Workflow Templates

This n8n template demonstrates how to automate personalized cold email follow-ups using AI personalization and database tracking. Perfect for sales teams, recruiters, and agencies managing high-volume outreach. Use cases: Follow up with cold leads, re-engage trial users, nurture conference contacts, recruit candidates, or follow up with proposal recipients. PS: 1) This was created as a Follow Up workflow it was not meant for inital outreach. (However if you can customize it to include initial outreach then go ahead) 2)This workflow sends a maximum of 4 follow Ups How it works NocoDB fetches all leads and filters those needing follow-up today based on the "Next Follow up/Contact" date A switch node routes leads to the appropriate follow-up stage (1-4) based on which follow-ups have already been sent AI personalizes each email template by inserting the recipient's name while keeping the rest of the content intact Emails are sent via SMTP (or Gmail node), then the database updates to mark the follow-up as sent and schedule the next one The workflow runs daily at 10 AM to automatically process follow-ups without manual intervention Good to know Each AI personalization costs ~$0.001 with Groq (free tier available). See Groq pricing for details. Follow-up schedule: Day 3, 7, 12, 16 after initial contact (fully customizable) Leads marked "Not Interested" are automatically excluded from future follow-ups The workflow only processes leads with an "Initial Contact Date" set - this triggers the entire sequence (The initial Contact is done manually and updated manually) How to use The schedule trigger runs daily but can be replaced with manual trigger or webhook for immediate testing Customize the 4 email templates in the AI nodes to match your brand voice and offering Adjust follow-up intervals by modifying the "Update a row" nodes (currently +4 or +5 days between follow-ups) Import your lead list to NocoDB with minimum required fields: first_name, last_name, email, Initial Contact Date Requirements NocoDB account** - Free lead database (You can use any database-Google Sheets, Airtable etc. However ensure the essential details below are in the database) Groq API key** (or OpenAI/Ollama) - For AI personalization (Swap this for any LLM you like/have) SWITCH* the 'Send Email' nodes for the *Gmail** Node and set it up using OAuth

WordPress Weekly Newsletter Generator Overview: This automation automatically converts your latest WordPress posts into beautifully formatted email newsletters using AI, then sends them to your subscriber list every Friday. What it does: Fetches your latest WordPress posts from the past week every Friday at 10 AM Filters posts to ensure there's content to include AI creates an engaging newsletter with compelling subject line and HTML content Parses the AI response to extract subject and content Sends formatted HTML email newsletter to your subscriber list Setup Required: WordPress Connection Configure WordPress credentials in the "Fetch Recent Posts" node Enter your WordPress site URL, username, and password/app password Email SMTP Setup Set up SMTP credentials (Gmail, SendGrid, Mailgun, etc.) in the "Send Newsletter" node Replace newsletter@yoursite.com with your actual sender email Replace subscriber emails in "To Email" field with your actual subscriber list Configure reply-to address for professional appearance AI Configuration Set up Google Gemini API credentials Connect the Gemini model to the "AI Newsletter Creator" node Customization Options Newsletter Schedule: Modify schedule trigger (default: Friday 10 AM) Post Count: Adjust number of posts to include (default: 5 from past week) Content Style: Modify AI system message for different newsletter tones Email Design: Customize HTML template and styling in AI prompt Testing Run workflow manually to test all connections Send test newsletter to yourself first Verify HTML formatting appears correctly in email clients Features: Automatic weekly scheduling AI-generated compelling subject lines HTML email formatting with proper structure Post filtering to avoid empty newsletters Professional email headers and reply-to setup Batch processing of multiple recent posts Customization: Change newsletter frequency (daily, bi-weekly, monthly) Adjust AI prompts for different writing styles Modify email template design Add custom intro/outro messages Include featured images from posts Need Help? For n8n coaching or one-on-one consultation

Initial Outreach Email Workflow This n8n template demonstrates how to automate personalized cold email outreach using AI and a lead database. It’s designed to contact unengaged leads, personalize messages at scale, and schedule follow-ups automatically. Use cases are many: Reach out to new leads, qualify prospects, start conversations, and set up consistent follow-up routines. Great for sales teams, recruiters, and agencies running cold outreach campaigns. Good to know Each AI personalization costs about $0.001 with Groq (free tier available; pricing may vary by provider). The workflow limits emails to 15 per day by default to protect your email reputation and reduce spam risk. The email template is fully customizable to match your brand tone and offer. Outreach timing and follow-up intervals are easy to adjust within the workflow. How it works NocoDB** fetches leads who haven’t been contacted yet (no “Initial Contact Date”). The Limit node ensures no more than 15 emails per run. AI personalizes** your chosen email template with lead name and company. Emails are sent via SMTP or Gmail node. Each contacted lead is updated in the database with today’s Initial Contact Date and a Next Follow-up Date (default 3 days later). The workflow runs on a daily schedule at 10:30 AM (configurable). How to use Set up a NocoDB/any database table with: first_name email Initial Contact Date Next Follow up/Contact organization_name (optional) Customize the email template inside the AI node. Adjust the daily limit and schedule to match your outreach capacity. Import leads into NocoDB and configure credentials for NocoDB, AI provider, and SMTP. Run the workflow manually for testing before going live.

