Workflow Templates

How it works This workflow runs on a schedule and retrieves newly created HubSpot contacts from the past 24 hours. It processes each contact individually and generates a tailored marketing campaign using an AI model. The generated content is formatted into a clean HTML structure. Finally, a personalized email is sent to each contact with their campaign strategy. Step-by-step Trigger and fetch contacts** Schedule Trigger – Starts the workflow at defined intervals. Search contacts – Retrieves contacts created in the last 24 hours from HubSpot. Process and generate campaign** Loop Over Contacts – Splits contacts into individual items for processing. AI Agent – Generates a personalized marketing campaign strategy. Groq Chat Model – Sub-node providing the AI model for content generation. Format AI's output – Converts AI text into HTML-friendly format. Send a message – Sends the personalized email to each contact. Why use this? Automates personalized outreach for every new lead Delivers instant value with AI-generated campaign strategies Reduces manual marketing effort and response time Improves engagement through highly tailored messaging Easily scalable and customizable for different business needs

How it works Submit one or more Apple Podcast episode URLs via the built-in n8n form The workflow queries the iTunes API to retrieve each podcast's public RSS feed, then parses the XML to locate the matching episode's MP3 file ElevenLabs Scribe transcribes the full audio by passing the MP3 URL directly - no file download needed GPT-5-MINI generates a structured summary for each episode: title, key points, useful info, and a bottom line All summaries are combined into a formatted HTML email and delivered to your inbox Set up steps Setup takes about 5 minutes Connect three credentials: ElevenLabs (HTTP Header Auth with your API key), OpenAI API, and Gmail OAuth2 Update the recipient email address in the "Send Summary Email" node Detailed instructions are in the sticky notes inside the workflow

Title (suggested): Extract business card data from Telegram to Google Sheets Who’s it for Teams that receive business cards digitally (sales, marketing, back-office) and want a plug-and-play way to capture contacts into a sheet without manual typing. What it does / How it works This workflow ingests a business card sent to your Telegram bot, detects whether the message contains an image or text, extracts key fields with an AI Vision Agent (company, full name, department, job title, postal code, address, phone, mobile, fax, email, website), and appends or updates a contact row in Google Sheets automatically. How to set up Connect Telegram (bot token) and enable file download. Connect your AI provider (OpenRouter or equivalent) used by the AI Vision Agent. Connect Google Sheets and select your spreadsheet + sheet tab. Rename nodes clearly and keep sticky notes: one overview note (this description) + step notes. Test by sending a sample card image to your bot and verify the row is appended/updated. Requirements Telegram Bot API credential AI chat/vision credential Google Sheets OAuth credential and an accessible spreadsheet How to customize the workflow Map fields to your sheet headers (add/remove columns as needed). Adjust the system prompt to prefer your locale or specific field formats. Change the matching key for update logic (e.g., company name or email). Add downstream steps (CRM push, dedupe rules, notifications). Security note: Do not hardcode API keys or include real IDs/emails. Use credentials and environment configs only. JSON [ { "company_name": "Example Company Ltd.", "department": "Sales", "job_title": "Sales Manager", "full_name": "Taro Yamada", "postal_code": "100-0001", "address": "1-1-1 Marunouchi, Chiyoda-ku, Tokyo", "phone_number": "+81-3-0000-0000", "mobile_phone_number": "+81-90-0000-0000", "fax_number": "+81-3-1111-1111", "email": "example@company.com", "website_url": "https://example.com" } ] Troubleshooting Nothing appears in Google Sheets Solution: Verify that your Google Sheets credentials are correctly authorized. Confirm the Spreadsheet ID and Sheet Name in the node match your target file. Make sure the Google Sheets node is connected downstream of the AI Vision Agent. If the workflow runs successfully but nothing is added, check whether the matching column (company_name) already exists — in appendOrUpdate mode it will only update that row. AI returns incomplete or invalid data Solution: Review the system prompt in the AI Vision Agent to ensure it instructs the model to return a structured JSON object with all required fields (company name, full name, department, job title, address, etc.). If the result is partial, verify the image quality of the uploaded business card — low contrast or skewed images can reduce OCR accuracy. You can reduce temperature in the AI node to make output more deterministic. Workflow doesn’t start automatically Solution: Check that the workflow is activated (toggle is ON in the top right of n8n). Verify the Webhook URL is correctly registered in Telegram’s bot settings. Run manually once to ensure all credentials and nodes are configured correctly.

