Automation Examples

Zenmako workflows can run on a schedule to automate recurring tasks. This page provides practical examples you can copy and adapt for your own automation needs.

Each example includes:
• The workflow prompt to use
• Recommended schedule
• Required connections

Daily and Weekly Reports

Weekly Task Summary

Automatically summarize completed work and share with your team.

Review all tasks that were completed in the last 7 days across our projects. Create a summary organized by project that includes:
Number of tasks completed
Key accomplishments
Any blockers that were resolved
Post this summary to the #team-updates Slack channel with a brief intro.

Daily Overdue Task Check

Never let overdue tasks slip through the cracks.

Check all active projects for tasks that are past their due date. For each overdue task, note:
Task name and project
How many days overdue
Who is assigned
If there are any overdue tasks, send a message to #project-alerts on Slack with the list. If there are no overdue tasks, do not send a message.

Weekly Metrics Report

Generate a metrics summary for stakeholders.

Compile a weekly metrics report with the following:
Tasks created vs completed this week
Projects with the most activity
Team members with the highest task completion
Format this as a clean report and post it to the #leadership channel on Slack.

Email Processing

Customer Question Routing

Turn customer emails into trackable support tickets.

Check the support@company.com inbox for new emails from the last hour. For each email that contains a customer question or issue:
Create a new task in the "Customer Support" project
Set the task title to summarize the question
Include the full email content in the task description
Add a "needs-response" tag
Skip newsletters, automated emails, and spam.

Daily Email Summary

Get a digest of what needs your attention.

Review my unread emails from the last 24 hours. Create a summary that includes:
Urgent emails that need immediate response (from executives, clients, or containing words like "urgent", "ASAP", "deadline")
Emails requiring action but not urgent
FYI emails that can be read later
Send this summary to me via Slack direct message.

Invoice Processing

Automatically track incoming invoices.

Search my inbox for emails with attachments that appear to be invoices (look for "invoice", "bill", "statement" in subject or body, or PDF attachments with these terms).
For each invoice found:
Extract the vendor name, amount, and due date if visible
Create a task in the "Accounts Payable" project with the invoice details
Set the due date if one was found
Mark the email as processed by adding the label "Invoice-Processed".

Data Sync and Updates

Weekly Status Report Update

Keep your status documents current without manual work.

Update the "Weekly Status Report" page in Notion with the latest information:
Get the list of tasks completed this week from Asana
Get any open blockers or issues
Calculate the percentage of sprint tasks completed
Replace the "This Week's Progress" section with the new data. Keep the same formatting as the existing content.

New Contact Sync

Ensure new leads make it into your CRM.

Check for new form submissions from the last 24 hours. For each new submission:
Check if a contact with that email already exists in the CRM
If not, create a new contact with their name, email, and company
Add a note indicating they came from the website form with today's date
Skip any submissions that look like spam or test entries.

Project Documentation Sync

Keep documentation in sync with project changes.

Review any tasks completed in the last week that were tagged with "documentation-needed". For each:
Find the related documentation page in Notion
Add a note that the feature was completed with the completion date
If no documentation page exists, create a placeholder page in the "Docs Needed" section
After processing, remove the "documentation-needed" tag from the tasks.

Notifications and Alerts

High-Priority Task Alert

Get notified immediately when urgent work comes in.

Check for any new tasks created in the last 15 minutes that are marked as high priority or urgent. For each one found:
Send a Slack message to #urgent-tasks with the task name, project, and who created it
Also send a direct message to the person assigned to the task
Include a link to the task in both messages.

Deal Stage Change Alert

Keep the team informed about sales pipeline movement.

Check for any deals that moved to the "Negotiation" or "Closing" stage in the last hour. For each deal:
Post to #sales-wins with the deal name, value, and account executive
If the deal is over $50,000, also post to #leadership
Include a brief congratulations message with each post.

Blocked Task Escalation

Automatically escalate tasks that have been stuck.

Find all tasks that have been in "Blocked" status for more than 3 days. For each blocked task:
Check who the assignee is and who their manager is
Send a Slack message to the manager asking them to help unblock the task
Add a comment to the task noting that an escalation was sent
Group messages by manager so they only get one notification with all their team's blocked tasks.

Deadline Approaching Reminder

Proactive reminders before due dates.

Find all tasks that are due within the next 48 hours and are not yet marked as complete. For each task:
Check if the task has had any activity in the last 24 hours
If no recent activity, send a Slack reminder to the assignee
Include the task name, due date, and a link to the task
Do not send reminders for tasks that were already reminded about today.

Content and Social Media

Weekly Blog Post Draft

Generate content ideas from your actual work.

Review the projects and tasks completed in the last two weeks. Identify any interesting accomplishments, learnings, or milestones that could make good blog content.
Draft a blog post outline that:
Has a compelling title
Includes 3-5 main points
Suggests relevant examples from the completed work
Ends with a call to action
Save this draft to the "Blog Ideas" page in Notion.

Social Media Content Planning

Prepare your social posts in advance.

Based on our recent blog posts and project updates, draft 5 social media posts for the upcoming week. For each post:
Write the post copy (under 280 characters for Twitter, longer version for LinkedIn)
Suggest a day and time to post
Note any images or links to include
Save these drafts to the "Social Media Queue" in Notion, organized by day.

Release Notes Compilation

Automatically compile release notes from completed work.

Review all tasks completed in the last week that are tagged with "release-notes" or are in the "Shipped" column. Create a release notes document that:
Groups changes by category (Features, Improvements, Bug Fixes)
Writes user-friendly descriptions for each item
Notes any breaking changes prominently
Save this to the "Release Notes" folder in Notion with today's date as the title.

Tips for Effective Automation

Choosing the Right Schedule

Writing Good Automation Prompts

Testing Your Automations

Before setting a schedule:
• Run the workflow manually to verify it works
• Check that the output looks correct
• Verify all connections have the necessary permissions
• Start with a less frequent schedule and increase as needed