Workflow Templates

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Who is this for Sales teams, lead generation agencies, and growth marketers who want to pull targeted B2B contacts from Apollo.io, enrich them with verified emails and mobile numbers, and push clean records directly into an Airtable CRM -- without manual data entry or expensive Apollo subscriptions. How it works A manual trigger kicks off the workflow. A configuration node lets you define your target job titles, industry, company size, and lead count. The workflow calls the ScraperCity Apollo Filters API to start an async scrape job and captures the returned run ID. An async polling loop checks the scrape status every 60 seconds until the job succeeds. On success, the raw lead data is downloaded and parsed. Contacts without a work email are filtered out and duplicates are removed. Clean, enriched records (name, title, company, email, phone, LinkedIn URL) are written to your Airtable base as new rows. How to set up Create a ScraperCity account at scrapercity.com and copy your API key. In n8n, add an HTTP Header Auth credential named "ScraperCity API Key" with the header name Authorization and value Bearer YOUR_KEY. Open the Configure Search Parameters node and edit job titles, industry, company size, and lead count. Open the Save Leads to Airtable node and connect your Airtable credential, then set your Base ID and Table name. Requirements ScraperCity account (scrapercity.com) -- Apollo scraper billed at $0.0039 per contact n8n instance (cloud or self-hosted) Airtable account with a base and table ready to receive contacts How to customize the workflow Change the filter conditions in Filter Contacts with Email to also require a phone number. Add a ScraperCity Mobile Finder step after download to enrich contacts with mobile numbers before writing to Airtable. Swap the Airtable output node for a HubSpot or Google Sheets node to route leads to a different destination.

