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
  
  

Step 1: Create Required Custom Fields

1. Go to Settings → Accounts → Fields (or the equivalent Project fields configuration).
   
   

2. Create a Text type project field:
   
   

   • Field name: Form URL
     
     

3. Create a Boolean type project field:
   
   

   • Field name: Form Submitted
     
     

These fields store the form link and whether a response has been received.

Step 2: Store the Form URL When the Form Is Created

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

1. Go to Templates → Projects.
   
   

2. Open the relevant project template.
   
   

3. Select the feedback form task.
   
   

4. Go to the Automations tab.
   
   

5. Click Create automation.
   
   

Configure the first automation:

• Trigger: When form created
  
  

• Action: Update project fields
  
  

  • Field to update: Form URL
    
    

  • Update type: Replace value
    
    

  • Value:
    
    

    • Click into the value box, type {{ to open Smartfill.
      
      

    • Select the option that inserts the share URL for the form.
      
      

6. Save the automation.
   
   

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

Step 3: Mark the Form as Submitted When a Response Is Received

Create a second automation on the same feedback form task.

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

Configure the second automation:

• Trigger: New form response
  
  

• Action: Update project fields
  
  

  • Field to update: Form Submitted
    
    

  • Update type: Replace value
    
    

  • Value: Yes (or True, depending on configuration)
    
    

2. Save the automation.
   
   

This flips the project’s Form Submitted flag once any response is received.

Step 4: Create a Global Scheduled Reminder Automation

Create a scheduled automation that checks once per day which projects need a reminder.

1. Go to Settings → Automations (global automations).
   
   

2. Click Create automation.
   
   

Configure the trigger:

• Trigger type: On schedule
  
  

• Scope: Tasks
  
  

• Schedule:
  
  

  • Example: Every day at 8:00 AM
    
    

  • Adjust time as required.
    
    

Configure the conditions:

1. Task
   
   

   • Select the task before the form task, for example the phase completion task that should precede feedback.
     
     

2. Task status
   
   

   • Condition: Task status is exactly "Completed"
     
     

3. Completed At
   
   

   • Condition: Completed At is more than 7 days ago
     
     

4. Form Submitted (project field)
   
   

   • Condition: Form Submitted is False (no response yet)
     
     

Configure the action:

• Action: Send email
  
  

  • Recipient: choose the appropriate recipient (for example, project owner, CSM, or internal admin who should follow up).
    
    

  • Email content: include:
    
    

    • Context that the feedback form is pending
      
      

    • The form link by inserting the Form URL project field (via Smartfill)
      
      

3. 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.