Overview

This is an intelligent automation system that creates and manages project tasks through multiple communication channels. This workflow uses AI-powered natural language processing to convert conversational requests into structured project management tasks.

Business Problem Solved

Primary Issues Addressed:

1. Manual Task Creation Overhead: Eliminates the need for team members to manually log into task traker and create tasks
2. Communication Friction: Bridges the gap between casual conversation and formal project management
3. Multi-Channel Integration: Supports both Telegram and Gmail inputs for task creation
4. Context Preservation: Maintains conversation history and processes attachments
5. Automated Notifications: Sends confirmation messages with task links back to the team

Workflow Architecture

How simple workflow looks like:

Input Channels

1. Telegram Integration

• Trigger: TelePilot Trigger listening for new messages
• Filtering: Only processes messages containing task-related keywords (Russian language patterns)
• File Support: Handles document attachments through Telegram
• Bot Filtering: Excludes messages from bots to prevent loops

2. Gmail Integration

• Trigger: Gmail Trigger monitoring specific email addresses
• Polling: Checks every minute for new emails from @domain.com OR @domail.sale
• Attachment Processing: Downloads and uploads email attachments to Google Drive
• Folder Creation: Creates organized folders for each email thread

AI Processing Engine

Core Components:

• OpenAI Assistant: Uses specially created AI assistand based on GPT-4o model
• Memory System: Maintains conversation context using session-based memory
• Tool Integration: Access to Redmine projects, users, and issue search capabilities

AI Tools Available:

1. Get Redmine Projects: Retrieves available projects for task creation
2. Get Redmine Users: Fetches user list for task assignment
3. Search Redmine Issues: Searches existing issues to avoid duplicates
4. Create Redmine Issue: Creates new tasks with structured data

Data Processing Pipeline

Text Message Flow:

Telegram/Gmail → AI Analysis → JSON Parsing → Task Creation → Notification

File Attachment Flow:

Gmail → Download → Google Drive Upload → Share Folder → AI Analysis → Task Creation

Key Technical Components

1. Natural Language Processing

• Language Detection: Processes Russian task creation requests
• Intent Recognition: Uses regex patterns to identify task-related messages
• Context Analysis: AI understands project context and requirements

2. Conditional Logic

javascript// Message filtering logic
if (message.sender_id !== bot_id && 
    message.text.match(/task_creation_patterns/) &&
    !message.isFromBot) {
    // Process as task request
}

3. JSON Parsing & Validation

javascript// Extract JSON from AI response
const markdownMatch = raw.match(/```json\s*([\s\S]*?)\s*```/);
const parsedArray = JSON.parse(jsonString);
const issue = parsedArray?.[0]?.issue;

4. Error Handling

• JSON parsing validation with detailed error messages
• Fallback mechanisms for failed operations
• Retry logic for critical operations

Workflow Steps Breakdown

Step 1: Message Reception

• Telegram: TelePilot receives new messages
• Gmail: Gmail Trigger detects new emails

Step 2: Content Filtering

• Filter out bot messages
• Check for task-related keywords
• Validate message content

Step 3: File Processing (if applicable)

• Download email attachments
• Create Google Drive folder
• Upload files and generate share links

Step 4: AI Analysis

• Send message content to OpenAI Assistant
• Include file links and context
• Request structured task creation data

Step 5: Data Processing

• Parse AI response JSON
• Validate required fields
• Extract task parameters

Step 6: Task Creation Decision

• Check if task should be created or updated
• Determine project assignment
• Set task parameters

Step 7: Redmine Operation

• Create new issue in Redmine
• OR update existing issue
• Set assignee, description, project

Step 8: Notification

• Send confirmation to Telegram channel
• Include task URL for easy access
• Notify team of task creation/update

Business Benefits

Efficiency Gains:

• Time Savings: Reduces task creation time from 3-5 minutes to 30 seconds
• Reduced Context Switching: No need to open Redmine interface
• Automated Documentation: AI extracts and structures task details