Eliminate the manual chaos of HR and legal document management. This workflow automates the transition from a raw document upload to a structured, audit-ready archive by combining UploadToURL for instant CDN hosting, Google Drive for long-term storage, and Airtable for status tracking and database management. 🎯 What This Workflow Does Transforms loose document scans into a structured corporate filing system: 📝 Captures Legal Assets - Receives signed contracts or IDs via mobile scan (binary) or remote URL. 🛡️ Duplicate Prevention - Checks Airtable first to ensure a contract isn't already filed for that specific Employee ID. ☁️ Instant CDN Hosting - UploadToURL hosts the document to provide a high-speed link for immediate HR review. 📁 Smart Folder Logic - Automatically navigates or creates a structured Google Drive path: HR/Contracts/{Year}/{Department}/{EmployeeName}/. 🗃️ Database Synchronization - Updates (or creates) an Airtable record to tick "Contract Received," logging both the Drive URL and the CDN backup. 📧 Automated Confirmation - Sends a professional HTML email to HR and the employee with access links and filing metadata. ✨ Key Features UploadToURL Integration**: Provides a redundant, accessible CDN link stored alongside your primary Drive storage for total data reliability. Auto-Nomenclature**: Renames files using a strict audit-ready format: {EmployeeID}{LastName}{Type}_{Date}.pdf. Intelligent Folder Creation**: Never manually create a folder again; the workflow builds the entire hierarchy on the fly. Audit Trail Generation**: Captures "Filed By," "Filed At," and unique "Upload IDs" for every document. Conflict Handling**: Built-in 409 Conflict logic prevents accidental overwrites or double-filing of critical legal papers. 💼 Perfect For HR Teams**: Managing onboarding documents and employment contracts at scale. Legal Departments**: Archiving NDAs, vendor agreements, and compliance certifications. Small Businesses**: Moving away from "loose files in folders" to a searchable, automated database. Remote Teams**: Enabling employees to "upload and forget" their paperwork via a simple link. 🔧 What You'll Need Required Integrations UploadToURL** - To host documents and provide public CDN backup links. n8n Community Node** - n8n-nodes-uploadtourl must be installed. Google Drive** - OAuth2 credentials for secure document storage. Airtable** - Personal Access Token to manage your employee/document database. Gmail / SMTP** - To send automated filing confirmations. Configuration Variables GDRIVE_ROOT_FOLDER_ID: The ID of your main HR folder in Google Drive. AIRTABLE_BASE_ID: Your specific Airtable base for HR/Legal tracking. 🚀 Quick Start Import Template - Copy the JSON and import it into your n8n workspace. Install Node - Ensure the UploadToURL community node is active. Set Credentials - Link your UploadToURL, Google Drive, Airtable, and Gmail accounts. Define Variables - Set your Root Folder ID and Airtable Base details in n8n variables. Test the Pipeline - Send a test POST with a sample PDF to the Webhook URL. Activate - Enable the workflow to begin hands-free archiving. 🎨 Customization Options Expiration Alerts**: Add a node to calculate 1-year expiry dates and set an automated reminder in Slack. OCR Processing**: Integrate an OCR step to read the content of scans and verify names automatically. Watermarking**: Add a "Confidential" or "Draft" watermark to documents before they are uploaded to the CDN. Multi-Base Routing**: Route documents to different Airtable bases depending on the "Department" field. 📈 Expected Results 100% Consistency** in file naming and folder structures across the entire organization. Zero manual data entry**—employee records and checkboxes update automatically. Audit-ready in minutes**: Every file has a timestamped trail and redundant storage links. Instant Accessibility**: HR can view documents via the CDN link before Drive permissions even propagate. 🏆 Use Cases High-Growth Onboarding A startup hiring 20 people a month can automate all contract filings, ensuring the "Contract Received" flag is always accurate for payroll. Compliance Audits When auditors ask for specific contracts, use the Airtable "Structured Filename" column to find and share the relevant Drive or CDN links in seconds. Field Service Scans Technicians in the field can upload signed site reports via a mobile app; the workflow handles the filing and notifies the office immediately. 💡 Pro Tips Folder IDs**: You can find your GDRIVE_ROOT_FOLDER_ID by looking at the last string in the URL when you are inside that folder in your browser. Structured JSON**: Use the returned auditTrail object to build a log of all uploads in a separate "Master Audit" spreadsheet. Employee IDs**: If no ID is provided, the workflow generates a temporary one using a timestamp to ensure the archive never breaks. Ready to secure your document pipeline? Import this template and connect UploadToURL to build a world-class archiving system in under 20 minutes. Need help with Airtable field mapping? The workflow includes detailed sticky notes explaining the exact field names required for the automation to run.

This n8n workflow automates WooCommerce order processing by capturing order updates via webhook and converting them into Discord notifications and Google Sheets entries. What This Workflow Does Automatically captures WooCommerce orders and sends real-time Discord notifications while logging paid orders to Google Sheets for tracking and reporting. Key Benefits Save 90% Time**: Eliminates manual order logging and monitoring Never Miss Orders**: Instant Discord alerts for all order activities 80% Faster Response**: Team gets structured order info immediately Dual Tracking**: Real-time alerts + permanent spreadsheet records Perfect For Ecommerce Teams**: Monitor orders without constantly checking admin panel Small Business Owners**: Professional order tracking without extra staff Fulfillment Teams**: Get organized order data for quick processing How It Works WooCommerce sends order webhook to n8n Order data is parsed and formatted beautifully All orders trigger Discord notifications (color-coded by status) Paid orders (PROCESSING status) are logged to Google Sheets Webhook confirms successful receipt to WooCommerce Features Smart Status Colors**: Yellow (pending), Blue (processing), Green (completed), Gray (cancelled) Rich Discord Embeds**: Customer info, items, shipping, totals - all formatted nicely Flexible Data Parsing**: Handles various WooCommerce webhook structures Indonesian Currency**: Proper IDR formatting for local businesses Product Thumbnails**: Shows product images in Discord notifications Setup Requirements n8n instance (self-hosted or cloud) Discord server with bot access Google account for Sheets WooCommerce admin access Quick Setup Import workflow JSON to n8n Add Discord bot token Connect Google Sheets OAuth Set WooCommerce webhook to n8n endpoint Create Google Sheet with required columns Test with a sample order Customization Options Change Discord embed colors for your brand Modify which order statuses get logged Add custom fields to Google Sheets Adjust currency and language settings Filter orders by specific conditions Google Sheets Columns Month (order date) Brand Name Web Order Number Expedition (shipping method) Tracking Number Status Future Enhancement Ideas Add SMS/WhatsApp customer notifications Connect to shipping label services Integrate with CRM for customer insights Add inventory management triggers Create sales analytics dashboard Support Created by Khmuhtadin Need customization? Contact us!

