Introduction

In this detailed overview, we explore how to harness the latest features—AI Tasks, Arrays, Looping Workflows, and Message Scheduling—to create an automated reminder system.

This system is designed to send personalized, timely messages for scheduled events such as coaching sessions, ensuring users receive reminders at optimal intervals.

The process involves creating dynamic AI tasks that generate multiple messages with specific timings, storing these messages, and then looping through them to send notifications via email or other channels. This guide provides step-by-step instructions, technical insights, and best practices to implement this powerful automation.

Setting the Stage: Combining New Features for Automation

The core goal is to automate reminders for scheduled appointments, leveraging the synergy of:

• AI Tasks: Generate customized messages based on input parameters.

• Arrays: Handle multiple message entries dynamically.

• Looping Workflows: Process each message entry systematically.

• Scheduling: Send messages at precise times relative to the event.

This combination allows for flexible, scalable, and personalized reminder systems suitable for various use cases like coaching, medical appointments, or follow-ups.

Step 1: Creating an AI Task for Reminder Message Generation

Accessing AI Hub and Creating a New AI Task

• Navigate to AI Hub.

• Select AI Tasks.

• Click Create New AI Task.

• Name it "Reminder Messages for Coaching Session".

Defining the Task Parameters

• Input Parameters:

  • date_time: The scheduled date and time of the event.

  • reminder_message: The message content to be sent.

• Output Fields:

  • date_time: When to send the message.

  • reminder_message: The message text.

Utilizing Arrays for Dynamic Message Creation

• Enable the Arrays option.

• Define a prompt that instructs the AI to generate multiple messages, e.g., "Create 3 engaging reminder messages for a coaching session scheduled on {date_time}, to be sent 3 days, 1 day, and 1 hour before the event."

Example Prompt

Create 3 engaging reminder messages for a coaching session scheduled on {date_time}. The messages should be sent 3 days, 1 day, and 1 hour before the session, respectively, at 8:00 AM in the specified timezone

Generating Multiple Messages

• The AI will output an array of items, each containing:

  • date_time: When to send the message.

  • reminder_message: The content.

This setup allows dynamic creation of multiple, timed reminders based on the input event date.

Step 2: Configuring the AI Task in the Workflow

Integrating the AI Task

• In your Flow Builder, add an AI Action.

• Select the "Reminder Messages for Coaching Session" task.

• Provide the event date and time as input, e.g., March 20, 2024, at 11:00 AM.

Dynamic Message Generation

• The AI task processes the input and outputs an array of scheduled messages with precise timings:

  • 3 days before at 8:00 AM.

  • 1 day before at 8:00 AM.

  • 1 hour before at 10:00 AM.

Verifying Output

• The output JSON will look like:

• Adjust the event time as needed to verify timing accuracy.

Step 3: Saving Generated Messages for Processing

• Store the entire array as a JSON field (e.g., coaching_session_reminders) for later use.

• This allows easy access and iteration over each message during the scheduling process.

Step 4: Looping Through Messages with Workflow

Setting Up the Loop

• Use the "Loop Workflow" action.

• Select the JSON field containing the array of messages.

• The loop will process each item individually.

Inside the Loop: Sending Notifications

• For each item, perform an Email Notification or other messaging actions.

• Use Loop Item variables:

  • loop_item.date_time for scheduling.

  • loop_item.reminder_message for message content.

Example Email Configuration

Handling Time Zones

• The system automatically converts times based on the workspace timezone.

• Ensure the event time is set correctly, and the system will adjust accordingly.

Step 5: Scheduling and Monitoring Messages

Finalizing the Workflow

• Add a Notification at the end of the loop to confirm scheduling.

• Example message: "All reminder messages have been scheduled."

Publishing and Testing

• Save and publish the workflow.

• Use Preview to simulate the process.

• Verify that messages are scheduled correctly in the Scheduled Messages section.

Viewing Scheduled Messages

• Navigate to Tools > Scheduled Messages.

• Confirm that:

  • The first message is scheduled for March 17 at 8:00 AM.

  • The second for March 19 at 8:00 AM.

  • The third for March 20 at 10:00 AM.

Managing Messages

• You can send now, reschedule, or cancel scheduled messages as needed.

Additional Tips and Best Practices

Summary Table: Key Components and Their Roles

Conclusion

By combining AI Tasks, Arrays, Looping Workflows, and Scheduling, you can create a robust, automated reminder system tailored to any scheduled event. This approach ensures timely, personalized notifications that enhance user engagement and operational efficiency. The flexibility of these tools allows for customization, scalability, and integration into broader automation strategies.

Try implementing this system today to streamline your reminder workflows. If you encounter challenges or have questions, reach out for support—these features are designed to empower your automation capabilities.

Final Words

Harnessing the power of these cutting-edge features transforms manual reminder processes into seamless, automated experiences. Whether for coaching, appointments, or follow-ups, this methodology ensures your users stay informed and engaged at the right moments. Embrace automation, optimize your workflows, and deliver exceptional value with minimal effort.