Automation library · Scheduling

Automate agile refinement prep with Gmail and OpenAI

Started by a clock, and works across Gmail, Google Calendar, Google Drive and Google Sheets. It hands the judgement calls to OpenAI. 42 steps, 1 branch, 3 loops or waits: large, and worth reading before you trust it with anything live.

LargeCalls a model: OpenAI

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42 stepsLarge: read it before trusting it with anything live
1Branch: places the flow splits
3Loops or waits
4Services it connects to

The flow

Starts it 3Model 10Logic 15Service 14

The steps in the order they run, from what starts it.

  1. 1When clicking ‘Test workflow’Manual triggerStarts it
  2. 2Schedule TriggerSchedule triggerStarts it
  3. 3OpenAI Business AnalystLm Chat Open AiModel
  4. 4OpenAI Technical AnalystLm Chat Open AiModel
  5. 5OpenAI Scrum Master EmailerLm Chat Open AiModel
  6. 6OpenAI Scrum Master Story FeedbackLm Chat Open AiModel
  7. 7OpenAI Scrum Master DoR CheckLm Chat Open AiModel
  8. 8Error TriggerError triggerStarts it
  9. 9Start Here: Set Environment VariablesSetLogic
  10. 10Business ValidationAgentModel
  11. 11Development Team ValidationAgentModel
  12. 12Draft Email for RefinementAgentModel
  13. 13Provide Scrum Master Feedback on the storyAgentModel
  14. 14Compare User Story to DoR CriteriumAgentModel
  15. 15Send Error EmailGmailService
  16. 16No Operation, do nothingNo OpLogic
  17. 17Update Business Validation in BacklogGoogle SheetsService
  18. 18Update Technical Validation in BacklogGoogle SheetsService
  19. 19Ask Approval to Scrum MasterGmailService
  20. 20Update Scrum feedback in BacklogGoogle SheetsService
  21. 21Aggregate DoR check to User Story LevelAggregateLogic
  22. 22Load Calendar of Scrum MasterGoogle CalendarService
  23. 23Loop Over Items Business FeedbackSplit In BatchesLogic
  24. 24Loop Over Items Technical FeedbackSplit In BatchesLogic
  25. 25If Email content is ApprovedIfLogic
  26. 26Loop Over Items for DoR checkSplit In BatchesLogic
  27. 27Add DoR feedback to User StoryMergeLogic
  28. 28Check for Refinement Project AFilterLogic
  29. 29Add Business feedback to StoryMergeLogic
  30. 30Add Technical feedback to the storyMergeLogic
  31. 31Send Email to AttendeesGmailService
  32. 32Create Draft in Scrum Master EmailGmailService
  33. 33Add Scrum Feedback to StoryMergeLogic
  34. 34Read DoR criteriaGoogle SheetsService
  35. 35If no event do nothingNo OpLogic
  36. 36Combine stories into one listAggregateLogic
  37. 37Make aware the draft is ready to be adjusted manuallyGmailService
  38. 38Take DoR link for further referralGoogle DriveService
  39. 39Take backlog link for further referralGoogle DriveService
  40. 40Select Stories Ready for Refinement from BacklogGoogle SheetsService
  41. 41Select Stories High Prio To Do from BacklogGoogle SheetsService
  42. 42Join Potential Stories for RefinementMergeLogic

How it's built

Starts on
A clock
Steps
42, with 1 branch, 3 loops or waits
Size
Large: read it before trusting it with anything live
Connects to
Gmail, Google Calendar, Google Drive, Google Sheets
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar, Google Drive and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 42 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 42 steps before you point it at anything that matters.