It began with a single email. For one South African creative agency, it didn’t take a new CRM or full digital overhaul — just one email automation inside ClickUp. Conceived and built by Kodah, this so-called micro-automation didn’t just save time; it rewrote how an entire department operated.
The Issue: A Simple Task, Repeated Hundreds of Times
The agency’s designers and account managers were spending hours each week sending the same reminder emails — every task update, every client revision, every delivery status.
The result?
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Emails went out late, or not at all.
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Clients were left in the dark about progress.
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The team suffered from “notification fatigue,” constantly toggling between inboxes and ClickUp boards.
Kodah’s answer wasn’t “more tools.” It was a smarter connection between ClickUp and email.
The Micro-Automation That Changed Everything
Kodah created a single intelligent email trigger inside ClickUp:
When a task’s status changed to “Ready for Client Review,” an automated, pre-personalised email would instantly send to both the client and their account manager.
But this wasn’t a generic message — it was a data-driven workflow action that pulled live details straight from ClickUp:
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Project title and ID
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Assigned team members
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Deadlines and deliverable links
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Custom subject lines based on Client Tags
Suddenly, notifications were no longer noise. They were relevant, timely, and perfectly contextual.
The Setup: Built to Feel Effortless
Kodah’s automation architects designed this entirely within the agency’s ClickUp workspace using no-code “when/then” logic:
Trigger: Task status changes (e.g., “In Progress” → “Review”).
Condition: Task includes a client email field.
Action: ClickUp sends a dynamic email directly from the workspace.
Each email automatically included:
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Client name and contact details
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ClickUp link to the live task
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Status summary with visual tags (e.g., “Design Complete: Awaiting Feedback”)
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Auto-inserted timestamps for transparency
Kodah even added analytic dashboards to track how these updates improved client response times — making communication measurable for the first time.
The Upshot: 1 Trigger, 10x the Effect
Within four weeks of rollout:
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Client response time improved by 60%.
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Internal emails dropped by 40%.
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Managers could see full communication logs directly in ClickUp.
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The team reclaimed 25 hours per week for creative work.
“We didn’t need a new project manager — ClickUp became one,” joked the CEO.
Why Micro-Automations Matter
Kodah’s approach proves that automation doesn’t need to be large-scale to make a real impact.
The key question is simple: “Where are your people doing the same thing over and over?”
Micro-automations are designed around human relief first, efficiency second. These small wins compound — transforming workflows without overwhelming teams or introducing another platform to learn.
Kodah’s Approach: Small Steps, Big Rewards
By focusing on user experience and behaviour mapping, Kodah helps teams pinpoint the smallest friction points where automation makes life easier — not harder.
Their automation experts specialise in:
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No-code trigger design within ClickUp
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Smart email templating that reads like a human
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Real-time activity dashboards to measure results
By embedding automation into what already works, Kodah ensures every trigger improves clarity, not complexity.
The Future Belongs to Micro-Automations
You don’t need an enterprise overhaul to reclaim your team’s time.
Every small trigger adds up — saving hours, improving response times, and freeing people to focus on meaningful work.
For this agency, it wasn’t about replacing people.
It was about returning them to creativity.
And it all started with one email — the one that sent itself.