Example scenario
Hand summaries and updates to an AI workflow
A flow drafts the text, extracts the key points and updates the tracker; the team just reviews.
- n8n
- Python
- Notion
Example scenario
Track every follow-up and measure response times
Every email awaiting a reply becomes a tracked line: response times are measured, overdue follow-ups flagged and the response rate shown in a dashboard.
Read the diagram as text
- An email goes out (quote, request) or arrives in the shared inbox, Outlook or Gmail.
- n8n logs the exchange in an Excel tracker: customer, subject, date, owner, status.
- Every day, the flow calculates the time elapsed and spots follow-ups that are due or overdue.
- The flow splits into two branches: an alert goes to the person in charge, with a draft follow-up to review (4a); a reply received closes the line and records the response time (4b).
- A Power BI dashboard tracks response time, overdue follow-ups and response rate, by person and by week.
Example scenario. This project describes a typical engagement. It is not a real client’s story: it shows how I go about it and what you can expect. For example: automated follow-up tracking and a response-time dashboard.
The context
Quotes go unanswered because nobody followed up, and nobody knows how long customers wait for a reply. Without numbers, there is no way to tell whether it is a one-off or a weekly problem.
How I go about it
-
Scoping
With the team, I list the exchanges to track (quotes, requests, complaints) and the expected response time for each.
-
Collection
An n8n flow logs every exchange in a tracker, with no re-typing.
-
Alerts
Every day, response times are recalculated and due follow-ups are flagged to the right person, with a message template to review.
-
Dashboard
Response time, overdue follow-ups and response rate, by person and by week, for the team review.
Before and after
Before
- Follow-ups that rely on memory
- No figures on response times
- Unanswered quotes spotted too late
After
- Every exchange tracked automatically
- Response times and response rate measured every week
- An alert as soon as a follow-up is overdue
What it changes
No follow-up depends on someone’s memory any more, and the team knows how long its customers wait for a reply.
What about your business?
The flow plugs into your current mailbox, Outlook or Gmail, and the tracker lives in an Excel file. The dashboard can stay in Excel or move to Power BI, depending on your licences.
Need something similar? Write to me.
Tell me about your project