PERSONAL PRODUCTIVITY
Shared Mailbox Triage with Auto-Assignment to Asana
Monitors a shared team inbox in Outlook, figures out which teammate should own each actionable request.
How it runs
The automated pipeline, trigger to output.
- TriggerNew message in shared Outlook mailboxOutlook
- ActionClassify actionable and pick owner by topicOpenAI
- LogicContinue only if actionable
- ActionDraft title, summary, and infer due dateOpenAI
- ActionCreate Asana task assigned to ownerAsana
- OutputNotify assignee in Microsoft TeamsMicrosoft Teams
What it does
Shared inboxes (support@, ops@, hello@) are where requests go to die because nobody owns them. This agent reads each new message in a shared Outlook mailbox, decides whether it's a real task, picks the right owner based on topic, and creates an Asana task assigned to that person. The due date is inferred from the email and the original thread is linked for context.
When to use it
Use it on any team mailbox where requests need a clear owner and currently get triaged by hand. Ideal for ops, support, and small teams without a dedicated ticketing system.
How it works
- 1A new message in the shared Outlook mailbox triggers the run.
- 2OpenAI determines whether the email is actionable and routes it by topic to the correct owner.
- 3A filter discards non-actionable mail.
- 4OpenAI drafts a task title, summary, and infers a due date from the request.
- 5An Asana task is created, assigned to the chosen owner, with the email link in the description.
- 6A Microsoft Teams message notifies the assigned owner that a task is waiting.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect OpenAIModels, embeddings, files.
- 3Connect AsanaTasks, projects, milestones — everywhere.
- 4Connect Microsoft TeamsChannels, chats, files.
- 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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