AI Personal Assistant

To-do Manager

Consolidate tasks from Slack, email, and voice into prioritized Google Tasks and Asana.

Automation overview

What this automation does

This automation starts when slack `/todo`, starred Gmail, or voice reminder intent. It gmail process via gmail, box process via box, x (twitter) process via x (twitter), notion process via notion, and openai process via openai, then urgent/delegate, daily MIT cap 3 tasks surfaced each morning Slack DM, completed sync back to source, stale 14-day tasks prompt archive or reschedule.

Trigger

Slack `/todo`, starred Gmail, or voice reminder intent

Main actions

Gmail process via Gmail → Box process via Box …

Final outcome

urgent/delegate, daily MIT cap 3 tasks surfaced each morning Slack DM, completed…

Execution time

1–3 minutes

Apps used

6 integrations

AI-powered

Difficulty

Beginner

Workflow diagram

End-to-end scenario flow

Read-only visualization of how data moves from trigger to final result.

Trigger

Slack

Event detected

Step 1

Gmail

Process via Gmail

Step 2

Box

Process via Box

Step 3

X (Twitter)

Process via X (Twitter)

Step 4

Notion

Process via Notion

OpenAI

Process via OpenAI

Result

OpenAI

Workflow complete

Step-by-step

How each step runs

1
SlackTrigger
Event detected
Slack `/todo`, starred Gmail, or voice reminder intent
2
Gmail
Process via Gmail
Slack `/todo`, starred Gmail, and voice assistant reminder intents normalize to inbox in Notion, GPT prioritizes by due urgency and Eisenhower matrix from keywo
3
Box
Process via Box
Slack `/todo`, starred Gmail, and voice assistant reminder intents normalize to inbox in Notion, GPT prioritizes by due urgency and Eisenhower matrix from keywo
4
X (Twitter)
Process via X (Twitter)
Slack `/todo`, starred Gmail, and voice assistant reminder intents normalize to inbox in Notion, GPT prioritizes by due urgency and Eisenhower matrix from keywo
5
Notion
Process via Notion
Slack `/todo`, starred Gmail, and voice assistant reminder intents normalize to inbox in Notion, GPT prioritizes by due urgency and Eisenhower matrix from keywo
6
OpenAI
Process via OpenAI
Slack `/todo`, starred Gmail, and voice assistant reminder intents normalize to inbox in Notion, GPT prioritizes by due urgency and Eisenhower matrix from keywo
7
OpenAI
Workflow complete
urgent/delegate, daily MIT cap 3 tasks surfaced each morning Slack DM, completed sync back to source, stale 14-day tasks prompt archive or reschedule.

Apps used

Connected applications

Slack

Process via Slack

Gmail

Process via Gmail

Box

Process via Box

X (Twitter)

Process via X (Twitter)

Notion

Process via Notion

OpenAI

Process via OpenAI

Summary

Automation summary

Trigger: Slack `/todo`, starred Gmail, or voice reminder intent
Inputs: Slack `/todo`, starred Gmail, or voice reminder intent, Business Name, Notification Email, Timezone
Outputs: urgent/delegate, daily MIT cap 3 tasks surfaced each morning Slack DM, completed sync back to source, stale 14-day tasks prompt archive or reschedule., Notion process via Notion, OpenAI process via OpenAI
Business goal: Automate to-do manager end-to-end with accurate app routing.
Execution frequency: Real-time on event
Estimated runtime: 1–3 minutes
Error handling: Failed steps retry up to 3 times with exponential backoff; persistent failures notify your configured channel and log to the run history.
Dependencies: Slack, Gmail, Box

Benefits

Why use this automation?

Save ~5 hours/week

Remove repetitive steps from To-do Manager so your team focuses on high-value work.

Reduce manual work

Connected apps sync data automatically instead of copy-paste between dashboards.

Prevent human errors

Standardized logic runs the same way every time, with retries on failure.

Faster response times

Events trigger immediate actions instead of waiting for someone to check a queue.

Requirements

What you need to get started

Required apps

Slack
Gmail
Box

Required accounts

Active Slack workspace with API access
Active Gmail workspace with API access
Active Box workspace with API access
Shata Automation workspace (free tier supported)

Required API keys

OAuth tokens for each connected integration

Permissions

Read access on trigger sources (forms, sheets, webhooks, or CRM objects)
Write access on destination apps (email, chat, CRM, or storage)

Estimated setup time

1 hour including app authorization and test run
Difficulty: Beginner

Optional apps

X (Twitter) (optional)
Notion (optional)
OpenAI (optional)

Automation runtime

Activate this template

PartialSome steps run in preview until their integrations go live.

Connect required apps via OAuth or API keys. Credentials are encrypted server-side. Dev test runs mock external actions when connections are missing.

Draft

Activation readiness

Est. setup time: ~12 min

Required connections

Slack(required)
⚠ Missing
Gmail(required)
⚠ Missing
box(required)
Previewbox: workflow actions run in preview
⚠ Missing
x(required)
Previewx: workflow actions run in preview
⚠ Missing

• Missing connection: Slack
• Missing connection: Gmail
• Missing connection: box
• Missing connection: x

Manage all connections →View all installations →

Workflow summary

Trigger: Slack `/todo`, starred Gmail, or voice reminder intent
Steps: 7 nodes
Required apps: 4
Optional apps: 2

Trigger

New email trigger

Activate this workflow to provision the trigger endpoint.

Run history

No runs yet. Install the template and run a test, or activate to receive webhook/schedule runs.