This workflow assigns a user to an issue if they include "assign me" when opening or commenting. To use this workflow you will need to update the credentials used for the Github nodes.

RSVP Lead Scoring for Events with GPT, HubSpot & Slack Who is this for? Event organizers, RevOps teams, sales managers, and marketers running conferences, webinars, or meetups who want to automatically qualify RSVPs and turn attendees into revenue opportunities. What problem is this workflow solving? RSVP lead qualification is manual and slow: Reviewing 1000+ registrations takes hours Missing high-fit prospects (directors, founders) No instant sales handoff or nurture segmentation Leads leak between events and CRM This workflow auto-scores RSVPs 0-100 and routes high-fits to sales instantly. What this workflow does Trigger**: Google Forms/Typeform RSVP webhook AI Scoring: GPT-4o-mini analyzes job title, company, intent → **0-100 fit score High Scorers (80+)**: HubSpot CRM contact + Slack "#sales: Director @ Acme (87) → Book now [Calendly]" Low Scorers**: Nurture sequence (email lists) Dashboard**: Google Sheets with scores, conversions tracked Setup (3 minutes) Forms**: Google Forms/Typeform → n8n webhook (copy/paste URL) AI**: OpenAI API key (GPT-4o-mini - cheap & fast) CRM**: HubSpot API key (works Free tier) Slack**: #sales channel + bot token Fully configurable—no code changes needed. How to customize to your needs Scoring**: Adjust GPT thresholds (80→90 for enterprise) CRM**: Swap HubSpot for Salesforce/Pipedrive Channels**: Add Teams/Email + multiple Slack rooms Events**: Multi-event scoring by form source Follow-up**: Auto-Calendly, SMS, or email sequences ROI: 3x qualified leads** to sales team 5x faster sales response** 40% less lead leakage** (proven 500+ runs) Zero manual qualification** Need help customizing?: Contact me for consulting and support: LinkedIn / Message Keywords: event RSVP, AI lead scoring, conference lead qualification, event lead gen RevOps, lead fit scoring.

Who is it for? This template is designed for school nutritionists, cafeteria managers, and school administrators who are responsible for managing student dietary needs and ensuring food safety. What it does The workflow operates in two main scenarios: immediate allergy alerting and proactive menu analysis. Automated Allergy Alert System: It reads upcoming menus, student allergy lists, and teacher rosters from your Google Sheets. If it finds a potential conflict—like a student with a dairy allergy scheduled for a cheese-based meal—it automatically sends a detailed, AI-generated alert to the correct teacher in Slack and logs the event in Google Drive. Proactive AI Menu Assistant: Beyond daily alerts, the workflow uses AI to analyze the entire monthly menu. It identifies "high-risk" days with numerous potential allergy issues and generates a strategic "Menu Improvement Report" with suggestions for safer, alternative dishes. This report is sent directly to you via Slack, helping you make informed decisions before finalizing the menu. Built-in Error Handling: If any part of the workflow fails, it immediately sends a detailed error notification to an administrator, ensuring the system remains reliable. How to set up Connect Credentials: First, ensure you have created and connected credentials for Google (for Sheets and Drive) and Slack in your n8n instance. Configure Google Sheets Nodes: In the three Read... nodes (Read Monthly Menu, Read Student Allergy List, Read Teacher List), update the Document ID and Sheet Name to point to your specific files. The column structure of your sheets should match the data being used in the workflow. Configure Slack Nodes: In all four Slack nodes, select the correct recipient User or Channel for each type of notification (e.g., send allergy alerts to teachers, but error alerts to your IT admin). Configure Google Drive Node: In the Log Alert to Google Drive node, select the target Drive and Folder where you want your audit logs to be saved. (Optional) Configure AI Model: You can configure the OpenRouter Chat Model nodes if you want to use a specific LLM or add your own API key. Requirements An active n8n instance. A Google account with access to Google Sheets and Google Drive. A Slack workspace and account. An OpenRouter account to power the AI features.

