Assign Requests Using AI and Send Reminders Based On NocoDB Kanban Board Status

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2/3/2026

Task Management Webhook Clickup Automation Custom Fields

Who is it for?

This is automation for support project manager, which helps not only to keep developres informed but also automatically keep clients in the loop - especially useful if you are managing SLA-like agreement.

It is actually simple incident management board using free Kanban board, that is extended in functionality via N8N.

How It Works?

Script has two entry points.

The first one is incident form. When incident details are provided, automation gets incident definitions from database and pushes both information to AI. AI comparse definitions with client request, refines incident priority and pushed it in NocoDB database.

Second is schedule trigger, which is responsible for regular notificaitons on task status. If task is not picked up or delivered in proper time, then emails or slack messages are being sent both to client and responsible developer.

How to set up?

Clone automation
Create (samples below) two NocoDB tables: one with definitions and second that servers as Kanban board (mind column naming!)
Set up email and slack connection
You should be ready to go

Different incident naming

If your incident level naming is different, you need to update few nodes and few columns in NocoDB. This is because incident naming must be unified through: automation flow, incident definitions and column NocoDB select fields.

So be sure that following is the same:

NocoDB: Incident definitions, column "Title"
NocoDB: Tasks table, single select fields:
- "expected category"
- "assigned category"
N8N: Incident Form "Incident Desired Category"

NocoDB Tables

Incident definitions table

Incident Definitions2.png

Tasks table

Tasks Table.png

Use kanban board

Kanban board.png

Simply set up Kanban view and stack by "status" field.

What's More?

That's actually it. I hope that this automation will help your support line be much more streamlined!

There is actually more that you could do with this automation, but it really depends on your needs. For example, you could add Email trigger to handle incoming support requests (but remember to adjust nodes accordingly). Another thing is that you could make different notification schema, depending on your needs (for example I do imagine that you may want a day or two delay before you notify client that task is after due).

Thank you, perfect!

Glad I could help. Visit my profile for other automations for businesses. And if you are looking for dedicated software development, do not hesitate to reach out!

n8n Workflow: AI-Powered Request Assignment and Reminder System

This n8n workflow automates the process of assigning incoming requests using AI and sending reminders based on their status in a NocoDB Kanban board. It streamlines request management, ensuring timely assignment and follow-up.

What it does

This workflow is designed to:

Trigger Manually or on Schedule: The workflow can be initiated manually or set to run at scheduled intervals.
Retrieve Data from NocoDB: It fetches relevant request data from a NocoDB base.
Process with AI Agent: An AI Agent processes the NocoDB data, likely to determine assignment, priority, or other key attributes.
Parse AI Output: The structured output from the AI Agent is parsed for further use.
Prepare Data for Actions: It edits and sets fields based on the AI's output, preparing the data for subsequent actions.
Conditional Logic: It applies conditional logic to route the workflow based on certain criteria (e.g., if a reminder is needed or an assignment is made).
Send Email Reminders: If a condition is met (e.g., a request is overdue or unassigned), it sends an email notification.
Send Slack Notifications: It can also send Slack messages for important updates or assignments.
Aggregate Data: It aggregates data, likely for logging or further processing.

Prerequisites/Requirements

To use this workflow, you will need:

n8n Instance: A running instance of n8n.
NocoDB Account: Access to a NocoDB instance with a Kanban board containing your requests.
OpenAI API Key: For the OpenAI Chat Model used by the AI Agent node.
SMTP Server/Email Service: Configured credentials for sending emails (e.g., via an SMTP server).
Slack Account: Configured credentials for sending messages to Slack channels or users.

Setup/Usage

Import the Workflow: Import the provided JSON into your n8n instance.
Configure Credentials:
- NocoDB: Set up your NocoDB credentials, pointing to your base and table containing the requests.
- OpenAI: Configure your OpenAI API Key for the OpenAI Chat Model node.
- Email (SMTP): Set up your email credentials for the Send Email node.
- Slack: Configure your Slack credentials for the Slack node.
Customize Nodes:
- NocoDB Node: Adjust the NocoDB node to query the specific table and view of your Kanban board.
- AI Agent Node: Configure the AI Agent node with the appropriate prompt and tools to analyze your request data and determine assignments or reminder conditions.
- Structured Output Parser: Adjust the schema if the AI's output structure changes.
- Edit Fields (Set) Node: Customize the fields being set based on the AI's output.
- If Node: Define the conditions for sending emails or Slack messages (e.g., status == "Pending", assignedTo == "unassigned").
- Send Email Node: Customize the email subject, body, and recipient based on your reminder logic.
- Slack Node: Customize the Slack message content and target channel/user.
Activate the Workflow:
- If using the Schedule Trigger, configure the desired interval for the workflow to run.
- If using the Manual Trigger, you can execute it manually for testing or on-demand processing.
Monitor: Monitor the workflow executions for successful request assignments and reminders.

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