Overview This workflow automates weather forecast delivery by collecting city names, fetching 5-day forecasts from OpenWeatherMap, and generating professionally formatted HTML emails using GPT-4. The AI creates condition-based color-coded reports with safety precautions and sends them via Gmail. How It Works A form trigger collects up to three city names, which are geocoded via OpenWeatherMap API to retrieve coordinates and 5-day forecasts. JavaScript nodes process the raw weather data into daily summaries, calculating temperature ranges, precipitation levels, wind speeds, and dominant weather conditions. GPT-4 then generates professionally formatted HTML emails with condition-based color coding: The AI intelligently adds contextual safety warnings for heavy rain, extreme heat, high winds, and thunderstorms. A validation node ensures proper JSON formatting before Gmail sends the final briefing. Use Cases • Field ops & construction crew briefings • Travel planning and itinerary preparation • Outdoor event planning & coordination • Logistics and transportation route planning • Real estate property viewing scheduling • Sports and recreational activity planning Setup Requirements 1) OpenWeatherMap API credentials 2) OpenAI API key 3) Gmail OAuth2 authentication Need Help? Join the Discord or ask in the Forum! README file available at https://tinyurl.com/MulticityWeatherForecast

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)

This n8n workflow automates the transformation of raw text ideas into structured visual diagrams and content assets using NapkinAI. It connects Claude AI (Anthropic) with NapkinAI to take any rough concept or unstructured idea, intelligently enrich and structure it, generate polished visual diagrams, and deliver the results directly to your team via email, Slack, and a database log — all hands-free. 🔄 Workflow Stages 1. Input Collection Webhook trigger accepts raw idea text Manual trigger for testing Configurable idea metadata (title, type, audience) 2. AI Idea Enrichment (Claude) Expands raw idea into structured concept Extracts key themes and relationships Suggests optimal diagram types Generates multiple visual concepts 3. NapkinAI Processing Authenticate with NapkinAI API Submit enriched text for visual generation Poll for completion status Retrieve generated diagram assets 4. Asset Management Download generated visuals Store metadata in database Organize by project/category 5. Delivery Email with visual assets attached Slack notification with preview Save to Google Drive / Notion ⚙️ Setup Required NapkinAI API credentials Anthropic API key (Claude) SMTP for email delivery Slack webhook (optional) PostgreSQL for logging (optional) Why Does It Matter? Creating visual content is time-consuming. Turning an idea into a diagram, infographic, or visual asset typically requires: Writing a clear brief Choosing the right diagram format Using design tools manually Iterating on structure and layout This workflow compresses all of that into a single automated pipeline. Key benefits: Speed: Ideas become visuals in minutes, not hours Consistency: Every output follows a structured process Scale: Process multiple ideas simultaneously Repurposing: Each idea generates 3+ content format suggestions Team Visibility: Slack + email notifications keep everyone aligned Tracking: Database logging enables analytics over time

📰 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.

How It Works This workflow automates energy portfolio governance for energy managers, sustainability teams, and policy compliance officers. It eliminates the manual effort of aggregating multi-source energy data, applying forecasting and optimisation logic, and distributing performance outcomes to stakeholders. Three scheduled API feeds, weather data, energy demand, and renewable generation, are combined into a unified dataset. The Energy Governance Agent, backed by shared memory and a governance model, coordinates three specialist agents: a Renewable Forecasting Agent (predictive generation modelling), a Weather Analysis Agent (climate-adjusted demand assessment), and a Policy Compliance Agent (regulatory alignment checking). Five tools support the orchestration: an Energy Calculator, Optimisation Algorithm Tool, External Data API Tool, Sustainability Research Tool, and Structured KPI Output parser. Results are distributed across three outputs, a Slack sustainability alert, a Gmail performance dashboard email, and a Google Sheets KPI store, giving stakeholders immediate, channel-appropriate visibility into energy governance outcomes. Setup Steps Import workflow; configure the Energy Analysis Schedule trigger interval. Set API endpoint URLs for Fetch Weather Data, Fetch Energy Demand, and Fetch Renewable Generation nodes. Add AI model credentials to the Agents. Connect Slack credentials to the Send Sustainability Alert node. Link Gmail credentials to the Email Performance Dashboard node. Link Google Sheets credentials; set the sheet ID for the Energy KPIs tab. Prerequisites OpenAI API key (or compatible LLM) Slack workspace with bot credentials Gmail account with OAuth credentials Google Sheets with Energy KPIs tab pre-created Use Cases Energy managers automating renewable generation forecasting against real-time demand data Customisation Swap the Optimisation Algorithm Tool parameters to target carbon intensity, cost, or grid stability objectives Benefits Parallel triple-source ingestion ensures governance decisions are based on complete, synchronised energy data

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).