Client Workflow Automator
OVERVIEW
A workflow automation system that reduced client onboarding from 4 hours to 15 minutes. When a client submits an intake form, the system automatically sets up their project workspace, generates tailored tasks, sends welcome emails, and configures access permissions without manual intervention.
ARCHITECTURE
The platform uses an event-driven orchestration layer that fans out intake events into parallel automation jobs. Connectors integrate form intake, Notion workspace templating, AI task generation, transactional email, and permission provisioning, with retry and dead-letter handling for resilience.
FUNCTIONALITY
- Intake form processing with automatic data validation and enrichment
- Project workspace generation with templated Notion structures
- AI-generated task lists tailored to the client's needs and timeline
- Automated welcome email sequences with personalized onboarding steps
- Permission and access configuration across connected tools
- Real-time status tracking with automatic stakeholder notifications
HOW IT WORKS
After intake submission, validation and enrichment run first to ensure clean client records. The orchestrator then triggers parallel tasks for workspace provisioning, AI-assisted task planning, welcome messaging, and access setup. Progress and failures are tracked in status records, with retries and dead-letter routing protecting the flow.
OUTCOMES
- Reduced onboarding time from 4 hours to 15 minutes per client.
- Standardized onboarding quality through templated workspaces and automated communications.
- Lowered operational risk with retry-safe workflows and failure isolation.