Route equipment requests to Procurement with manager approval via Gmail

This workflow streamlines how employees request equipment/items and how those requests reach the Procurement team. It validates the employee by enrollment number, detects whether a manager exists, and then either requests approval (if the requester has a manager) or routes the request directly to Procurement (if the requester is a manager). All messages are written in a professional tone using an LLM, and emails are sent via Gmail with a built-in approve/deny step for managers.

Who’s it for

HR/IT/Operations teams that handle equipment requests, need a lightweight approval flow, and want clean, professional emails without manual drafting.

How it works

Employee submits their enrollment number. Workflow fetches employee (and manager, if any). Employee describes the requested item(s). If a manager exists → an approval email (double opt-in) is sent to the manager.

Approved → notify employee and forward a polished request to Procurement. Denied → notify employee. If the requester is a manager → skip approval and send directly to Procurement. End pages confirm the outcome.

Requirements

MySQL (or compatible DB) with an employees table (id, name, email, enrollment_number, manager). Gmail credentials (OAuth) in n8n. LLM provider (OpenAI or compatible) for message polishing.

How to customize

Replace the Procurement NoOp nodes with your email, helpdesk, or ERP integration. Adjust email copy and tone in the LLM prompt nodes. Add tracking IDs, SLA text, or CCs for auditing. Style the forms with your brand (CSS blocks provided).