🏠 SignSnapHome.com Open House Lead Management System Automatically capture, qualify, and follow up with open house visitors in real-time This comprehensive n8n workflow transforms your SignSnap Home open house sign-ins into a complete lead management system with instant notifications, intelligent lead scoring, and automated multi-channel follow-ups. View full blog writeup and YouTube video here: Open House n8n + SignSnapHome Automation 🎯 What This Workflow Does Transform every open house visitor into a managed lead with automated processing, scoring, and outreach—all without lifting a finger. Core Features 📸 Visual Lead Capture Automatically processes guest photos from sign-in Converts base64 images to proper binary format Displays guest photos as thumbnails in Discord notifications Supports JPEG, PNG, and other image formats 🎨 Smart Lead Scoring System 🔴 HOT Leads**: No agent + high rating (4-5 stars) → Immediate follow-up priority 🟠 WARM Leads**: Has agent but no buyer agreement → Potential opportunity 🟡 MEDIUM Leads**: Standard engagement level 🔵 COLD Leads**: Has agent with signed agreement OR low rating (1-2 stars) Color-coded Discord embeds for instant visual prioritization 📊 Rich Discord Notifications Beautiful embed cards with all guest information Guest photo thumbnail displayed inline Conditional fields (rating only shows if you have it enabled) Custom field support - ANY extra form fields automatically included Timestamp, contact info, property details Lead priority badge and color coding 📱 Intelligent SMS Follow-up (via Twilio) Sends personalized text message if phone number provided Different messaging for leads with/without agents Professional, warm tone that encourages response Simple "thank you for visiting" approach 📧 Professional Email Follow-up Beautiful HTML email template with gradient header Conditionally shows rating if available Different call-to-action based on agent status Branded footer with SignSnap Home mention Only sends if no phone number (SMS takes priority) Fallback to email if SMS not available ⚙️ Flexible Custom Field Support Automatically detects and processes ANY custom fields No workflow modification needed for new form fields Formats field names nicely (snake_case → Title Case) Displays all custom fields in Discord notification Perfect for additional questions like buyer agreements, prequalification status, etc. 📋 Workflow Structure Node Breakdown Webhook Trigger - Receives POST data from SignSnap Home Parse & Enrich Data - Extracts and processes all form data Separates standard vs custom fields Calculates lead priority score Formats timestamps and names Detects optional fields (like rating) Convert Image to Binary - Transforms base64 photo to n8n binary format Discord Notification - Sends rich embed with photo thumbnail Has Phone Number? - Conditional routing based on contact preference Send SMS (Twilio) - Priority follow-up via text message Has Email? - Fallback check if no phone provided Send Welcome Email - Professional HTML email follow-up ✨ Key Highlights Dynamic & Flexible No hardcoded fields** - automatically adapts to YOUR SignSnap form Works with default fields AND any custom fields you add Rating field is completely optional Handles missing data gracefully Smart Routing SMS-first approach (higher engagement rates) Automatic fallback to email if no phone Only sends what makes sense for each lead Professional Presentation Discord: Visual dashboard for your team SMS: Quick, personal outreach Email: Professional, branded communication Lead Intelligence Automatic qualification based on agent status Rating consideration (when available) Buyer agreement detection Priority-based follow-up suggestions 🔧 Setup Requirements Services Needed SignSnap Home Account - For open house sign-in app Discord Webhook - For team notifications Twilio Account - For SMS (optional but recommended) SMTP Email - For email follow-ups (optional) Configuration Steps Import this workflow into your n8n instance Set up Discord webhook: Create a webhook in your Discord channel Replace YOUR_WEBHOOK_ID/YOUR_WEBHOOK_TOKEN in the HTTP Request node Configure Twilio (if using SMS): Add Twilio credentials in n8n Set your Twilio phone number Configure Email (if using email): Add SMTP credentials in n8n Update the "from" email address Activate your workflow Copy the webhook URL from n8n Configure SignSnap Home: Go to your open house settings Add the n8n webhook URL as your automation endpoint Enable "Send on each submission" (not batch) 📝 Optional Features You Can Add Rating Field Add a "What did you rate the house?" field (1-5 scale) Workflow automatically detects and displays it Affects lead scoring (high ratings = hotter leads) Buyer Agreement Field Add "Do you have a signed buyer agreement?" field Helps identify truly available leads Factors into WARM vs COLD lead classification Any Custom Fields Add ANY additional questions to your form They'll automatically appear in Discord notifications No workflow changes needed! 