This template is designed for operations, finance, and accounting teams that need to automatically process scanned invoices and extract structured data without manual entry. It is ideal for businesses handling vendor invoices, reimbursement forms, or bulk document intake. What this workflow does This workflow uses Sarvam AI Vision model to perform OCR on scanned invoices and extract raw text. The extracted content is then processed using an LLM to identify key invoice fields such as: Vendor name Invoice number Invoice date Total amount GST / Tax amount The structured data is automatically appended to Google Sheets for tracking, reconciliation, or downstream accounting automation. Requirements Sarvam Vision API key (configured using HTTP Header credentials)-(https://dashboard.sarvam.ai/key-management) Google Gemini API key (configured via Google Gemini credentials in n8n) Google Sheets OAuth credentials How to set up 1.) Add your Sarvam API key in Credentials. 2.) Connect your Google Sheets account. 3.) Update the target Sheet ID. 4.)Test with a sample invoice PDF. Need Help? ask in the Forum! Happy Hacking!

How it works This workflow runs every morning to collect news from multiple RSS feeds across global, business, finance, and tech categories. It processes and filters the most recent articles, then uses an AI model to select the most relevant global stories. The selected news is formatted into a clean digest. Finally, the digest is automatically delivered to a Slack channel. Step-by-step Trigger and setup feeds** Schedule Trigger – Runs the workflow daily at a fixed time. Define News Categories – Stores all RSS feed URLs in one place. Prepare RSS Feed List – Converts feed data into iterable items. Fetch and process articles** Loop Through RSS Feeds – Iterates through each RSS source. Fetch RSS Articles – Pulls articles from each feed. Filter Latest 10 Articles – Sorts and keeps the most recent items. Merge All RSS Articles – Combines all articles into one dataset. AI selection and delivery** AI Select Top Global News – Uses AI to pick the most important stories. Groq Chat Model – Provides the language model for analysis. Format News For Slack Message – Structures AI output into clean messages. (Sub-node) JSON Extraction Logic – Parses AI response into usable article data. Post News Digest to Slack – Sends the final formatted digest to Slack. Why use this? Automates end-to-end news aggregation and summarization Filters noise and highlights only high-impact global stories Keeps teams informed directly within Slack Reduces manual effort in tracking multiple news sources Easily scalable by adding more RSS feeds or categories

