TL;DR: This Wrike AI agent automatically handles the first setup steps when a new project is created from a blueprint. It assigns unassigned sub-tasks, calculates due dates based on project start date and urgency, and sends a kickoff email to the right CSM, eliminating repetitive manual project setup.
Hello Community! 👋
Today we’re sharing a guide to set up a Blueprint Kickoff Agent that reads a newly created project, reviews its title, description, and custom fields like Client Tier and Urgency, then automatically assigns sub-tasks, sets due dates, and notifies the CSM with a kickoff summary.
Below, you’ll find the full configuration, prompts, setup instructions, and customization ideas so you can plug this into your project delivery workflows ✔️
Agent Goal / Use Case
Teams that launch projects from blueprints often lose time on the same repetitive setup work every single time:
- Sub-tasks are created but left unassigned.
- Due dates need to be manually calculated from the start date.
- Someone has to notify the CSM or account owner that the project has kicked off.
This takes 20-30 minutes per project. It's done inconsistently. New starters skip steps. By the time someone notices, the project is two sprints in and half the sub-tasks are still unassigned.
An automation can set a fixed assignee or copy a static value. It can't read the project's brief, infer "this is a Tier-1 enterprise account doing a rush campaign", and decide that the creative work goes to the senior creative lead on compressed dates. That's judgment, not matching.
How It Works
- A new project spawns from your blueprint (or any trigger condition you configure), landing in the "Active Projects" folder.
- The agent reads the project's title, description, and custom fields (client tier, urgency, project type).
- Action 1 assigns each unassigned sub-task to the right team member, based on the task's title and the project's context.
- Action 2 sets due dates on each sub-task, calculated from the project's start date and urgency.
- Action 3 sends an email via Gmail or Outlook to the account CSM with a kickoff summary.
One trigger, full setup, zero manual intervention.
Features Used
- Sub-items of the triggered item scope (NEW) - agent acts on every sub-task of the newly created project, not just the project itself.
- Send email action (NEW) - agent emails the CSM via your connected Gmail or Outlook account.
- Parent item field reading - each sub-task reasoning includes the parent project's custom fields (client tier, urgency).
- Action filtering - each action targets only unassigned or undated sub-tasks, so repeats on the same project don't overwrite work.
- Action naming - actions are labeled "Assign Sub-tasks", "Set Due Dates", and "Notify CSM" in the activity log.
- Start/due date action - agent writes calculated dates to each sub-task.
Prerequisites
Custom fields on the project
You should have these fields available on the project:
- Client Tier
- Urgency
- Project Type
Optional:
- CSM Email if you want the email recipient read directly from the project instead of using tier-based logic
Agent: Blueprint Kickoff Agent
Configuration
Setting | Value |
|---|
Name | Blueprint Kickoff Agent |
Trigger | New item created |
Trigger filter | Item type: Project, Parent folder: Active Projects |
Action 1 name | Assign Sub-tasks |
Action 1 type | Change assignee |
Action 1 scope | Sub-items of the triggered item |
Action 1 filter | Item type: Task, Assignee: is empty |
Action 2 name | Set Due Dates |
Action 2 type | Change due date |
Action 2 scope | Sub-items of the triggered item |
Action 2 filter | Item type: Task, Due date: is empty |
Action 3 name | Notify CSM |
Action 3 type | Send email (Gmail or Outlook) |
Action 3 scope | The work item where the trigger happened (the new project) |
Appointment | Your "Active Projects" folder (or wherever blueprint-spawned projects land) |
Prompt
General Instructions
Copy-paste the following into the General Instructions field:
ROLE: You are a Project Kickoff Coordinator.
CONTEXT: You have access to the newly created project (triggered item),
its custom fields — particularly "Client Tier" and "Urgency" — and all
its sub-tasks.
ASSIGNEES (embed one user chip per named role — each chip must point
to one specific individual; the Change-assignee action does not accept
user groups):
Creative work:
- Senior creative lead: [👤 chip for senior creative]
- Standard creative lead: [👤 chip for standard creative]
- Backup creative (overflow): [👤 chip for backup creative]
Engineering work:
- Senior engineering lead: [👤 chip for senior engineer]
- Standard engineering lead: [👤 chip for standard engineer]
Account management work:
- Account lead: [👤 chip for account lead]
CSM EMAIL ADDRESSES:
- Tier-1 CSM: csm-tier1@your-company.com
- Tier-2 CSM: csm-tier2@your-company.com
- Tier-3 CSM: csm-tier3@your-company.com
DATE RULES:
- "Standard" urgency: milestone 1 at project start + 5 business days,
milestone 2 at start + 10, final deliverables at start + 15.
- "High" urgency: compress by 30% — milestones at start + 3, start + 7,
start + 10.
- "Rush" urgency: compress by 50% — milestones at start + 2, start + 5,
start + 7.
Action 1: Assign Sub-tasks (Change assignee)
Read the triggered project's title, description, and "Client Tier" field.
For each unassigned sub-task under this project, pick one assignee
from the user chips in the general instruction.
1. Match the sub-task's title to a discipline:
- Creative (design, copy, brand, visuals): use a creative chip
- Engineering (setup, deploy, integration, infra): use an engineering chip
- Account (kickoff email, client status, stakeholder check): use the
account lead chip
2. Pick by Client Tier:
- "Tier 1" (enterprise): use the senior chip for that discipline
- "Tier 2" or "Tier 3": use the standard chip
3. Handle overflow: if the project has multiple creative sub-tasks, use
the backup creative chip for the extras to spread the load.
Use ONLY the individual user chips embedded in the general instruction.
