📋 Send a weekly Airtable task digest to Slack, Gmail and Sheets with GPT-4.1-mini

⚡ 34 views · 📋 Project Management

Description

How it works

This workflow automatically creates a weekly report of tasks. Every Friday morning, it collects all task details from Airtable, checks progress, and prepares a summary. It also highlights important or late tasks and sends the report to Slack, email, and saves it for record.

Step-by-step

• Trigger & fetch

  • Schedule: Every Friday 9AM – Triggers the workflow automatically every Friday at 9 AM.
  • Airtable: Fetch This Week – Collects all task records from the Airtable base for the current week.

• Analysis & formatting

  • Code: Analyze & Format – Checks all tasks, detects fields, calculates completion rate, identifies overdue and urgent items, and builds the full Slack message with an {{AI_SUMMARY}} placeholder.

• AI summary generation

  • OpenAI: Generate AI Summary – Sends the weekly stats to GPT-4.1-mini with a structured prompt to produce a concise 2–3 sentence plain-English project manager summary.

• Merge & prepare

  • Code: Merge AI Summary – Injects the AI summary into the Slack message and prepares urgent alert messages for overdue or high-priority tasks.

• Parallel output actions

  • Slack: Post Weekly Digest – Posts the full formatted digest to a Slack channel with mrkdwn formatting.
  • Gmail: Send Digest Email – Sends an HTML-formatted email with stats cards, AI summary, and a task table.
  • Google Sheets: Log Weekly Stats – Appends week range, totals, completion rate, overdue count, AI summary, and status to a tracking sheet.

• Conditional urgent alert

  • IF: Has Urgent or Overdue? – Checks if overdue or urgent task count is greater than zero.
  • Slack: DM Urgent Alert – Sends a separate urgent action-required message to Slack if flagged items exist.
  • Gmail: Send Urgent Alert – Sends a red-header alert email listing overdue and urgent counts if flagged items exist.

Why use this?

• Eliminates manual weekly reporting by automatically collecting, analyzing, and summarizing all Airtable task data
• Keeps the entire team informed across Slack and Email every Friday without lifting a finger
• AI-generated summaries give instant clarity on project health and what needs attention
• Logs every weekly digest to Google Sheets for long-term trend tracking and reporting
• Sends a separate urgent alert so critical or overdue tasks never get buried in the digest

🔗 Nodes Used

Airtable, Google Sheets, Slack, Gmail, Schedule Trigger, OpenAI

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup