Agent setup guide
CSA Box Newsletter
Weekly: this week's harvest and farm notes become a newsletter with storage tips and 2 recipes, approved by the farmer and sent with each member's own pickup line.
What it does
Weekly: this week's harvest and farm notes become a newsletter with storage tips and 2 recipes, approved by the farmer and sent with each member's own pickup line.
- The day before pickup, reads this week's harvest from Google Sheets and your 3 newest farm notes from Notion.
- AI writes the newsletter: what's in the box, storage tips, 2 simple recipes using box items (each with its common allergens listed) and a farm update from your notes.
- The farmer approves the newsletter in Reviews before anything is sent.
- Every active member gets it with a personal line filled from your sheet: share size, pickup site and extras (up to 300 members; no AI per member).
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets and Notion, connected in Settings → Integrations.
- A harvest tab, a Notion farm-notes database and an active-members tab with Name, Email, Share, Site and Extras.
What it doesn't do
- Recipes list their allergens for you to check, but members with allergies should always check ingredients.
- It doesn't manage subscriptions, pauses or payments; keep only active members in the members tab.
- It doesn't publish to your website or social media.
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: Google Sheets and Notion.
- Nothing to send: the agent runs on a schedule.
- About 20 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 Google Sheets
Connect the Google account that can open your harvest and members sheets (Settings → Integrations → Google Sheets).
3. Connect Notion
Connect Notion and share your farm-notes database with the Fluxo Flow integration (Settings → Integrations → Notion).
4. Pick your harvest tab
Open “Read this week's harvest” and pick your account, spreadsheet and tab.
| Setting | What to enter | In step |
|---|---|---|
| Google account (harvest) | The Google account that can open your harvest and members sheets. Pick your connected Google Sheets account. | “Read this week's harvest” |
| Harvest spreadsheet | Paste the link of the spreadsheet with your harvest. | “Read this week's harvest” |
| Harvest tab | The tab with this week's box (Item, Quantity, Notes), e.g. “This week”. | “Read this week's harvest” |
5. Pick your farm-notes database
Open “Read the latest farm notes” and pick your account and database.
| Setting | What to enter | In step |
|---|---|---|
| Notion account | The Notion workspace with your farm-notes database. Pick your connected Notion account. | “Read the latest farm notes” |
| Farm-notes database | The Notion database you jot farm news in: Name (title), Note (text), Date (date). The 3 newest pages are read. | “Read the latest farm notes” |
6. Describe your farm and pickups
Open “Write the newsletter” and replace the placeholder with your pickup sites, voice and allergens to avoid.
| Setting | What to enter | In step |
|---|---|---|
| Your farm, pickups and voice | Replace the placeholder with your farm's name, pickup sites with days and hours, who signs the newsletter, your voice, standing notes and allergens to avoid in recipes. It starts as “[PASTE YOUR FARM'S NAME, YOUR PICKUP SITES WITH DAYS AND HOURS, WHO SIGNS THE NEWSLETTER, YOUR VOICE, ANY STANDING NOTES (BRING YOUR BAG, HOW TO PAUSE A WEEK) AND COMMON ALLERGENS TO AVOID IN RECIPES HERE]” until you replace it. | “Write the newsletter” |
7. Pick your members and inbox
Open “Read your members” and pick your account, spreadsheet and active-members tab, then “Email the member” and enter the Reply-to address.
| Setting | What to enter | In step |
|---|---|---|
| Google account (members) | The Google account that can open your members sheet. Pick your connected Google Sheets account. | “Read your members” |
| Active members spreadsheet | Paste the link of the spreadsheet with your active members. | “Read your members” |
| Active members tab | The tab with one row per active member and the columns Name, Email, Share, Site and Extras, e.g. “Active members”. | “Read your members” |
| Farm inbox (replies) | Members' replies come back to this address. | “Email the member” |
8. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
9. Switch the trigger on
Open the trigger, set your time zone and pickup-eve day, and switch the schedule on. It runs every Tuesday at 10:00 by default.
How it works
The agent is a normal workflow with 10 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- Every Tuesday at 10:00 — Runs on a schedule (cron 0 10 * * 2, UTC — change it in the trigger's settings). Runs the day before pickup (Tuesday for a Wednesday pickup; change the day on the trigger). Set your time zone on the trigger.
- Read this week's harvest — Google Sheets: Read rows. Reads your harvest tab: what's going in this week's box (item, quantity, notes).
- Read the latest farm notes — Notion: Query a database. Reads your 3 newest notes from your Notion farm-notes database (what happened on the farm this week).
- Write the newsletter — AI step (runs on your AI provider key). AI writes the newsletter: what's in the box, storage tips, 2 simple recipes using box items and a farm update from your notes.
- Farmer approves the newsletter — A person approves or rejects it in Reviews (the run waits). The farmer reads the newsletter in Reviews, checks the box list and the recipes' allergens, edits anything and approves; nothing goes to members before that.
- Not sent this week — Kept in the run history. Branch: Rejected. Nothing was sent; the run history keeps the draft.
- Read your members — Google Sheets: Read rows. Branch: Approved. Reads your active-members tab: Name, Email, Share, Site and Extras (one row per active member).
- Each member — Repeats the steps below for each item (up to 300 per run). Emails the approved newsletter to every active member with their own pickup line (up to 300; no AI per member).
- [For each item — “Each member”] Email the member — Sends an email from your workspace's sender. Sends the newsletter with a personal line filled from the member's row (share size, pickup site, extras), with replies going to your farm inbox.
- Newsletter sent — Kept in the run history. The run history keeps the newsletter and each member's send.
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.
- 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.
- For-each loops repeat only the first 3 items.
Go live
- Open the trigger, set your time zone and pickup-eve day, and switch the schedule on. It runs every Tuesday at 10:00 by default.
- Scheduled runs start only once the schedule is activated, and can't repeat faster than your plan's minimum interval.
- 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
What should the sheets look like?
A harvest tab with Item, Quantity and Notes for this week's box, and an active-members tab with the columns Name, Email, Share, Site and Extras named exactly so (Extras can be blank). Keep paused or cancelled members in another tab.
Are the recipes safe for allergies?
Each recipe lists its common allergens and the farmer approves every newsletter, but members with allergies should always check ingredients. You can list allergens to avoid entirely.
Why isn't each member's line written by AI?
It's filled straight from your sheet, which keeps it accurate and cheap: one AI step per week, however many members you have.
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.
- It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
- 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 .