Why You Need This Right Now 💡 Stop the panic attacks. We've all been there - accidentally deleted a workflow that took hours to build, or worse, corrupted your entire automation setup. This workflow is your safety net. Save your weekends. Instead of spending hours recreating lost work, get back to what matters. One setup protects everything, automatically. Sleep better at night. Your workflows are safely stored in two places with full version history. If something breaks, you're back online in minutes, not days. Perfect For These Situations ⚡ ✅ Business owners running critical automations ✅ Agencies managing client workflows ✅ Teams who need audit trails ✅ Anyone who values their time and sanity How It Actually Works 🔧 Think of it like having a personal assistant who: Checks your workflows twice daily (you can change this) Creates organized backups with timestamps Stores them safely in Google Drive AND GitHub Tells you it's done via Telegram or Discord Keeps everything tidy with smart folder organization The result? A timestamped folder in your Google Drive and organized files in your GitHub repo. Everything is searchable, restorable, and audit-ready. Quick 5-Minute Setup 🚀 Import this workflow to your n8n Connect your accounts (Google Drive, GitHub, optional notifications) Set your preferences (which folder, which repo, how often) Test it once to make sure everything works Relax knowing your workflows are protected What You'll Need 📋 Your n8n instance (obviously!) Google Drive account (free works fine) GitHub account (free works too) 5 minutes of setup time Optional: Telegram or Discord for notifications Pro Tips for Power Users 🧠 Want to level up? Here are some ideas: Add encryption** for sensitive workflows Create restore workflows** for one-click recovery Set up pull requests** for team review of changes Customize schedules** based on your workflow update frequency Created by: khaisa Studio - Automation experts who actually use this stuff daily Tags: backup, automation, n8n, google-drive, github, workflow-protection, business-continuity Questions? Get in touch - I'm always happy to help fellow automation enthusiasts! Remember: The best backup is the one you set up before you need it. Your future self will thank you!

Quick overview This workflow runs daily to pull gym members from Supabase, calculate membership expiry and check-in activity, and send WhatsApp messages for renewal reminders, trainer inactivity alerts, and check-in streak milestone celebrations. How it works Runs every day on a schedule. Loads configuration values (gym name, Supabase table, WhatsApp phone number ID, renewal window, and inactivity threshold). Fetches all member records from Supabase and calculates days until membership expiry, days since last check-in, and whether a new streak milestone is reached. Sends a WhatsApp renewal reminder to members whose memberships expire within the configured window. Sends a WhatsApp alert to the trainer when a member has been inactive longer than the configured threshold. Sends a WhatsApp celebration message to members who hit a new streak milestone and updates the member record in Supabase to track the last milestone notified. Setup Create a Supabase table (for example, "members") with fields for member_name, phone_number, membership_expiry, last_checkin_date, current_streak_days, and last_milestone_notified. Add Supabase credentials in n8n and set the members table name in the configuration values. Add WhatsApp Business Cloud credentials, then set your WhatsApp phone number ID and the trainer’s WhatsApp number in the configuration values. Adjust the schedule time, renewal reminder days, and inactivity threshold to match your gym’s process.

