Setting Up a Weekly Reminder to Submit a Feedback Form

Created by Advaith R, Modified on Tue, 28 Jul at 6:35 PM by Advaith R

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Use this workflow to automatically remind project stakeholders to submit a feedback or CSAT form one week after a phase is completed, only if the form has not been submitted yet.

This setup uses:

Two project-level custom fields.
Two template-level automations on the feedback form task.
One global scheduled automation that sends the reminder email.

In this article

Create required custom fields
Store the form URL when the form is created
Mark the form as submitted when a response is received
Create a global scheduled reminder automation

Create required custom fields

Start by creating two project-level custom fields. These fields store the form link and track whether a response has been received.

Go to Settings > Accounts > Fields, or the equivalent Project fields configuration.
Create a Text type project field named Form URL.
Create a Boolean type project field named Form Submitted.

Store the form URL when the form is created

Configure this automation on the feedback form task inside the project template.

Go to Templates > Projects.
Open the relevant project template.
Select the feedback form task.
Go to the Automations tab.
Click Create automation.

Configure the first automation as follows:

Setting	Value
Trigger	`When form created`
Action	`Update project fields`
Field to update	`Form URL`
Update type	`Replace value`
Value	Use SmartFill to insert the form’s share URL.

To add the value, click into the value box and type {{ to open SmartFill. Select the option that inserts the share URL for the form.

Save the automation. This ensures the project’s Form URL field always holds the correct feedback form link.

Mark the form as submitted when a response is received

Next, create a second automation on the same feedback form task. This automation updates the project once a form response is received.

On the feedback form task > Automations tab, click Create automation again.

Configure the second automation as follows:

Setting	Value
Trigger	`New form response`
Action	`Update project fields`
Field to update	`Form Submitted`
Update type	`Replace value`
Value	`Yes` or `True`, depending on your field configuration.

Save the automation. This updates the project’s Form Submitted flag once any response is received.

Create a global scheduled reminder automation

Finally, create a scheduled automation that checks once per day which projects need a feedback reminder.

Go to Settings > Automations for global automations.
Click Create automation.

Configure the trigger

Setting	Value
Trigger type	`On schedule`
Scope	`Tasks`
Schedule	For example, every day at 8:00 AM. Adjust the time as needed.

Configure the conditions

Add conditions to identify projects where the feedback form reminder should be sent.

Condition	Value
Task	Select the task before the form task, for example the phase completion task that should precede feedback.
Task status	`Task status is exactly Completed`
Completed At	`Completed At is more than 7 days ago`
Form Submitted	`Form Submitted is False`

Configure the action

Configure the action to send the reminder email.

Setting	Value
Action	`Send email`
Recipient	Choose the appropriate recipient, such as the project owner, CSM, or internal admin who should follow up.
Email content	Add context that the feedback form is pending. Insert the `Form URL` project field using SmartFill.

Save the automation.

This automation runs every day, finds tasks that were completed more than a week ago, checks whether the feedback form has been submitted, and sends a reminder email only when Form Submitted is still false.