🎨 Customization Ideas Modify Lead Scoring Edit the JavaScript in the "Parse & Enrich Data" node to adjust: Lead priority thresholds Color coding Scoring criteria Change Message Templates SMS message in "Send SMS (Twilio)" node Email HTML in "Send Welcome Email" node Discord embed structure in "Discord Notification" node Add More Automation Save to Google Sheets/Airtable Create tasks in your CRM Send to Slack instead of/in addition to Discord Add to email marketing list Trigger other workflows 💡 Use Cases Real Estate Agents**: Instant lead capture and follow-up Property Managers**: Track open house attendance Real Estate Teams**: Centralized lead dashboard Brokerages**: Multi-agent lead distribution Home Builders**: Model home visitor tracking 🚀 Why This Workflow Rocks ✅ Zero Manual Work - Completely automated from sign-in to follow-up ✅ Intelligent - Smart lead scoring and routing ✅ Flexible - Adapts to YOUR form fields ✅ Professional - Polished notifications and outreach ✅ Multi-Channel - Discord, SMS, and Email coverage ✅ Visual - See guest photos instantly ✅ Scalable - Handle unlimited open houses ✅ Customizable - Easy to modify for your needs 📊 What You Get Instant Visibility**: See every visitor as they sign in Lead Intelligence**: Know who's hot and who's not Fast Follow-up**: Reach out while interest is hot Team Coordination**: Everyone sees the same data Professional Image**: Automated, timely communication Time Savings**: Hours of manual work eliminated 🔗 Integration Details Webhook Endpoint: /signsnaphome-sign-in-trigger Method: POST Content-Type: application/json Expected Format: SignSnap Home standard output 📞 Support & Customization This workflow is designed to work out-of-the-box with SignSnap Home, but can be adapted for: Other open house sign-in apps Different notification platforms Custom CRM integrations Additional automation steps ⚡ Quick Start Summary Import workflow Add Discord webhook URL (Optional) Configure Twilio for SMS (Optional) Configure SMTP for email Activate workflow Copy webhook URL Add to SignSnap Home settings Start collecting leads! 🎯 Perfect For Solo agents wanting to professionalize their follow-up Teams needing centralized lead management Brokerages tracking multiple open houses Anyone using SignSnap Home for open house sign-ins Transform your open house visitors into qualified, followed-up leads automatically. Never miss an opportunity again! Tags: real-estate, lead-management, automation, discord, twilio, sms, email, webhook, signsnap, open-house, crm Difficulty: Intermediate Nodes Used: 8 External Services: SignSnap Home, Discord, Twilio (optional), SMTP (optional)

📰 Reddit to Newsletter (Automated Curation with Open AI 4o Mini ) Turn the best posts from a subreddit into a ready-to-send HTML newsletter — no copy-pasting, no wasted time. This workflow fetches new posts, filters by topic of interest, analyzes comments, summarizes insights, and composes a clean HTML email delivered straight to your inbox with Gmail. 💡 What this workflow does ✅ Fetches posts from your chosen subreddit (default: r/microsaas, sorted by “new”) 🏆 Selects the Top 10 by upvotes, comments, and recency 🧭 Defines a topic of interest and runs a lightweight AI filter (true/false) without altering the original JSON 💬 Pulls and flattens comments into a clean, structured list 🧠 Summarizes each post + comments into main_post_summary, comment_insights, and key_learnings ✍️ Generates a newsletter in HTML (not Markdown) with headline, outline, sections per post, quotes, and “by the numbers” 📤 Sends the HTML email via Gmail with subject “Reddit Digest” (editable) 🛠 What you’ll need 🔑 Reddit OAuth2 connected in n8n 🔑 OpenAI API key (e.g., gpt-4o-mini) for filtering and summarization 🔑 Gmail OAuth2 to deliver the newsletter 🧵 A