Route Jira Tasks to Experts Using Google Sheets and GPT-4o-mini

Description  Automatically assigns new tasks from an Excel/Google Sheets source to the best-fit employee based on expertise, then creates issues in Jira. Gain fast, consistent routing that reduces manual triage and speeds delivery. 🧠📊➡️🗂️

What This Template Does  Fetches new task rows and related areas from Google Sheets/Excel. Analyzes each item with an AI Agent using Azure OpenAI. Selects the best-fit employee by matching the area to expertise stored in the sheet. Returns structured outputs (task, assignee, expertise, ID, bug/task) and creates the Jira issue. Applies rule-based handling for bugs vs tasks via a Switch node.

Key Benefits  ⏱ Save time by automating task assignment from new entries. 🎯 Improve accuracy with expertise-based matching. 📋 Keep clean, structured outputs for downstream systems. 🔁 Seamless handoff from Sheets to Jira with no manual steps.

Features  Google Sheets Trigger: Reads new task name and related area from the sheet. AI Agent (Azure OpenAI): Evaluates expertise fit and decides the best assignee. Structured Output Parser: Returns exactly five fields: task_name, assignee_name, expertise, employee_id, item_type (bug/task). Jira Create Issue: Creates issues in Jira using selected assignee and item type. Switch (Rules): Routes logic for bugs vs tasks for consistent categorization.

Requirements  n8n instance: Cloud or self-hosted. Google Sheets access: Sheet containing employee roster with columns for Name, Expertise, and ID; connect credentials in n8n. Azure OpenAI (GPT-4o-mini): Configure the Azure OpenAI Chat Model credentials for the AI Agent. Jira credentials: Authorized account with permissions to create issues. Output Parser setup: Structured Output Parser configured to the five-field schema: task_name, assignee_name, expertise, employee_id, item_type.

Target Audience  🧩 IT Support and Ops teams routing incoming work. 🧭 Project managers orchestrating assignments at scale. 🛠 Engineering managers seeking consistent triage. 📈 Business operations teams automating intake to delivery.

Step-by-Step Setup Instructions  Connect Google Sheets credentials and map the task and area fields; ensure roster columns (Name, Expertise, ID) are present. Add Jira credentials and set the Create Issue node to your target project and issue type. Configure Azure OpenAI (GPT-4o-mini) for the AI Agent and provide credentials. Import the workflow, assign all credentials, and align the Structured Output Parser to the five-field schema. Run a test with sample rows; confirm assignee selection and Jira issue creation; then enable scheduling.

Security Best Practices  Use least-privilege API tokens for Google Sheets and Jira. Restrict sheet access to only required users and service accounts. Validate and sanitize incoming task data before issue creation. Store credentials securely in n8n and rotate them regularly. Log only necessary fields; avoid sensitive data in workflow logs.