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Project Wrap-Up and Testimonial Request

Example prompt: "When I mark a project as 'Complete' in our Asana portfolio, archive the project, pull the original brief and the final retrospective note from Notion, and draft a case study outline in Google Docs that covers the problem, our approach, what we shipped, and the measurable outcome. Then draft a personalised testimonial request email to the main client contact in Gmail — warm, specific, no template feel — and save it as a draft. Post a Slack message in #marketing with the case study outline link and the draft email link so the team can review both before I send."

The Problem

The end of a good project is the most valuable moment for marketing and the least likely to be captured properly. The team has already moved on, the client is about to move on, and nobody has time to request a testimonial or pull the notes together into a case study. Six months later we are bidding for similar work and wishing we had the story and the quote we could have asked for at the time. The evidence disappears because wrap-up is somebody's fifth priority on a Friday.

How GloriaMundo Solves It

We build a workflow triggered by a project being marked Complete in Asana. An integration step archives the project board. Integration steps pull the original brief and the retrospective note from Notion. An LLM step drafts a case study outline in our house structure — problem, approach, what we shipped, measurable outcome — using only the material from the brief and retro so nothing is invented. A second LLM step drafts a warm, specific testimonial request email that references actual moments from the engagement. Integration steps save both documents in the right folder and the email as a Gmail draft. Glass Box preview shows the outline, the draft, and the archive action before anything lands in the client's inbox.

Example Workflow Steps

  1. Trigger (webhook): Project status changes to 'Complete' in Asana.
  2. Step 1 (integration): Archive the Asana project and mark it read-only.
  3. Step 2 (integration): Fetch the original brief and the retrospective note from Notion.
  4. Step 3 (llm): Draft a case study outline using the house structure — problem, approach, deliverables, outcome — grounded only in the source material.
  5. Step 4 (llm): Draft a personalised testimonial request email that references specific moments from the engagement.
  6. Step 5 (integration): Create a Google Doc for the case study outline in the 'Case Studies In Progress' Drive folder.
  7. Step 6 (integration): Save the testimonial email as a draft in Gmail addressed to the main client contact.
  8. Step 7 (integration): Post a Slack message in #marketing with both links for review.

Integrations Used

  • Asana — triggers on project completion and archives the board
  • Notion — source of the original brief and the retrospective note
  • Google Docs — the case study outline lives as a document
  • Google Drive — outlines land in the 'Case Studies In Progress' folder
  • Gmail — testimonial request is saved as a draft
  • Slack — review links are posted in the marketing channel

Who This Is For

Agency owners, studio leads and senior freelancers who finish projects faster than they manage to document them, and who lose the marketing value of past work because wrap-up never quite happens.

Time & Cost Saved

Doing wrap-up properly — archive, case study outline, thoughtful testimonial request — tends to take 90 minutes to two hours per project, which is why it usually does not happen at all. This workflow makes the wrap-up the default rather than the exception. For a studio finishing two or three projects a month, that is three to six hours saved and, more importantly, a steady flow of case study material and testimonials for future sales.