Workflow Templates

📄 AI-Powered Document Summarizer & Notifier This workflow monitors a Google Drive folder for new files (Google Docs or PDFs), extracts text, summarizes content with OpenAI, and sends results to Slack or Email. 🔧 How It Works Monitors a Google Drive folder for new files. Detects file type → Google Doc vs PDF. Extracts text (via Google Docs API or PDF extractor). Summarizes & analyzes content using OpenAI. Sends results to Slack and/or Email. 👤 Who Is This For? Business teams → Quick digests of reports, proposals, contracts. Educators / researchers → Summaries of long study materials. Founders / managers → Daily summaries without opening every file. Operations teams → Compliance and documentation tracking. 💡 Use Case / Problem Solved Reading long documents is time-consuming. Sharing key points across teams requires manual effort. Important context (sentiment, action items) is often missed. 👉 This workflow solves it by auto-summarizing documents and notifying teams instantly. ⚙️ What This Workflow Does Monitors Google Drive for new Google Docs or PDFs. Extracts text automatically. Uses OpenAI to generate: Title Summary Key Points Suggested Action Items Language detection Sentiment (positive, neutral, negative) Pushes output to Slack channel and/or Email inbox. 🛠️ Setup Instructions Prerequisites Google Drive (OAuth2) Google Docs (OAuth2) OpenAI API Key Slack (OAuth2) or Gmail (OAuth2) Steps to Configure Connect Google Drive Choose the folder you want to monitor. Set up file type routing Use an IF node to split Docs vs PDFs. For Google Docs Use Google Docs Get → extract text. For PDFs Use Google Drive Download → Extract PDF. Send text to OpenAI Connect to your OpenAI model. Customize the system prompt to generate title, summary, sentiment, etc. Notify Send output to Slack channel or Gmail. Save & activate your workflow. 📌 Notes Adjust OpenAI prompt to suit your context. For large PDFs, consider splitting into smaller chunks.

AI-Powered Invoice Processing from Gmail to Google Sheets with Slack Approval This workflow completely automates your invoice processing pipeline. It triggers when a new invoice email arrives in Gmail, uses AI to extract key data from the PDF attachment, logs it in a Google Sheet, and sends a request to Slack with simple links for one-click approval or rejection. Who's it for? This template is perfect for small business owners, finance teams, freelancers, and anyone looking to eliminate the manual work of processing invoices. It saves hours of data entry, reduces human error, and streamlines the approval process. How it works Trigger: The workflow starts when an email with a specific subject (e.g., "Invoice") arrives in Gmail. Extraction: It automatically downloads the first PDF attachment from the email and extracts all its text content. AI Processing: The extracted text is sent to an AI model, which intelligently identifies and pulls out key details: invoice number, issue date, company name, total amount, and due date. Logging: This structured data is appended as a new row in your Google Sheet. The status is automatically set to "pending". The full, raw text from the PDF is also saved for easy verification. Approval Request: A formatted message is sent to a designated Slack channel. This message includes the key invoice details and two unique links: one to approve and one to reject the invoice. Handle Response: When a user clicks either the "Approve" or "Reject" link, the corresponding Webhook in the workflow is triggered. Update Sheet: The workflow finds the correct row in the Google Sheet using the invoice number and updates its status to "approved" or "rejected". Confirmation: A final confirmation message is sent to the Slack channel, closing the loop and informing the team of the action taken. How to set up Credentials: Add your credentials for Gmail, OpenAI, Google Sheets, and Slack in the designated nodes. Gmail Trigger: In the "1. New Invoice Email Received" node, change the search query q from "incoice" to the keyword you use for invoice emails (e.g., "invoice"). Google Sheets: In the three Google Sheets nodes ("6. Log Invoice...", "9a. Update Status to Approved", and "9b. Update Status to Rejected"), enter your Google Sheet ID and the name of the sheet. Slack: In the three Slack nodes ("7. Send Approval Request...", "10a. Send Approval Confirmation", and "10b. Send Rejection Confirmation"), enter your Slack Channel ID. Webhook URLs: First, activate the workflow using the toggle in the top-right corner. Open the "Webhook (Approve)" node, go to the Production URL tab, and copy the URL. Paste this URL into the "7. Send Approval Request to Slack" node, replacing the https://YOUR_WEBHOOK_BASE_URL/webhook/approval part of the approval link. Repeat this process for the "Webhook (Reject)" node and the rejection link. Activate Workflow: Ensure the workflow is active for the Webhooks to work continuously. How to customize AI Prompt: You can modify the prompt in the "5. Extract Invoice Data with AI" node to extract different or additional fields to match your specific invoice formats. Slack Messages: Feel free to customize the text in all three Slack nodes to better fit your team's tone and communication style.

