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Use Case | Automatically Remind Slack of Tasks One Day Before Their Deadlines

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Written by Yoom Customer Service
Updated over 3 weeks ago

📝 Overview

This guide shows you how to set up a Flowbot that automatically sends reminder notifications to Slack one day before a task’s due date in a spreadsheet-based task management table 🎉

🔹 Flow of the Flowbot

  1. [Manual] Prepare the task management table in the spreadsheet.

  2. [Automatic] Retrieve tasks that are marked as "Incomplete" and have a deadline from the previous day.

  3. [Automatic] Send Slack reminders.

🛠️ How to Set It Up

1. Preparation

Start by creating a task management table in the spreadsheet. Make sure the due date is in the "yyyy-mm-dd" format.

2. Overall Structure of the Flowbot

The Flowbot will follow several steps: preparing the spreadsheet, retrieving and processing the task data, and sending the Slack reminders.

3. Creating "One day Later"

In the Flowbot edit screen, click the + button and select calculation.

To specify the day before the due date, treat it as "the day before the due date = one day after today." Select Add/Subtract Date & Time, configure it as shown below, run the test, and save.

👉 For the date to be converted, select "Today" from the output options.

4. Retrieving Values from the Spreadsheet

In the Flowbot edit screen, click the "+" button and select Google Sheets to retrieve the unique number from the task management table.

Select the action Retrieve Value, configure it as shown below, run the test, and save.

5. Set "Loop Command"

In the Flowbot edit screen, click the + button and select Loop.

Configure it as shown below, run the test, and save.

6. Perform Record Retrieval

In the Flowbot edit screen, click the + button and select Google Sheets.

Choose the action Retrieve Record.

Configure it as shown in the image.

Set the search target column as "No." Set the value to the loop variable for Retrieved Values created in "Loop Command." Run the test and save.

7. Branch by Date

In the Flowbot edit screen, click the "+" button and select Branch to branch on "One Day Later" from Step 3.

Set the condition to Not Equal to. Set the value to Due Date retrieved in Step 6.

Click Save.

This branch will stop processing the current record and move on to the next one if the due date is not one day after today.

8. Branch by Status

Follow the same flow as Step 7 and set it up as shown in the image.

9. Slack Notifications

In the Flowbot edit screen, select Slack, then choose the action Send Message to Channel.

  • Change the channel ID to your preferred channel.

  • Create the message text using the outputs created earlier as references.

The sent message in Slack ⬇️

10. Set the Schedule Trigger

Return to the Flowbot editing screen, run the Flowbot, and check that everything works correctly. If there are no issues, proceed to the editing screen and select the "Manual Trigger" operation.

  • Choose "Schedule" as the trigger type.

  • For the schedule settings, select Monday through Friday (or include weekends if you want it to run every day).

  • Set the time to 10 AM, then save.

Finally, turn on the schedule trigger in the Flowbot editing screen.

That’s it! 🎉

☝️ Note

  • You can customize the items in the task management table as needed.

  • You can set reminders for any number of days before the due date, such as "● days before."

  • The task management table doesn’t have to be a spreadsheet—you can also use Yoom databases, kintone, etc.

  • Notifications can be sent via Slack, Chatwork, Teams, or even Gmail.

Related Keywords

Flowbot, Slack, Task management, Spreadsheet, reminder, due date, automated notifications, Yoom, Database operations, app integration, scheduling, task reminder automation, google sheets

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