Automate Inactive Advocate Email Notifications with Custom Agents
Keep employee advocates engaged without manual activity checks or one-off reminder emails. A Custom Agent workflow runs on a schedule, finds advocates who have been inactive, and sends each one a personalized email nudging them back to your Advocacy Board.
How it works
The workflow uses four connected nodes:
| Step | Node | What it does |
|---|---|---|
| 1 | Schedule | Runs the workflow on your chosen interval to check for inactive advocates. |
| 2 | Oktopost Action | Runs the list_advocates tool to return advocates who meet your inactivity criteria. |
| 3 | Loop | Processes each advocate returned by list_advocates one at a time. |
| 4 | Sends a notification email to each inactive advocate with links back to your Advocacy Board. |
Set up the schedule trigger
First, define how often the agent should check for inactive advocates.
- In Agent Builder, create a new agent and add a Schedule node.
- Under schedule settings, set the execution interval you want (for example, weekly on Monday morning).
Configure the Oktopost action to retrieve inactive advocates
Next, query Oktopost for advocates who meet your inactivity threshold.
- Add an Oktopost Action node connected to your Schedule node.
- Under Tool, select list_advocates.
- Configure the tool criteria to filter advocates who have not shared or signed in within your target timeframe (for example, inactive for more than 30 days).
Configure the loop node
The list_advocates action returns a list of advocates. Process each record individually.
- Add a Loop node connected to your Oktopost Action node.
- Set the loop configuration to For each Items so the workflow iterates through every advocate in the list.
Set up the email action node
Configure the email sent to each advocate during the loop.
- Connect an Email node to the For each output branch of your Loop node.
- In the To field, reference the advocate email from the loop item using the variable picker (for example,
{{loop.loop_<loop-node-id>.item.Email}}). - Compose the subject line and body, and include direct links to your Advocacy Board so advocates can view and share recent content.
Activate the agent
- Confirm all nodes are linked: Schedule → Oktopost Action → Loop → Email.
- Click Save in the upper-right corner.
- Click Set Active to publish and launch the workflow.
While the agent is Active, node fields are locked. Click Set Draft, update your schedule, email copy, or advocate filters, then activate the agent again.