target subreddit and a clearly defined topic of interest 🧩 How it works (high-level) Manual Trigger → Get many posts (from subreddit) Select Top 10 (Code node, ranking by ups + comments + date) Set topic of interest → AI filter → String to JSON → If topic of interest Loop Over Items for each valid post Fetch post comments → Clean comments (Code) → Merge comments → Merge with post Summarize post + comments (AI) → Merge summaries → Create newsletter HTML Send Gmail message with the generated HTML ⚙️ Key fields to adjust Subreddit name* and “new” filter in *Get many posts Ranking logic* inside *Top 10 Code node Text inside Set topic of interest** Prompts* for *AI filter, Summarize, and Create newsletter (tone & structure) Recipient & subject line* in *Send Gmail message ✨ Use cases Weekly digest** of your niche community Podcast or newsletter prep** with community insights Monitoring specific themes** (e.g., “how to get first customers”) and delivering insights to a team or client 🧠 Tips & gotchas ⏱️ Reddit API limits: tune batch size and rate if the subreddit is very active 🧹 Robust JSON parsing: the String to JSON node handles clean, fenced, or escaped JSON; failures return error + raw for debugging 📨 Email client quirks: test long newsletters; some clients clip lengthy HTML 💸 AI cost: the two-step (summarization + HTML generation) improves quality but can be merged to reduce cost 🧭 Quick customization Change microsaas to your target subreddit Rewrite the topic of interest (e.g., “growth strategies”, “fundraising”, etc.) Adapt the newsletter outline prompt for a different tone/format Schedule with a Cron node for daily or weekly digests 📬 Contact & Feedback Need help tailoring this workflow to your stack? 📩 Luis.acosta@news2podcast.com 🐦 @guanchehacker If you’re building something more advanced with curation + AI (like turning the digest into a podcast or video), let’s connect — I may have the missing piece you need.

Turn raw feedback into actionable product insights. This workflow collects feedback from both customers and staff via a single Jotform, uses Gemini AI to analyze and categorize it, then intelligently routes it: Actionable bugs and feature requests* become tasks in specific *Trello** lists, tagged with source and priority. General feedback* is logged in a structured *Airtable** base for later review. Urgent bugs* trigger instant *Slack** alerts for your dev team. An optional confirmation email is sent via Gmail if the submitter provides their address. Stop manually sorting feedback and ensure nothing falls through the cracks. This workflow centralizes input, automates triage, and delivers structured data directly to your product and development teams. Features Unified Feedback Collection:** Uses a single Jotform for customers and staff. AI-Powered Triage:** Gemini AI categorizes feedback (Bug, Feature Request, General), suggests priority, and extracts keyword tags. Intelligent Filtering:** An IF node separates actionable tasks from general comments. Automated Task Creation:** Creates Trello cards in specific lists ("Bugs," "Feature Backlog") with relevant labels (Source, Urgent). Structured Logging:** Saves all general feedback to an Airtable base for review and trend analysis. Conditional Alerts:* Notifies a Slack channel *only for high-priority bugs. Optional Email Confirmation:** Sends a thank-you email if the submitter provides their address. Nodes Used 🟣 Jotform Trigger (Jotform Trigger) ✉️ Gmail (Send Confirmation Email) 🧠 AI Agent (AI Feedback Triage) 🃏 Trello (Create Trello Card) 📣 Slack (Alert Dev Team) 🗂️ Airtable (Log General Feedback to Airtable) 🔧 Set, **❓ IF, 🚫 No Operation, do nothing How to use this template Follow these steps to configure the workflow with your accounts and specific IDs. 1. Set up Jotform, Trello, and Airtable (CRITICAL) Before starting, you must create the Jotform form, Trello board, and Airtable base exactly as described in the "Required Setup" section at the end of this document. 2. Configure the Jotform Trigger Node Credentials:** Connect your Jotform account. Form:** Select your "Help us improve IdeaToBiz" form (replace the title with your company name). Resolve Data:* Ensure the *"Resolve Data"* toggle in the node's parameters is turned *ON**. 