PERSONAL PRODUCTIVITY
Auto-create protected Outlook focus blocks from your task backlog
Each morning scans your Asana tasks due soon, then carves matching deep-work blocks into open gaps on your Outlook calendar so focus time is reserved before meetings can fill…
How it runs
The automated pipeline, trigger to output.
- TriggerWeekday morning schedule fires
- ActionFetch near-term tasks from AsanaAsana
- ActionEstimate and prioritize focus needsOpenAI
- ActionRead today's open calendar gapsOutlook
- LogicMatch tasks to gaps long enough to hold them
- OutputCreate protected focus blocks in OutlookOutlook
What it does
This workflow proactively defends focus time by reserving it before the calendar fills up. Every morning it reads your near-term tasks, estimates how much heads-down time they need, finds open gaps in your Outlook day, and books protected focus blocks named after the work — turning vague intentions into defended calendar holds.
When to use it
When your deep work keeps getting crowded out because you never blocked time for it. Best for people who plan in a task tool but lose the day to back-to-back meetings that filled the empty space.
How it works
- 1A scheduled trigger runs early each weekday morning.
- 2An Asana action fetches tasks due within the next two days that need focused effort.
- 3An OpenAI step estimates the time each task needs and prioritizes them.
- 4An Outlook action reads today's free/busy gaps.
- 5A logic step matches prioritized tasks to available gaps that are long enough.
- 6The final action creates protected focus blocks in Outlook, labeled by task and marked busy.
Set it up
What you configure once, before turning it on.
- 1Connect AsanaTasks, projects, milestones — everywhere.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect OutlookMail, calendar, contacts.
- 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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