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AI-Powered Feedback Triage: Jotform to Trello, Airtable & Slack with Gemini

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Created by: Atta || attakhalighi

Atta

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Last update 15 hours ago

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Turn raw feedback into actionable product insights. This workflow collects feedback from both customers and staff via a single Jotform, uses Gemini AI to analyze and categorize it, then intelligently routes it:

  • Actionable bugs and feature requests become tasks in specific Trello lists, tagged with source and priority.
  • General feedback is logged in a structured Airtable base for later review.
  • Urgent bugs trigger instant Slack alerts for your dev team.
  • An optional confirmation email is sent via Gmail if the submitter provides their address.

Stop manually sorting feedback and ensure nothing falls through the cracks. This workflow centralizes input, automates triage, and delivers structured data directly to your product and development teams.

Features

  • Unified Feedback Collection: Uses a single Jotform for customers and staff.
  • AI-Powered Triage: Gemini AI categorizes feedback (Bug, Feature Request, General), suggests priority, and extracts keyword tags.
  • Intelligent Filtering: An IF node separates actionable tasks from general comments.
  • Automated Task Creation: Creates Trello cards in specific lists ("Bugs," "Feature Backlog") with relevant labels (Source, Urgent).
  • Structured Logging: Saves all general feedback to an Airtable base for review and trend analysis.
  • Conditional Alerts: Notifies a Slack channel only for high-priority bugs.
  • Optional Email Confirmation: Sends a thank-you email if the submitter provides their address.

Nodes Used

  • 🟣 Jotform Trigger (Jotform Trigger)
  • ✉️ Gmail (Send Confirmation Email)
  • 🧠 AI Agent (AI Feedback Triage)
  • 🃏 Trello (Create Trello Card)
  • 📣 Slack (Alert Dev Team)
  • 🗂️ Airtable (Log General Feedback to Airtable)
  • 🔧 Set, ❓ IF, 🚫 No Operation, do nothing

How to use this template

Follow these steps to configure the workflow with your accounts and specific IDs.

1. Set up Jotform, Trello, and Airtable (CRITICAL)

  • Before starting, you must create the Jotform form, Trello board, and Airtable base exactly as described in the "Required Setup" section at the end of this document.

2. Configure the Jotform Trigger Node

  • Credentials: Connect your Jotform account.
  • Form: Select your "Help us improve IdeaToBiz" form (replace the title with your company name).
  • Resolve Data: Ensure the "Resolve Data" toggle in the node's parameters is turned ON.

3. Configure the Config (Set) Node

  • This node stores your Trello IDs. You must replace the placeholder values.
  • Find Your IDs: Open your Trello board, add .json to the URL, and press Enter. Search the JSON page for your List names ("Bugs," "Feature Backlog") and Label names ("Customer," "Staff," "Other," "Urgent") to find their corresponding "id" values.
  • Action: Paste your unique IDs into the value fields in this node.

4. Configure the Email Provided? (IF) and Send Confirmation Email (Gmail) Nodes

  • IF Node: No configuration needed.
  • Gmail Node:
    • Credentials: Connect your Gmail (or other email service) account.
    • Customize: Edit the Subject and Body to match your company's voice.

5. Configure the AI Feedback Triage Node

  • Credentials: Connect your Google AI (Gemini) credentials.
  • Check Prompt: Ensure the prompt correctly references your feedback field (e.g., {{ $('Jotform Trigger').item.json['Feedback Details'] }}).
  • Check Schema: Ensure the "Structured Output" JSON schema matches the required fields (task_title, category, suggested_priority, tags).

6. Configure the Is it a Bug or Feature? (IF) Node

  • No configuration needed. This node filters based on the AI output.

7. Configure the Create Trello Card Node

  • Credentials: Connect your Trello credentials.
  • Board ID: Select your Product Feedback board.
  • Check Expressions: Verify that the expressions for List ID and Labels correctly pull the IDs from your Config node and data from the AI Feedback Triage and Jotform Trigger nodes. The template should be pre-filled, but double-check node names if you renamed them.

8. Configure the Is it an Urgent Bug? (IF) Node

  • No configuration needed. This checks the AI output before alerting Slack.

9. Configure the Alert Dev Team (Slack) Node

  • Credentials: Connect your Slack credentials.
  • Channel: Select the channel for urgent bug alerts (e.g., #dev-alerts).
  • Customize: Edit the message text if desired. Ensure the Trello card URL expression ({{ $('Create Trello Card').item.json.shortUrl }}) is correct.

10. Configure the Log General Feedback to Airtable Node

  • Credentials: Connect your Airtable credentials.
  • Base ID: Select your Product Feedback Log base.
  • Table ID: Select your Feedback Submissions table.
  • Enable Typecast: In the node's Options, ensure the Typecast toggle is ON. This is crucial for allowing n8n to create new tag options in Airtable.
  • Check Field Mappings: Verify that the field mappings correctly reference the AI Feedback Triage and Jotform Trigger nodes.

11. Activate Your Workflow!

  • Once all credentials and IDs are configured, save and activate your workflow.

How to Adapt the Template

  • Change Task Destination: Replace the Trello node with ClickUp, Asana, Jira, or another task manager. You'll need to adapt the field mappings.
  • Change Logging Destination: Replace the Airtable node with Google Sheets, Notion, or send logs via Email or Discord.
  • Adjust AI Prompt: Modify the prompt in the AI Feedback Triage node to change how feedback is categorized, prioritized, or tagged.
  • Modify Filtering Logic: Change the conditions in the Is it a Bug or Feature? IF node (e.g., maybe you also want "UI/UX Issue" to go to Trello).
  • Refine Alerting: Change the conditions in the Is it an Urgent Bug? IF node or send alerts for different categories (e.g., alert the design team for UI issues).

Required Setup

Jotform Form Setup

  1. Create Account: If needed, sign up at Jotform.
  2. Create Form: Build a form titled "Help us improve IdeaToBiz" (or similar).
  3. Add Fields:
    • Radio Button: Label I am a..., Options Customer, Staff, Other (Required: ON).
    • Email: Label Your Email (Optional) (Required: OFF).
    • Long Text: Label Feedback Details (Required: ON).
    • Submit Button: Label Submit Feedback.

Trello Board Setup

  1. Create Board: Create a new Trello board named Product Feedback.
  2. Create Lists (Columns): Add at least these two lists:
    • Feature Backlog
    • Bugs
  3. Create Labels: Go to Menu -> More -> Labels and create:
    • Urgent (Red recommended)
    • Customer (Blue recommended)
    • Staff (Green recommended)
    • Other (Grey recommended)

Airtable Base Setup

  1. Create Base: Create a new Airtable base named Product Feedback Log.
  2. Create Table: Name the table Feedback Submissions.
  3. Configure Fields:
    • Rename the primary field (Name) to Feedback Summary (Type: Single line text).
    • Rename Notes to Full Feedback (Type: Long text).
    • Delete Assignee.
    • Rename Status to Source (Type: Single select, Options: Customer, Staff, Other).
    • Add Email field (Type: Email).
    • Add AI Tags field (Type: Multiple select).
    • Add Submitted At field (Type: Created time).