3. Configure the Config (Set) Node This node stores your Trello IDs. You must replace the placeholder values. Find Your IDs:** Open your Trello board, add .json to the URL, and press Enter. Search the JSON page for your List names ("Bugs," "Feature Backlog") and Label names ("Customer," "Staff," "Other," "Urgent") to find their corresponding "id" values. Action:** Paste your unique IDs into the value fields in this node. 4. Configure the Email Provided? (IF) and Send Confirmation Email (Gmail) Nodes IF Node:** No configuration needed. Gmail Node:** Credentials: Connect your Gmail (or other email service) account. Customize: Edit the Subject and Body to match your company's voice. 5. Configure the AI Feedback Triage Node Credentials:** Connect your Google AI (Gemini) credentials. Check Prompt:** Ensure the prompt correctly references your feedback field (e.g., {{ $('Jotform Trigger').item.json['Feedback Details'] }}). Check Schema:** Ensure the "Structured Output" JSON schema matches the required fields (task_title, category, suggested_priority, tags). 6. Configure the Is it a Bug or Feature? (IF) Node No configuration needed. This node filters based on the AI output. 7. Configure the Create Trello Card Node Credentials:** Connect your Trello credentials. Board ID:** Select your Product Feedback board. Check Expressions:** Verify that the expressions for List ID and Labels correctly pull the IDs from your Config node and data from the AI Feedback Triage and Jotform Trigger nodes. The template should be pre-filled, but double-check node names if you renamed them. 8. Configure the Is it an Urgent Bug? (IF) Node No configuration needed. This checks the AI output before alerting Slack. 9. Configure the Alert Dev Team (Slack) Node Credentials:** Connect your Slack credentials. Channel:** Select the channel for urgent bug alerts (e.g., #dev-alerts). Customize:** Edit the message text if desired. Ensure the Trello card URL expression ({{ $('Create Trello Card').item.json.shortUrl }}) is correct. 10. Configure the Log General Feedback to Airtable Node Credentials:** Connect your Airtable credentials. Base ID:** Select your Product Feedback Log base. Table ID:** Select your Feedback Submissions table. Enable Typecast:* In the node's *Options, ensure the **Typecast toggle is ON. This is crucial for allowing n8n to create new tag options in Airtable. Check Field Mappings:** Verify that the field mappings correctly reference the AI Feedback Triage and Jotform Trigger nodes. 11. Activate Your Workflow! Once all credentials and IDs are configured, save and activate your workflow. How to Adapt the Template Change Task Destination:* Replace the Trello node with *ClickUp, **Asana, Jira, or another task manager. You'll need to adapt the field mappings. Change Logging Destination:* Replace the Airtable node with *Google Sheets, **Notion, or send logs via Email or Discord. Adjust AI Prompt:** Modify the prompt in the AI Feedback Triage node to change how feedback is categorized, prioritized, or tagged. Modify Filtering Logic:** Change the conditions in the Is it a Bug or Feature? IF node (e.g., maybe you also want "UI/UX Issue" to go to Trello). Refine Alerting:** Change the conditions in the Is it an Urgent Bug? IF node or send alerts for different categories (e.g., alert the design team for UI issues). Required Setup Jotform Form Setup Create Account: If needed, sign up at Jotform. Create Form: Build a form titled "Help us improve IdeaToBiz" (or similar). Add Fields: Radio Button: Label I am a..., Options Customer, Staff, Other (Required: ON). Email: Label Your Email (Optional) (Required: OFF). Long Text: Label Feedback Details (Required: ON). Submit Button: Label Submit Feedback. Trello Board Setup Create Board: Create a new Trello board named Product Feedback. Create Lists (Columns): Add at least these two lists: Feature Backlog Bugs Create Labels: Go to Menu -> More -> Labels and create: Urgent (Red recommended) Customer (Blue recommended) Staff (Green recommended) Other (Grey recommended) Airtable Base Setup Create Base: Create a new Airtable base named Product Feedback Log. Create Table: Name the table Feedback Submissions. Configure Fields: Rename the primary field (Name) to Feedback Summary (Type: Single line text). Rename Notes to Full Feedback (Type: Long text). Delete Assignee. Rename Status to Source (Type: Single select, Options: Customer, Staff, Other). Add Email field (Type: Email). Add AI Tags field (Type: Multiple select). Add Submitted At field (Type: Created time).