Communication Improvements:

• Unified Interface: Use familiar Telegram/Email for task management
• Immediate Feedback: Instant confirmation with task links
• Context Preservation: Maintains conversation history and file associations

Quality Enhancements:

• Consistent Formatting: AI ensures standardized task descriptions
• Duplicate Prevention: Search functionality prevents duplicate tasks
• Automated Assignment: AI can suggest appropriate assignees

Implementation Requirements

Credentials Needed:

1. Redmine API: Access to project management system
2. OpenAI API: For AI assistant functionality
3. TelePilot API: Telegram bot integration
4. Gmail OAuth2: Email monitoring and processing
5. Google Drive OAuth2: File storage and sharing

Configuration Parameters:

• Assistant ID: OpenAI assistant configuration
• Chat IDs: Telegram channel/group IDs
• Email Filters: Specific sender domains
• Project Mappings: Redmine project configurations

Creating Similar Workflows for Your Business

1. Identify Integration Points

Current Tool → Communication Channel → Target System

2. Define Business Logic

• What triggers task creation?
• How should messages be filtered?
• What data extraction is needed?

3. Setup AI Assistant

json{
  "tools": [
    "get_projects",
    "search_tasks", 
    "create_task",
    "assign_users"
  ],
  "instructions": "Convert natural language requests into structured task data"
}

4. Configure Workflows

Basic Structure:

Trigger → Filter → AI Process → Parse → Action → Notify

Key Nodes:

• Trigger: Communication channel input
• IF Nodes: Content filtering and routing
• OpenAI/AI Node: Natural language processing
• Code Node: Data parsing and validation
• Integration Node: Target system API calls
• Notification Node: Confirmation messages

5. Error Handling Strategy

• Validate AI responses before processing
• Implement retry mechanisms for API calls
• Provide fallback notifications for failures

Adaptation Examples

For Different Project Management Tools:

Asana Integration:

javascript// Replace Redmine node with Asana
{
  "type": "n8n-nodes-base.asana",
  "operation": "create",
  "resource": "task"
}

ClickUp Integration:

javascript// Use ClickUp node instead
{
  "type": "n8n-nodes-base.clickUp", 
  "operation": "create",
  "resource": "task"
}

For Different Communication Channels:

Slack Integration:

javascript// Replace Telegram with Slack
{
  "type": "n8n-nodes-base.slackTrigger",
  "events": ["message"]
}

Microsoft Teams:

javascript// Use Microsoft Teams webhook
{
  "type": "n8n-nodes-base.microsoftTeamsTrigger"
}

Monitoring & Optimization

Key Metrics:

• Task Creation Success Rate: % of successful AI→Task conversions
• Response Time: Speed from message to task creation
• User Adoption: Usage frequency across channels
• Error Rates: Failed parsing or API calls

Optimization Opportunities:

• AI Prompt Tuning: Improve task data extraction accuracy
• Caching: Store frequently used project/user data
• Batch Processing: Handle multiple tasks in single operations
• Smart Routing: AI-based project assignment logic

Security Considerations

Access Control:

• User Filtering: Restrict to authorized team members
• API Security: Secure credential management
• Data Privacy: Handle sensitive information appropriately

Audit Trail:

• Message Logging: Track all task creation requests
• Change History: Maintain task modification records
• Error Logging: Monitor and alert on failures

ROI Analysis

Cost Savings:

• Time Reduction: 80% faster task creation
• Administrative Overhead: Reduced manual project management
• Communication Efficiency: Fewer meetings and clarifications

Productivity Gains:

• Context Switching: Minimal disruption to workflow
• Documentation Quality: AI-enhanced task descriptions
• Team Collaboration: Improved transparency and tracking

This workflow represents a sophisticated integration of AI, communication tools, and project management systems that significantly streamlines team productivity while maintaining data integrity and process quality.