FeaturedFreeBeginnerPartial1 hour setup★3.8748 installs · 258 reviews

Customize for My Business

Analytics

Template performance

49.9k

Views

748

Installs

259

Favorites

3.8

Avg rating

1.5%

Conversion

1 min

Setup time

96%

Success rate

117

Trending score

Most used integrations

SlackGmailBox

Slack `/todo`, starred Gmail, and voice assistant reminder intents normalize to inbox in Notion, GPT prioritizes by due urgency and Eisenhower matrix from keywords—urgent/delegate, daily MIT cap 3 tasks surfaced each morning Slack DM, completed sync back to source, stale 14-day tasks prompt archive or reschedule.

Some steps run in preview until their integrations go live.

Required apps

SlackLiveGmailLiveBoxPreviewX (Twitter)Preview

Optional apps

NotionPreviewOpenAILive

All integrations

SlackGmailBoxX (Twitter)NotionOpenAI

Workflow preview

How To-do Manager runs

Trigger

Configure MIT selection

→

Process

Rule engine

→

Action

slack

→

Notify

Alert & log

SlackGmailBoxXNotionOpenai

Setup steps

Get started in 5 steps

1
Connect task sources
Slack, Gmail star, Google Tasks, Asana optional sync, Notion inbox, OpenAI.
2
Configure MIT selection
Morning 8 AM DM with top 3 tasks by priority score.
3
Unified inbox rules
Email star → task with link back to thread; Slack todo includes channel context.
4
Stale task hygiene
14-day no action prompts Slack reschedule or archive buttons.
5
Test capture paths
Add via Slack and email; verify both appear in morning MIT.

Variables

Configurable settings

Variable	Type	Default	Required
Business Name	text	Your Business	Yes
Notification Email	email	—	Yes
Timezone	select	—	Yes
Slack Channel	text	#general	No
Gmail Search Query	text	is:unread	No

FAQ

Frequently asked questions

Asana two-way sync?

Optional mirror MIT tasks to Asana project without duplicate if ID linked.

Delegated tasks?

Assignee field routes Asana task to delegate instead of personal list.

Recurring todos?

RFC5545 recurrence on Google Tasks supported via natural language parse.

Team visibility?

Personal by default; shared project for executive team optional.

Reviews

4.7

★4.7

258 total reviews

James O'Brien

CTO · DevFlow

★★★★★

3/16/2026

To-do Manager replaced a manual process that took 2 hours daily. ROI was clear within the first month.

+ Reliable triggers every time · Support team helped customize quickly

Nadia El-Sayed

Restaurant Owner · Frio Café

★★★★Verified install

2/27/2026

We deployed this across three locations and saw immediate time savings. The To-do Manager workflow handles edge cases we didn't expect it to.

+ Great documentation · Scales well as we grow

− Took longer than estimated for advanced config

Marcus Chen

Sales Manager · HubSpot Partner

★★★★★Verified install

2/10/2026

Solid template. We duplicated and tweaked variables for our brand. Would recommend for teams starting automation.

+ AI quality exceeded expectations · Saved our team 10+ hours weekly

Documentation

Template documentation

Overview

Requirements

Active slack account with API access
Active gmail account with API access
Active box account with API access
Active x account with API access
No AI provider required
Shata Automation workspace (free tier supported)

Supported apps

slackLivegmailLiveboxPreviewxPreviewnotionPreviewopenaiLive

Triggers

Slack `/todo`, starred Gmail, or voice reminder intent

Actions

Configure MIT selection
Unified inbox rules
Stale task hygiene
Test capture paths

Examples

Quick start

Activate To-do Manager with default variables and run a sandbox test.

Scenario: New user installs template and validates output in under 15 minutes.

Production rollout

Connect live apps, map business rules, enable monitoring alerts.

Scenario: Team deploys to workspace after QA sign-off on test runs.

Troubleshooting

Workflow fails on first run: Verify OAuth scopes for all required integrations and re-authorize if expired.
Variables not applying: Check required fields in the Configure Variables step; empty required values block activation.
Notifications not received: Confirm notification email and Slack channel IDs match your workspace settings.

Release notes

Version 1.2.0 — Improved reliability and Slack notifications for To-do Manager.

Versioning

Version history

Current version: 1.2.0

v1.2.0Current

6/9/2026

improvementImproved error handling and retry logic for failed runs.
featureAdded optional Slack notification on workflow completion.

v1.1.0

4/10/2026

featureNew variable: brand voice selector for AI-powered steps.
fixFixed timezone handling for scheduled triggers.

v1.0.0

2/9/2026

featureInitial marketplace release.

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Recommendations

Customize To-do Manager for your business

Our team can adapt this template to your exact workflow, apps, and brand requirements.

Request custom automation →Talk to an expert

To-do Manager

What this automation does

End-to-end scenario flow

How each step runs

Connected applications

Automation summary

Why use this automation?

What you need to get started

Required apps

Required accounts

Required API keys

Permissions

Estimated setup time

Optional apps

Activate this template

Required connections

Workflow summary

Trigger

Run history

Template performance

How To-do Manager runs

Get started in 5 steps

Configurable settings

Frequently asked questions

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Inbox Priority Briefing

Email Summary

Travel Planning

Voice Assistant

Customers also installed

Inbox Priority Briefing

Reminder System

Executive Email Digest

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Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing

Customize To-do Manager for your business

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Inbox Priority Briefing

Email Summary

Travel Planning

Voice Assistant

Customers also installed

Inbox Priority Briefing

Reminder System

Executive Email Digest

Voice Assistant

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing