Add a Discord webhook credential and configure the target Discord channel(s) for the “all clear”, per-check-in summary, and weekly digest messages.
  5. Add an OpenAI API credential and optionally adjust the model, prompts, schedules, and the quiet threshold (currently 10 days) to match your process.

Additional info

Built with n8n. Need an assessment on your business? Feel free to reach out at https://khmuhtadin.com/consultation/