IT OPS
Extract details from emailed forms and create structured ClickUp tasks
Pulls attachments and body text from shared-mailbox requests, uses an LLM to extract structured fields, archives the files to Google Drive.
How it runs
The automated pipeline, trigger to output.
- TriggerNew email with attachments in shared mailboxOutlook
- ActionArchive attachments to Google DriveGoogle Drive
- ActionExtract structured fields with OpenAIOpenAI
- LogicValidate required fields present
- OutputCreate ClickUp task with mapped custom fieldsClickUp
What it does
Many requests arrive as a form, screenshot, or PDF attached to an email. This workflow extracts the structured fields (requester, asset tag, cost center, request type) from the body and attachments, stores the original files, and opens a ClickUp task with those fields filled into custom fields rather than buried in free text.
When to use it
Use it for intake processes that depend on structured data: hardware requests, onboarding forms, access approvals. Good when reviewers waste time copying fields out of email into your ticketing tool.
How it works
- 1A new email with attachments arrives in the Outlook shared mailbox.
- 2Attachments are saved to a dated folder in Google Drive and the body is collected.
- 3OpenAI extracts the defined fields into a structured object.
- 4A logic step validates required fields are present and flags incomplete submissions.
- 5A ClickUp task is created with the extracted values mapped to custom fields and the Drive folder linked.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect Google DriveDocs, sheets, slides, files.
- 4Connect ClickUpDocs + tasks + chats in one workspace.
- 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 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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