If a sub-task's title doesn't clearly fit any discipline, leave it
unassigned and post a comment: "Could not determine assignee — please review."
Action 2: Set Due Dates (Change due date)
Read the triggered project's start date and "Urgency" field.
For each sub-task under this project that has no due date, calculate
its due date using the date rules in the general instruction.
Group sub-tasks into milestone brackets based on their titles:
- Discovery / kickoff / planning tasks → milestone 1 date
- Build / design / development tasks → milestone 2 date
- Review / QA / delivery tasks → final milestone date
Set the due date on each sub-task accordingly.
If the project has no start date, do NOT guess — skip this action and
post a comment: "Project has no start date — cannot calculate sub-task
dates. Please set the project start date first."
Action 3: Notify CSM
Read the triggered project's title, description, Client Tier, Urgency,
and start date.
Compose a kickoff email with:
RECIPIENT: Based on Client Tier, select the CSM email from the general
instruction (Tier-1 → csm-tier1, Tier-2 → csm-tier2, Tier-3 → csm-tier3).
SUBJECT: "Kickoff: [project name] — [Client Tier], [Urgency]"
BODY:
Hi [CSM name, inferred from the email address],
A new project has kicked off in Active Projects:
- **Project:** [project name]
- **Client tier:** [tier]
- **Urgency:** [urgency]
- **Start date:** [start date]
- **Target completion:** [final milestone date calculated in Action 2]
[One-sentence summary of the project description.]
Sub-tasks have been assigned and scheduled. Review at: [link to project]
Let me know if you need anything.
Best,
[Your name]
Setup Steps
Step 1: Create the Agent
- Go to Space Settings → AI Agents → Create Custom AI agent
- Name it Blueprint Kickoff Agent
- Set the trigger to New item created
- Add a filter:
- Item type = Project
- Parent folder = Your Active Projects folder
Step 2: Add General Instructions
Paste the General Instructions above into the agent instructions.
Replace all placeholder user chips with real people by typing @ and selecting users from the picker .
Update the CSM email addresses to your actual team addresses.
Step 3: Connect Email
If you plan to use the email action, connect the correct Gmail or Outlook account in the agent settings.
This is a one-time setup for agents using Send email.
Step 4: Configure Actions
Action 1 – Assign Sub-tasks
- Type: Change assignee
- Scope: Sub-items of the triggered item
- Filter: Item type is Task, Assignee is empty
- Paste the Action 1 prompt
Action 2 – Set Due Dates
- Type: Change due date
- Scope: Sub-items of the triggered item
- Filter: Item type is Task, Due date is empty
- Paste the Action 2 prompt
Action 3 – Notify CSM
- Type: Send email
- Scope: The work item where the trigger happened
- Paste the Action 3 prompt
- Verify the connected mailbox is the correct sender
Step 5: Appoint the Agent
Appoint the agent to your Active Projects folder, or wherever blueprint-created projects land.
Step 6: Test in Playground
Test with a sample project that includes:
- A start date
- A Client Tier value
- An Urgency value
- Several unassigned sub-tasks
Ideally, use a project created from your real blueprint.
Customization
CSM email on the project itself
Instead of hardcoding CSM emails by tier in the general instruction, add a custom field "CSM Email" on the project and have the agent read it directly. Update Action 3's recipient logic to: "Read the 'CSM Email' custom field on the triggered project. Send the email to that address." This scales to hundreds of customers without editing the agent prompt.
Adjust team structure
Replace the user chips to match your organization, for example:
- Creative agency: designer, copywriter, traffic manager
- Consulting: engagement manager, consultant, analyst
- Engineering services: tech lead, engineer, QA, release manager
More milestone granularity
If your projects have 5+ milestones (not 3), expand the date rules in the general instruction:
- Milestone 1 (discovery): start + 3
- Milestone 2 (planning): start + 7
- Milestone 3 (build): start + 14
- Milestone 4 (review): start + 20
- Milestone 5 (delivery): start + 25
Notify multiple stakeholders
You can add more email actions, such as:
- Notify Account Lead
- Notify Client
- Notify Delivery Manager
Each action can have its own recipient, filter, and message.
Skip email entirely
If you only want assignment and scheduling, remove Action 3.
Add status change
After assigning and dating, update each sub-task's status (e.g. from "Draft" to "Ready"):
- Action 4 name: "Activate Sub-tasks"
- Action 4 type: Change status
- Action 4 scope: Sub-items of the triggered item
- Action 4 filter: Item type is Task, Status is Draft
- Prompt: "Change the status to 'Ready' for each sub-task that now has an assignee and a due date."
Tips
- Start with one blueprint, not all of them. Appoint the agent to one folder tree where one blueprint spawns projects. Verify the assignment and dating logic before rolling it out to all project types.
- Check the activity log per sub-task. Each sub-task shows the agent's reasoning, why this assignee, why this date. If something looks wrong, you'll see exactly which rule is fired.
- Filter-on-empty prevents re-runs from overwriting work. The Assignee is empty and Due date is empty filters mean if someone manually sets an assignee or date, the agent won't change it on a later re-trigger. The filter is the safety net.
- Keep prompts tight. The shorter and clearer the general instruction, the easier it is to debug. If an assignment is going wrong, simplify the rule, don't add more rules.
- User chips are your control plane. You decide which people the agent can choose from. Keep the list current, remove people who leave, add new joiners. The agent won't invent names outside the chips.
- Email sent from your account. The Send email action uses whichever Gmail or Outlook account you connected in agent settings. Make sure that's the right sender for customer-facing kickoff emails (e.g. your shared team mailbox, not your personal).
