Agent setup guide
Creative Brief Intake for Trello
Turns each client request into a structured creative brief on a Trello card and emails the client the clarifying questions.
What it does
Turns each client request into a structured creative brief on a Trello card and emails the client the clarifying questions.
- Starts when your client request form posts to the webhook.
- AI writes a structured creative brief (objective, audience, deliverables and specs, key message, tone, mandatory elements, deadline) and up to 6 clarifying questions, using only what the client wrote.
- Whether a request is urgent (deadline within 5 business days, or already past) is worked out in code from the client's deadline, never by the AI (set your time zone in “Check the deadline”); a missing or unreadable deadline becomes a question.
- Adds a card to your Trello intake list with the brief, the client contact and the original request, and comments the open questions on it.
- Emails the client a confirmation with the questions, Reply-to your studio inbox. Unclear, out-of-scope or money questions wait for approval; switch review on to approve every one.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Trello, connected in Settings → Integrations. Trello is waiting for vendor approval, so this agent switches on once it's live.
- A request form or site that can post to a webhook.
What it doesn't do
- It doesn't assign members or labels, set due dates or estimate hours.
- It files every request in one intake list (one per setup).
- It never promises prices or dates you haven't written in your studio rules.
- It doesn't read attached files, only the text and links in the request.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Trello.
- A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
- About 12 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Trello
Connect Trello (Settings → Integrations → Trello).
3. Describe your studio
Open “Write the creative brief” and replace the placeholder with your studio and brief rules.
| Setting | What to enter | In step |
|---|---|---|
| Your studio and brief rules | Replace the placeholder with your studio, the work you take on (deliverables, formats, brand rules), what a complete brief needs, what happens next for the client and your team name. It starts as “[DESCRIBE YOUR STUDIO OR TEAM, THE WORK YOU TAKE ON (DELIVERABLE TYPES, FORMATS, BRAND RULES), WHAT A COMPLETE BRIEF NEEDS, WHAT HAPPENS NEXT FOR THE CLIENT AND YOUR TEAM NAME HERE]” until you replace it. | “Write the creative brief” |
4. Pick the Trello board and list
Open “Create the card in Trello” and pick your account, board and intake list, then pick the account in “Comment the clarifying questions”.
| Setting | What to enter | In step |
|---|---|---|
| Trello account | The Trello account the intake card is created in. Pick your connected Trello account. | “Create the card in Trello” |
| Trello board | The board your intake list is on. | “Create the card in Trello” |
| Intake list | The list each brief becomes a card in, e.g. “New requests”. | “Create the card in Trello” |
| Trello account (comment) | The same Trello account, used to comment the questions. Pick your connected Trello account. | “Comment the clarifying questions” |
5. Add your studio inbox
Open “Email the client” and enter the address the client's answers should go to.
| Setting | What to enter | In step |
|---|---|---|
| Studio inbox (Reply-to) | The client's answers to the questions come back to this address. | “Email the client” |
6. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
7. Switch the trigger on
Open the trigger, copy the webhook URL and secret into your request form or site, and switch it on. Fields: client, name, email, request, deliverables, deadline, budget, references.
How it works
The agent is a normal workflow with 11 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- New client request — Starts when your form or app sends data to the agent's webhook URL. Your client request form (or your site) posts each request to this webhook.
- Check the deadline — Step. In code, not AI: reads the client's deadline and works out how many business days away it is; 5 business days or fewer (or already past) marks the request urgent. Change the number here (within.max) and set your time zone here (timezone, e.g. America/Chicago; UTC when blank). Requests are never dropped here.
- Write the creative brief — AI step (runs on your AI provider key). AI turns the request into a structured brief (objective, audience, deliverables, specs, tone, deadline) and lists the clarifying questions. Whether it's urgent was worked out in code.
- Create the card in Trello — Trello: Create a card. Adds a card to your intake list with the brief, the client contact and the original request in its description.
- Comment the clarifying questions — Trello: Add a comment. Adds the open questions as a comment on the card, so the team sees what's still missing.
- Card created — Kept in the run history. The run history keeps the Trello card link.
- Send the confirmation how? — Decision: picks the branch to follow. No email address: no confirmation. Routine requests: sent at once. Unclear, out-of-scope or money questions (or every one, if you switch review on): approved first.
- No confirmation — Kept in the run history. Branch: No email. The request had no email address; it's filed on your board.
- Approve the confirmation — A person approves or rejects it in Reviews (the run waits). Branch: Review. A teammate checks the confirmation and questions in Reviews, edits them if needed and approves.
- Email the client — Sends an email from your workspace's sender. Branch: Routine / Approved. Emails the confirmation with the clarifying questions, with replies going to your studio inbox.
- Confirmed — Kept in the run history. The run history keeps the brief and the confirmation.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.
Sample data fields
client, name, email, request, deliverables, deadline, budget, references.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger, copy the webhook URL and secret into your request form or site, and switch it on. Fields: client, name, email, request, deliverables, deadline, budget, references.
- The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Does it assign members or labels?
No. It adds the card to your intake list with the brief; your team assigns members, labels and due dates.
Can I approve every confirmation?
Yes. Change “REVIEW EVERY CONFIRMATION: no” to “yes” in the brief step.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .