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ToolDeck

Agency & Client Ops

Case Study Collector

Post-project, a form collects results — and AI turns them into a draft case study.

Saves about ~1 hr per week

What it does

  • Sends a case-study intake form at project completion
  • Collects results, numbers, and quotes from the client
  • Drafts a case-study structure from their answers
  • Files drafts into a Notion bank for later publishing

How it works

  1. Project marked complete
  2. Intake form sent to the client
  3. Answers drafted into a case study
  4. Draft filed in the Notion bank

What's included

  • Intake form
  • Drafting prompt
  • Notion bank

Set it up yourself

Follow these 4 steps in order. You will need accounts for: Typeform, Notion.

Step 1: Write the intake form

  1. Design the form: what was the problem, what did we do, what results (numbers), one client quote, would-you-recommend (permission question).
  2. Put results as a short question ('enter the numbers that improved').
  3. Add a permission consent checkbox for publication.
  4. Keep it under 5 minutes to fill.
  5. Test the form by filling it.

Watch out: The permission checkbox is the legal hook — never draft case studies from answers that don't include consent.

Step 2: Set the trigger

  1. Trigger the form when a project completes (PM tool status, or mark a sheet column 'done').
  2. Send it 2-3 days after completion, when the project is fresh.
  3. Add a gentle one-time nudge if not filled in 7 days.
  4. Test the trigger with a completed dummy project.
  5. Avoid re-sending the form to the same client twice.

Watch out: The 2-3 day delay matters — a form sent the day of 'done' feels rushed; one sent a week later has lost the moment.

Step 3: Add the drafting prompt

  1. Build: 'Turn these case-study answers into a draft. Structure: client/problem, approach, results (quote the numbers), quote, CTA. Keep the client's numbers exact. Flag any claim not backed by the answers.'
  2. Instruct: only use numbers from the answers.
  3. Paste with API key.
  4. Test on a sample submission.
  5. Review the draft for overclaiming.

Watch out: Numbers-exact is non-negotiable — publishing a case study with an inflated number is a credibility bomb.

Step 4: Route to Notion

  1. Create the 'Case Study Bank' Notion database with Status (Draft/Approved/Published).
  2. Have the flow create a page per submission with the draft and answers.
  3. Add the client's consent answer to the record.
  4. Test the Notion write.
  5. Review the bank for approval before any publishing.

Watch out: Keep the consent field visible in the DB — a page without a recorded consent should never leave the 'Draft' status.

Frequently asked questions

What does the Case Study Collector automation do?

Post-project, a form collects results — and AI turns them into a draft case study. Sends a case-study intake form at project completion

How much time does Case Study Collector save?

It is estimated to save ~1 hr per week. Actual savings depend on your volume.

Which tools does Case Study Collector use?

It works with Typeform and Notion.

What does Case Study Collector include?

Intake form, Drafting prompt, Notion bank.

Can I set up Case Study Collector myself?

Yes. The do-it-yourself guide on this page walks through 4 steps, from getting access to testing the finished automation.