Template Overview This n8n workflow provides an intelligent, timezone-aware AI voice calling system for e-commerce businesses to automatically confirm customer orders via phone calls. The system uses VAPI (Voice AI Platform) to make natural, conversational calls while respecting customer time zones and business hours. 🎯 Use Case Perfect for e-commerce businesses that want to: Automatically confirm high-value or important orders via phone Reduce order cancellations and disputes Provide personalized customer service at scale Maintain human-like interactions while automating the process Respect customer time zones and calling hours ✨ Key Features Timezone Intelligence Automatically detects customer timezone from shipping address or phone number Only calls during appropriate business hours (10 AM - 3 PM local time, weekdays) Schedules calls for appropriate times when outside calling hours Uses timezone-aware greetings (Good morning/afternoon/evening) AI-Powered Conversations Natural, context-aware conversations using VAPI Personalized greetings with customer names and local time awareness Intelligent confirmation detection from call transcripts Handles customer concerns and change requests gracefully Smart Call Management Automatic retry logic with attempt tracking Call quality assessment and cost tracking Detailed transcript analysis and sentiment detection Follow-up alerts for calls requiring human intervention Comprehensive Tracking Complete call history and analytics in Airtable Real-time status updates throughout the process Detailed reporting on confirmation rates and call quality Cost tracking and ROI analysis 🏗️ Workflow Architecture Main Flow (Order Confirmation) Order Webhook - Receives order data from e-commerce platform Data Validation - Validates required fields (phone, status) Timezone Detection - Determines customer timezone and calling eligibility Call Routing - Either initiates immediate call or schedules for later VAPI Integration - Makes the actual AI voice call Status Tracking - Updates database with call results Scheduled Flow (Retry System) Runs every 15 minutes to check for scheduled calls Respects retry limits and calling hours Automatically processes queued confirmations Webhook Handler (Results Processing) Receives VAPI call completion webhooks Analyzes call transcripts for confirmation status Sends follow-up alerts or confirmation emails Updates final order status 🔧 Prerequisites & Setup Required Services VAPI Account - For AI voice calling functionality Airtable Base - For order tracking and analytics SMTP Server - For email notifications n8n Instance - Self-hosted or cloud

How it works This workflow starts whenever a new lead comes in through Typeform (form submission) or Calendly (meeting booking). It captures the lead’s information, standardizes it into a clean format, and checks the email domain. If it’s a business domain, the workflow uses AI to enrich the lead with company details such as industry, headquarters, size, and website. Finally, it merges all the data and automatically saves the enriched contact in HubSpot CRM. Step-by-step Capture Leads The workflow listens for new form responses in Typeform or new invitees in Calendly. Both sources are merged into a single stream of leads. Standardize Data All incoming data is cleaned and formatted into a consistent structure: Name, Email, Phone, Message, and Domain. Filter Domains Checks the email domain. If it’s a free/public domain (like Gmail or Yahoo), the lead is ignored. If it’s a business domain, the workflow continues. AI Company Enrichment Sends the domain to an AI Agent (OpenAI GPT-4o-mini). AI returns structured company details: Company Name Industry Headquarters (city & country) Employee Count Website LinkedIn Profile Short Company Description Merge Lead & AI Data Combines the original lead details with the AI-enriched company information. Adds metadata like timestamp and workflow ID. Save to HubSpot CRM Creates or updates a contact record in HubSpot. Maps enriched fields like company name, LinkedIn, website, and description. Why use this? Automatically enriches every qualified lead with valuable company intelligence. Filters out unqualified leads with personal email addresses. Keeps your CRM updated without manual research. Saves time by centralizing lead capture, enrichment, and CRM sync in one flow. Helps sales teams focus on warm, high-value prospects instead of raw, unverified leads.

Never worry about losing your n8n workflows again. This template provides a powerful, automated backup system that gives you the peace of mind of version control without the complexity of Git. On a schedule you define, it intelligently scans your n8n instance for new workflow versions and saves them as downloadable snapshots in a clean and organized Airtable base. But it’s more than just a backup. This workflow uses AI to automatically generate a concise summary of what each workflow does and even documents the changes between versions. The result is a fully searchable, self-documenting library of all your automations, making it the perfect "single source of truth" for your team or personal projects. Who is this for? Self-hosted n8n users:** This is an essential insurance policy to protect your critical automations from server issues or data loss. n8n developers & freelancers:** Maintain a complete version history for client projects, allowing you to easily review changes and restore previous versions. Teams using n8n:** Create a central, browseable, and documented repository of all team workflows, making collaboration and handovers seamless. Any n8n user who values their work:** Protect your time and effort with an easy-to-use, "set it and forget it" backup solution. What problem does this solve? Prevents catastrophic data loss:** Provides a simple, automated way to back up your most critical assets—your workflows. Creates "no-code" version control:** Offers the benefits of version history (like Git) but in a user-friendly Airtable interface, allowing you to browse and download any previous snapshot. Automates documentation:** Who has time to document every change? The AI summary and changelog features mean you always have up-to-date documentation, even if you forget to write it yourself. Improves workflow discovery:** Your Airtable base becomes a searchable and browseable library of all your workflows and their purposes, complete with AI-generated summaries. How it works