I built this tool because we faced a real, recurring problem: managing hundreds of client projects in a weekly automate…
I built this tool because we faced a real, recurring problem: managing hundreds of client projects in a weekly automated loop. There was a time when a single error in that process could create a complete data mess, forcing us to manually clean and re-run everything. The Item Tracker was our solution. It proved that something simple, when used correctly, can be a game-changer for maintaining order and reliability in your workflows (at least it was for us). How the System Works: A Story of Order from Chaos Our main automation, which fetches and summarizes data, is where the heavy lifting happens. But its newfound stability comes from a simple, critical collaboration with the Item Tracker. It's like a two-step handshake that happens for every single project. Our main workflow starts by getting a long list of active projects. For each project, it first asks the Item Tracker: "Is this one already being worked on?" If the answer is no, the Item Tracker immediately puts a temporary "in-progress" note on the project Once our main workflow successfully completes its task for that project, it tells the Item Tracker to remove the "in-progress" note and set a "completed" note. This simple process is our safety net. If a task fails, that "in-progress" note will eventually disappear, allowing the system to confidently pick up and re-run only that specific item later. ++This saves us from having to start the entire job over from scratch.++ Key Components & Their Purpose Main Workflow:** This is the primary automation that does the heavy lifting, like getting a list of projects and connecting to HubSpot. Item Tracker Utility:** The smart part of the system. This separate tool keeps a simple record of what each project's status is at any given moment. Redis Database:** This is the fast, central hub where all of the Item Tracker's notes are stored. It's the engine that makes the entire system reliable. The Item Tracker in Action: Your Digital To-Do List For beginners, the names of the tracking notes (called "keys") might seem confusing, but the idea is actually simple. Imagine a digital to-do list for every project. A key is just the project's name on that list. Every key has three parts that tell you everything you need to know: The Group:** The first part groups all similar items together, like all your HubSpot projects. The ID:** The middle part is the project's unique ID, so you know exactly which project you're talking about. The Status:** The last part is a simple word that shows its status, like in_progress or completed. This simple naming system is the secret to keeping hundreds of projects organized, so you can easily see what's happening and what needs attention. Overall Business Value This solution directly addresses the pain of large-scale automation failures. It gave us a new level of confidence in our automated processes. Instead of facing the chaos of a messy run, this system provides immediate visibility into which project failed and why. It eliminates the need for manual cleanup and allows us to confidently re-run a specific item without risking data corruption across the entire set. The result is a highly reliable and scalable process that saves time, reduces frustration, and maintains data integrity. An n8n automation workflow template by Stephan Koning.
Stephan Koning
web
free
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