PERSONAL PRODUCTIVITY
Triage Outlook focus-block invites: bump VIPs, decline the rest
An agent reviews each invite that collides with protected focus time, escalates requests from leadership or key clients by proposing an alternate slot.
How it runs
The automated pipeline, trigger to output.
- TriggerInvite overlapping focus time arrivesOutlook
- ActionGather organizer role and meeting purposeOutlook
- LogicClassify sender as VIP or standard
- ActionDraft counter-proposal or polite declineOpenAI
- ActionExecute decision in OutlookOutlook
- OutputLog the decision to AirtableAirtable
What it does
Not every invite that hits your focus block deserves the same answer. This agent-driven workflow reads who sent each conflicting invite and what it's about, then makes a judgment call: for VIPs it proposes a nearby alternate time so the meeting still happens, and for everyone else it sends a polite decline. Every decision is logged to an Airtable sheet so you can audit how your focus time is being defended.
When to use it
When blanket auto-decline is too blunt because some people genuinely need access to your time. Best for leaders and senior ICs who must protect deep work while staying responsive to executives and top clients.
How it works
- 1An Outlook trigger fires on a new invite that overlaps protected focus time.
- 2The agent gathers the organizer, their role, and the meeting's stated purpose.
- 3A logic branch classifies the sender as VIP or standard.
- 4For VIPs, an OpenAI step drafts a proposal offering an alternate open slot; for standard senders it drafts a polite decline.
- 5The decision is executed in Outlook (counter-propose or decline) and logged as a row in Airtable.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AirtableBases, tables, views, automations.
- 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 this workflow in your colony.
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