Scheduled check: On a recurring schedule (e.g., daily), the workflow fetches a list of all workflows from your n8n instance. Detect new versions: It compares the current version ID of each workflow with the snapshot IDs already saved in your Airtable base. It only proceeds with new, unsaved versions. Generate AI documentation: For each new snapshot, the workflow performs two smart actions: AI Changelog: It compares the new workflow JSON with the previously saved version and uses AI to generate a one-sentence summary of what’s changed. AI Summary: It periodically re-analyzes the entire workflow to generate a fresh, high-level summary of its purpose, ensuring the main description stays up-to-date. Store in Airtable: It saves everything neatly in the provided two-table Airtable base: A Workflows table holds the main record and the AI summary. A linked Snapshots table stores the version-specific details, the AI changelog, and the actual .json backup file as an attachment. Setup Duplicate the Airtable base: Before you start, click here to duplicate the Airtable Base template into your own Airtable account. Configure the workflow: Connect your n8n API credentials to the n8n nodes. Connect your Airtable credentials and map the nodes to the base you just duplicated. Connect your AI provider credentials to the OpenAI Chat Model nodes. Important: In the Store workflow file into Airtable (HTTP Request) node, you must replace <AIRTABLE-BASE-ID> in the URL with your own base ID (it starts with app...). Set your schedule: Configure the Schedule Trigger to your desired frequency (daily is a good start). Activate the workflow. Your automated, AI-powered backup system is now live! Taking it further Add notifications:* Add a *Slack* or *Email** node at the end of the workflow to send a summary of which workflows were backed up during each run. Use different storage:* While designed for Airtable, you could adapt the logic to store the JSON files in *Google Drive* or *Dropbox* and the metadata in *Google Sheets* or *Notion**. Optimize AI costs:* The *Check workflow status** (Code) node is set to regenerate the main AI summary for the first few snapshots and then every 5th snapshot. You can edit the code in this node to change this frequency and manage your token consumption.

Who’s it for This workflow is perfect for IT departments, helpdesk teams, or internal service units that manage incoming support requests through Jotform. It automates ticket handling, classification, and response—saving time and ensuring consistent communication. How it works When a new IT service request is submitted through Jotform, this workflow automatically triggers in n8n. The submitted details (name, department, category, comments, etc.) are structured and analyzed using Google Gemini AI to summarize and classify the issue’s priority level (P0–P2). P0 (High): Urgent issues that send an immediate Telegram alert. P1 (Medium) / P2 (Low): Logged in Google Sheets for tracking and reporting. After classification, the workflow sends a confirmation email to the requester via Gmail, providing a summary of their submission and current status. How to set up Connect your Jotform account to the Jotform Trigger node. Add your Google Sheets, Gmail, and (optionally) Telegram credentials. Map your Jotform fields in the “Set” node (Full Name, Department, Category, etc.). Test by submitting a form response. Requirements Jotform account and published IT request form Google Sheets account Gmail account (for replies) Optional: Telegram bot for real-time alerts n8n account (cloud or self-hosted) How to customize the workflow Adjust AI classification logic in the Priority Classifier node. Modify email templates for tone or format. Add filters or additional routing for different departments. Extend to integrate with your internal ticketing or Slack systems.

Sync Gmail emails to PostgreSQL with S3 attachment storage Automated Gmail Email Processing System Who's it for Businesses and individuals who need to: Archive email communications in a searchable database Backup email attachments to cloud storage Analyze email patterns and communication data Comply with data retention policies Integrate emails with other business systems What it does This workflow automatically captures, processes, and stores Gmail emails in a PostgreSQL database while uploading file attachments to S3/MinIO storage. It handles both individual emails (via Gmail Trigger) and bulk processing (via Schedule Trigger). Key features: Dual processing: real-time individual emails + scheduled bulk retrieval Complete email metadata extraction (sender, recipients, labels, timestamps) HTML to plain text conversion for searchable content Binary attachment processing with metadata extraction Organized S3/MinIO file storage structure UPSERT database operations to prevent duplicates How it works Email Capture: Gmail Trigger detects new emails, Schedule Trigger gets bulk emails from last hour Parallel Processing: Emails with attachments go through binary processing, others go directly to transformation Attachment Handling: Extract metadata, upload to S3/MinIO, create database references Data Transformation: Convert Gmail API format to PostgreSQL structure Storage: UPSERT emails to database with linked attachment information Requirements Credentials needed: Gmail OAuth2 (gmail.readonly scope) PostgreSQL database connection S3/MinIO storage credentials Database setup: Run the provided SQL schema to create the messages table with JSONB fields for flexible data storage. How to set up Gmail OAuth2: Enable Gmail API in Google Cloud Console, create OAuth2 credentials PostgreSQL: Create database and run the SQL schema provided in setup sticky note S3/MinIO: Create bucket "gmail-attachments" with proper upload permissions Configure: Update authenticatedUserEmail in transform scripts to your email Test: Start with single email before enabling bulk processing How to customize Email filters**: Modify Gmail queries (in:sent, in:inbox) to target specific emails Storage structure**: Change S3 file path format in Upload node Processing schedule**: Adjust trigger frequencies based on email volume Database fields**: Extend PostgreSQL schema for additional metadata Attachment types**: Add file type filtering in binary processing logic Note: This workflow processes emails from the last hour to avoid overwhelming the system. Adjust timeframes based on your email volume and processing needs.

