AI AGENTS
Stale ClickUp Task Reclassifier Against Roadmap
A nightly agent scans ClickUp tasks untouched for 30+ days, reads your Notion roadmap, and reclassifies each one as on-roadmap, off-roadmap, or obsolete — updating tags and status.
How it runs
The automated pipeline, trigger to output.
- TriggerNightly grooming schedule fires
- ActionFetch ClickUp tasks idle 30+ daysClickUp
- ActionRead current roadmap from NotionNotion
- ActionClassify each task vs roadmap with LLMOpenAI
- LogicRoute obsolete vs on/off-roadmap
- ActionWrite tags and status back to ClickUpClickUp
- OutputPost reclassification digest to SlackSlack
What it does
Finds ClickUp tasks that haven't moved in over a month and decides where each one belongs relative to your current roadmap. Each stale task is re-tagged as on-roadmap, off-roadmap, or obsolete, its status is corrected, and a grooming digest lands in Slack so the team sees what changed without doing the triage by hand.
When to use it
Run it when your backlog has quietly grown into hundreds of forgotten cards and nobody trusts the status field anymore. Ideal for teams that maintain a living roadmap in Notion and want the backlog to reflect it automatically.
How it works
- 1A nightly schedule fires the grooming run.
- 2The agent pulls ClickUp tasks with no activity in 30+ days.
- 3It reads the current roadmap and themes from Notion.
- 4An LLM compares each task to the roadmap and classifies it as on-roadmap, off-roadmap, or obsolete with a short rationale.
- 5A branch routes obsolete tasks to an archive status and re-tags the rest.
- 6The agent writes the new tags and status back to ClickUp.
- 7A digest of every reclassification posts to Slack for review.
Set it up
What you configure once, before turning it on.
- 1Connect ClickUpDocs + tasks + chats in one workspace.
- 2Connect NotionPages, databases, comments.
- 3Connect OpenAIModels, embeddings, files.
- 4Connect SlackChannels, DMs, threads, mentions.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run this workflow in your colony.
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