AI AGENTS
Onboarding Missing-Artifact Chaser
Scans each customer's onboarding checklist in Airtable for artifacts that are still missing past their due date, drafts a personalized nudge to the owner.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily schedule fires
- ActionFetch active onboarding recordsAirtable
- LogicKeep rows with overdue missing artifacts
- ActionDraft personalized nudge per ownerOpenAI
- ActionEmail reminder to artifact ownerGmail
- OutputLog nudge timestamp + count to AirtableAirtable
What it does
Keeps customer onboarding on track by automatically finding required artifacts (signed contract, logo files, API keys, billing details) that haven't been received yet, then emailing the responsible owner a clear, friendly reminder of exactly what's still outstanding.
When to use it
Run it on a daily schedule when you onboard customers through a checklist in Airtable and your team keeps losing time manually chasing people for the same missing documents. Best when each onboarding row tracks artifact status, a due date, and an owner email.
How it works
- 1A daily schedule fires the workflow.
- 2The agent pulls all active onboarding records from Airtable.
- 3A filter keeps only rows where one or more artifacts are still 'missing' and the due date has passed.
- 4For each owner, an LLM step writes a personalized email listing only their outstanding items and why they matter.
- 5Gmail sends the reminder to the owner.
- 6The workflow writes a 'last nudged' timestamp and nudge count back to the Airtable record so it never double-sends in a day.
Set it up
What you configure once, before turning it on.
- 1Connect AirtableBases, tables, views, automations.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect GmailRead, draft, send, label.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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