This enterprise-grade n8n workflow automates influencer contract compliance for Instagram campaigns — from deadline tracking to breach detection — using Claude AI, Instagram API, and smart reminders. It ensures timely deliverables by monitoring posts, sending proactive alerts, and escalating breaches, all with zero manual oversight. Key Features Daily contract scanning** from Google Sheets Deadline calculations** for approaching or passed dates Automated reminders** via Slack for nearing deadlines Post verification* using Instagram API and *Claude 3.5 Sonnet** for hashtag/description matching Breach detection engine** identifies non-compliant influencers Escalation notifications** to managers on breaches Audit logs** stored in Google Sheets for compliance records Scalable triggers:** Daily schedule or webhook for new contracts Workflow Process | Step | Node | Description | | ---- | ----------------------------------- | -------------------------------------------------------- | | 1 | Schedule Trigger | Runs daily at 9 AM or via webhook (/influencer-compliance) | | 2 | Get Contracts | Loads influencer contracts from Contracts sheet | | 3 | Loop Over Contracts | Processes each contract individually | | 4 | Calculate Deadline Status | Computes days to deadline, flags approaching/passed | | 5 | IF Approaching Deadline | Branches if within 3 days | | 6 | Send Reminder (Slack) | Notifies influencer/team of upcoming deadline | | 7 | IF Deadline Passed | Branches if deadline has passed | | 8 | Get Influencer Posts | Fetches recent posts from influencer's Instagram | | 9 | Check Post Compliance (Claude AI) | Uses AI to verify if post matches contract requirements | | 10 | IF Breach Detected | Branches if non-compliant | | 11 | Notify Breach (Slack) | Alerts manager of contract breach | | 12 | Log Breach | Records breach details in Logs sheet | | 13 | End (Compliant Path) | Terminates compliant branches | Setup Instructions 1. Import Workflow Open n8n → Workflows → Import from Clipboard Paste the JSON workflow 2. Configure Credentials | Integration | Details | | ----------------- | -------------------------------------------------- | | Google Sheets | Service account with spreadsheet access | | Instagram API | Business access token for fetching media | | Claude AI | Anthropic API key for claude-3-5-sonnet-20241022 | | Slack | Webhook or OAuth app | 3. Update Spreadsheet IDs Ensure your Google Sheets include: Contracts Logs 4. Set Triggers Webhook:** /webhook/influencer-compliance (for real-time updates) Schedule:** Daily at 9:00 AM 5. Run a Test Use manual execution to confirm: Reminder and breach notifications Post compliance checks Log entries in sheet Google Sheets Structure Contracts | campaignId | influencerName | influencerUserId | deadline | requiredHashtag | campaignDescription | |------------|----------------|------------------|------------|-----------------|---------------------| | CAMP-001 | InfluencerX | 1234567890 | 2023-12-31 | #BrandPromo | Promote new product | Logs | campaignId | influencerName | action | timestamp | details | |------------|----------------|-----------------|--------------------|----------------------| | CAMP-001 | InfluencerX | Breach Detected | 2023-10-01T12:00:00Z | Failed to post by deadline | System Requirements | Requirement | Version/Access | | --------------------- | ---------------------------------------------- | | n8n | v1.50+ (AI and API integrations supported) | | Claude AI API | claude-3-5-sonnet-20241022 | | Instagram Graph API| Business account access token | | Google Sheets API | https://www.googleapis.com/auth/spreadsheets | | Slack Webhook | Required for notifications | Optional Enhancements Add email reminders to influencers directly Integrate Asana/Trello for task creation on breaches Use advanced AI prompts for deeper post analysis (e.g., sentiment) Connect Payment APIs (Stripe) to withhold payments on breaches Enable multi-platform checks (e.g., TikTok/YouTube) Add reporting dashboard via Google Data Studio Implement auto-contract updates from CRM systems Result: A single automated system that tracks, reminds, and enforces influencer deliverables — with full AI verification and zero manual work. Get in touch with us for custom n8n automation!