Gallery Delivery & Print Follow-Up

What it does

Mark a Notion session “Gallery delivered” and the client gets a delivery email with your print offers, then a reminder 10 days later unless they've ordered.

• Watches your Notion Sessions database; when a session is set to “Gallery delivered”, AI writes the delivery email with the gallery link, how to pick favourites and download, the expiry date and your print and album offers.
• You approve it first unless your rules switch approval off; it's sent with replies to your studio inbox and the page is ticked “Delivery email sent” so it never goes twice.
• The gallery expiry is checked in code, not by the AI: the 10-day reminder is kept only when the gallery is still open at least 14 days from today (or has no expiry).
• Waits 10 days, reads the page again and stops if you've ticked “Ordered”.
• Otherwise sends a friendly reminder with the expiry date, a print line, your review link and your referral offer.

What it needs

• A paid plan (agents run live on paid plans; the 10-day wait also needs the Wait step enabled on your workspace).
• An AI provider key (Settings → AI Providers).
• Notion, connected in Settings → Integrations, with a Sessions database that has the listed properties.

What it doesn't do

• Gallery platforms (Pixieset, ShootProof) aren't connectors: you paste the link and expiry into Notion and tick “Ordered” yourself.
• Galleries expiring in under 14 days get only the first email (a reminder would come too late); expiry dates it can't read count the same.
• It doesn't take orders or payments and never invents offers or discounts.

Availability and plans

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: Notion.
• The app it watches, connected in Settings → Integrations (the agent starts from an app event).
• About 15 minutes.

• Bring your own AI key
• Notion (live)

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.

• Connect your AI provider

2. Connect Notion

Connect Notion and share your Sessions database with the Fluxo Flow integration (Settings → Integrations → Notion).

• Connecting Notion

3. Pick your Sessions database

Open the trigger and pick your Notion account and Sessions database.

4. Add your studio details

Open “Delivered? Write the delivery email” and replace the placeholder with your studio details and offers.

5. Pick the Notion account for the other steps

Open both “Tick “Delivery email sent”” steps and “Read the session page again” and pick the same Notion account.

6. Add your studio inbox

Open the three email steps and enter the address replies should go to.

7. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

8. Switch the trigger on

Open the trigger and press “Activate app trigger”: from then on, setting a session to “Gallery delivered” sends the email. Pages edited before activation are skipped.

How it works

The agent is a normal workflow with 18 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• Session page updated in Notion — Starts on “New or updated page in database” in Notion (an app event). Starts when a page in your Notion Sessions database is added or edited (checked on your plan's schedule interval). Only pages just set to “Gallery delivered” get an email.
• Delivered? Write the delivery email — AI step (runs on your AI provider key). AI checks the page is marked “Gallery delivered” and hasn't been emailed yet, then writes the delivery email (how to pick favourites and download, your print and album offers) and the reminder for later. Whether there's time for the reminder is worked out in code after approval.
• Send it? — Decision: picks the branch to follow. Pages that aren't newly delivered are left alone; delivery emails wait for your approval unless your rules say otherwise.
• Not a new delivery — Kept in the run history. Branch: Not delivered. The page edit wasn't a new “Gallery delivered”; nothing was sent.
• Approve the delivery email — A person approves or rejects it in Reviews (the run waits). Branch: Check first. You check the delivery email and the 10-day reminder in Reviews, edit them and approve.
• Check the gallery expiry — Step. Branch: Automatic / Approved. In code, not AI: reads the page's “Gallery expires” date and keeps the 10-day reminder only when the gallery is still open at least 14 days from today (no expiry date = reminder kept). Change the 14 here (within.min).
• Reminder later? — Decision: picks the branch to follow. Galleries expiring in under 14 days (worked out in code) get only the delivery email; the rest also get a reminder 10 days later.
• Email the gallery — Sends an email from your workspace's sender. Branch: Delivery only. Sends the delivery email, with replies coming back to your studio inbox.
• Tick “Delivery email sent” — Notion: Update page properties. Ticks the checkbox on the session page so later edits don't send it again.
• Delivered (no reminder) — Kept in the run history. The gallery expires in under 14 days (or you switched the reminder off); the date check's reason is in the run history.
• Email the gallery — Sends an email from your workspace's sender. Branch: With reminder. Sends the delivery email, with replies coming back to your studio inbox.
• Tick “Delivery email sent” — Notion: Update page properties. Ticks the checkbox on the session page so later edits don't send it again.
• Wait 10 days — Waits 10 days. Pauses the run for 10 days; it resumes on its own (Dry Run doesn't wait).
• Read the session page again — Notion: Get a page. Reads the page from Notion to see whether the client has ordered (the “Ordered” checkbox you tick).
• Ordered already? — Decision: picks the branch to follow. When “Ordered” is ticked, no reminder is sent.
• Ordered — no reminder — Kept in the run history. Branch: Ordered. The client has ordered; nothing more was sent.
• Email the reminder — Sends an email from your workspace's sender. Branch: Not yet. Sends the gallery reminder (expiry, prints, review link and referral line).
• Reminder sent — Kept in the run history. The run history keeps both emails.

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. The sample has the same shape as a real event from the app.

Sample data fields

id, url, properties.Name, properties.Status, properties.Client email, properties.Gallery link, properties.Gallery expires, properties.Ordered, properties.Delivery email sent, created_time, last_edited_time, last_edited_by.

• 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.
• Wait steps don't wait: they report how long they would wait and the run goes on.

Go live

• Open the trigger and press “Activate app trigger”: from then on, setting a session to “Gallery delivered” sends the email. Pages edited before activation are skipped.
• Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
• 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.

• App event triggers
• Switching a trigger on (Activation)

Questions

Does it connect to Pixieset or ShootProof?

No, gallery platforms aren't connectors. You paste the gallery link and expiry into Notion and tick “Ordered” when the client orders.

Will it email twice if I edit the page again?

No. After sending it ticks “Delivery email sent” on the page and skips pages where it's ticked.

What Notion database do I need?

A Sessions database with the properties Name (title), Status (select with a Gallery delivered option), Client email (email), Gallery link (url), Gallery expires (date), Ordered (checkbox), Delivery email sent (checkbox), shared with the Fluxo Flow integration.

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.
• No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help