AI Nutrition Tracker with Webhook, OpenAI, Google Sheets & Slack Alerts This workflow is an AI-powered nutrition and fitness tracking system built in n8n. It receives user input via webhook, analyzes food or activity using AI, updates daily calorie and protein intake in Google Sheets and sends alerts via Slack when limits or risks are detected. It also resets daily metrics automatically using a scheduled trigger. Quick Start Guide (Fast Implementation) Connect your Google Sheets account with required columns. Configure OpenAI API credentials. Set up Slack integration for alerts. Deploy the Webhook node for receiving user input. Enable the Schedule Trigger for daily reset. Test by sending a sample message (food/activity) to the webhook. What It Does This workflow automates real-time nutrition tracking by processing user input such as food consumption or physical activities. When a user sends a message through a webhook, the system fetches their profile data from Google Sheets and validates their existence before continuing. The input is then analyzed using an AI model that classifies it as food or activity. Based on this classification, it estimates calories, protein intake, calories burned and identifies potential health risks. The processed data is combined with existing user metrics to maintain an updated daily summary. Additionally, the workflow monitors calorie thresholds and risk patterns. If a user exceeds their daily calorie target or shows unhealthy behavior patterns, alerts are sent to Slack. A scheduled process resets all users’ daily metrics, ensuring accurate tracking for each new day. Who’s It For Fitness app developers Health and wellness platforms Personal trainers and nutritionists Automation engineers building health tracking systems Businesses managing user diet and activity tracking Requirements to Use This Workflow n8n instance** (self-hosted or cloud) Google Sheets account** with a structured sheet OpenAI API credentials** Slack workspace** with API access Basic understanding of webhook usage Required Google Sheets Columns: Name Phone (used as unique identifier) Goal Daily_Calorie_Target Consumed_Calories Protein Last_Meal Status Risk_Count How It Works & How To Set Up Step 1: Configure Webhook Node:** Receive User Input Set webhook path (e.g., /diet-input) This endpoint will receive user messages (food/activity input). Step 2: Connect Google Sheets Node:** Fetch User Data Map Phone column with incoming webhook data (body.phone). Ensure correct Sheet ID and Sheet Name. Step 3: Validate User Node:** Validate User Exists Ensures only valid users are processed. Step 4: Configure AI Analysis Node:** AI Nutrition Analyzer Uses OpenAI model to: Detect input type (FOOD / ACTIVITY) Estimate calories & protein Detect risks Generate suggestions and replies Node:** AI Model (GPT) Ensure OpenAI credentials are properly connected. Step 5: Process Data Node:** Process Nutrition Data Updates: Total calories, Protein intake and Risk count. Handles both food intake and activity adjustments. Step 6: Monitor Thresholds Node:** Check Calorie Threshold Sends Slack alert if calorie limit is exceeded. Step 7: Risk Detection Node:** Check Health Risk: Sends alert if any risk is detected. Node:** Check Critical Risk: Sends critical alert if risk count >= 3. Step 8: Respond to User Node:** Send API Response Returns: AI-generated reply, calories consumed and daily total. Step 9: Update User Data Node:** Update User Data Writes updated metrics back to Google Sheets. Step 10: Daily Reset Automation Node:** Daily Reset Trigger Node:** Fetch All Users → Reset Daily Stats Resets: Calories = 0, Protein = 0, Risk Count = 0, Status = NEW_DAY. How To Customize Nodes AI Prompt (AI Nutrition Analyzer):** Modify calorie logic, risk definitions or add new dietary rules. Calorie Threshold:** Change comparison logic based on different fitness goals. Slack Messages:** Customize alert messages and formatting. Google Sheets Mapping:** Add more fields like carbs, fats or water intake. Webhook Input Structure:** Adjust input format if integrating with mobile apps or chatbots. Add-ons (Extend Functionality) Add WhatsApp/SMS notifications for user alerts. Integrate with mobile apps for real-time tracking. Add meal history logging. Include weekly/monthly analytics dashboards. Add AI meal recommendations based on user goals. Integrate wearable data (steps, workouts). Use Case Examples Fitness App Backend:** Automatically track user diet and activity in real time. Personal Trainer Dashboard:** Monitor client calorie intake and risks. Corporate Wellness Programs:** Track employee health metrics and send alerts. Diet Coaching Automation:** Provide AI-based suggestions and feedback. Health Monitoring Systems:** Detect unhealthy patterns and escalate alerts. Troubleshooting Guide | Issue | Possible Cause | Solution | | :--- | :--- | :--- | | Webhook not receiving data | Incorrect webhook URL | Verify webhook path and method | | User not found | Phone mismatch in Sheets | Ensure phone format matches input | | AI response parsing fails | Invalid JSON from AI | Adjust prompt to enforce strict JSON | | Slack alerts not sent | Incorrect Slack credentials | Reconnect Slack API | | Data not updating in Sheets | Column mapping issue | Verify matching column (Phone) | | Calories not updating | Parsing or logic issue | Check code node calculations | | Daily reset not working | Schedule trigger configuration | Verify interval settings | Need Help? If you need assistance setting up this workflow, customizing AI logic or building advanced automation features, our n8n development team at WeblineIndia is here to help. We specialize in: n8n workflow automation AI-powered business solutions Custom integrations and scaling systems 📩 Reach out to WeblineIndia to accelerate your automation journey and build powerful, production-ready workflows tailored to your needs.