Overview This workflow automates the resume screening process using AI, enabling faster and more consistent candidate evaluation. It analyzes uploaded resumes, scores candidates based on job fit, and automatically routes them into acceptance, rejection, or manual review flows. By combining AI scoring, decision logic, and automated communication, this workflow helps HR teams save time, reduce bias, and streamline hiring operations. How It Works Webhook Trigger Receives resume uploads along with candidate details. Workflow Configuration Defines: Target job role Acceptance threshold Borderline threshold Resume Extraction Extracts text from uploaded PDF resumes. Data Preparation Structures candidate name, email, and resume content. AI Resume Scoring AI evaluates candidate based on: Skills match (40%) Experience (35%) Education (15%) Overall fit (10%) Returns: Score (0–100) Decision (accept / reject / borderline) Reason Decision Routing Accept → proceed to acceptance flow Borderline → escalate for review Reject → send rejection Action Flows Accepted Candidates Send acceptance email Log to Google Sheets Rejected Candidates Send rejection email Log to Google Sheets Borderline Candidates Notify HR via Slack Log as escalated in Google Sheets Setup Instructions Webhook Setup Configure the webhook endpoint (resume-upload) Connect it to your application or form OpenAI Credentials Add API credentials for resume scoring Gmail Integration Connect Gmail account for sending emails Slack Setup Configure Slack credentials Set HR review channel Google Sheets Connect your Google account Create a sheet for candidate tracking Customize Parameters Set job role Adjust: Acceptance threshold (e.g., 75) Borderline threshold (e.g., 50) Use Cases Automated resume screening for HR teams High-volume hiring pipelines Startup hiring automation Candidate pre-filtering before interviews AI-assisted recruitment workflows Requirements OpenAI API key Gmail account Slack workspace (optional) Google Sheets account n8n instance Key Features AI-powered resume evaluation Structured scoring and decision output Automated candidate communication Slack-based human review escalation Centralized tracking in Google Sheets Configurable thresholds and job roles Summary A complete AI-driven hiring assistant that evaluates resumes, scores candidates, and automates decision-making workflows. It reduces manual screening effort while ensuring consistent and scalable recruitment processes.

Monthly Energy Generation Report (PostgreSQL → PDF → Email) This workflow automatically collects monthly energy generation data from a PostgreSQL database, converts it into a structured PDF report and emails it to stakeholders. It eliminates manual report creation and ensures timely delivery of performance summaries. Who’s it for Energy companies monitoring solar, wind or hydro generation Operations & maintenance (O\&M) teams needing monthly summaries Managers and executives who require periodic performance reports Data analysts who want automated reporting instead of manual exports How it works Monthly Trigger → Schedules the workflow to run once a month. Postgres Node → Fetches energy data from the energy_data table. Code Node (Transform Data) → Structures the raw records into JSON with metadata (date_range, records, note). HTTP Request (PDF.co API) → Converts structured data into a formatted PDF report. Gmail Node (Send Report) → Sends the PDF report (or link) via email to the configured recipient. How to set up Import the workflow JSON into n8n. Configure credentials: PostgreSQL connection (DB host, user, password, database, schema). Gmail OAuth2 credentials. PDF.co API key (for HTML → PDF conversion). Update: Database table (energy_data). Email recipients in the Gmail node. PDF template (if custom formatting is required). Activate workflow. Requirements n8n (self-hosted or cloud) PostgreSQL database with energy generation data PDF.co API account with valid API key Gmail account with OAuth2 access Internet access for API calls How to customize Change the SQL query in the Postgres node to filter specific plants or date ranges. Update the Code node to add extra fields (e.g., average power, anomalies). Modify the PDF.co request body to use a custom HTML template for branding. Replace Gmail with Outlook, SMTP, or Slack for distribution. Add-ons Add Slack/Teams node to notify teams when reports are sent. Store PDFs in Google Drive or S3 for archival. Add a dashboard (e.g., Grafana or Superset) that references the same DB for real-time view. Integrate with Jira to auto-create tasks for underperformance alerts. Use Case Examples Solar company emailing monthly reports to plant owners. Wind farm operator generating regulatory compliance reports. O&M teams automating KPI summaries for executives. Consulting firms monitoring multiple clients’ energy production. Common Troubleshooting | Issue | Possible Cause | Solution | | ------------------------------ | -------------------------------------- | ------------------------------------------------------- | | Workflow does not trigger | Cron not set correctly | Verify Schedule Trigger node interval is monthly | | No data returned from Postgres | Wrong schema/table or DB creds | Check DB connection and table name | | PDF not generated | Invalid/missing PDF.co API key | Generate a new key in PDF.co dashboard | | Email not sent | Gmail OAuth expired or wrong recipient | Reconnect Gmail credentials and confirm recipient email | | PDF output malformed | Incorrect JSON → HTML conversion | Check Code node formatting and PDF.co request body | Need Help? Our n8n workflow automation experts at WeblineIndia can help you: Set up the PostgreSQL connection securely, Customize the PDF layout with your company branding, Add more delivery channels (Slack, Teams, S3), Extend reporting logic (KPIs, charts, anomaly detection), And so much more.

🎯 Accounting Alerts Automation Purpose: Automatically track Companies House filing deadlines for UK accounting firms and prevent costly penalties (£150-£1,500 per missed deadline). How it works: Daily automated checks pull live deadline data from Companies House API Color-coded email alerts (Red/Orange/Yellow/Green) prioritize urgent deadlines Interactive "Yes/No" buttons let recipients confirm completion status All data syncs back to Google Sheets for complete audit trail Value: Saves 2-3 hours/week per firm while eliminating manual tracking errors. ⚙️ Daily Deadline Check & Alert System Runs: Every weekday at 5 PM (Mon-Fri) What happens: Read Company Database - Fetches all tracked companies from Google Sheets Get Company Data - Pulls live filing deadlines from Companies House API for each company Update Due Dates - Syncs latest deadline data back to the tracking sheet Build Interactive Email - Creates HTML email with: Color-coded urgency indicators (days remaining) Sortable table by due date Clickable Yes/No confirmation buttons for each company Send via Gmail - Delivers consolidated report to accounting team Why automated: Manual deadline checking across 10-50+ companies is time-consuming and error-prone. This ensures nothing falls through the cracks. ✅ Email Response Handler (Webhook Flow) Triggered when: Recipient clicks "Yes" or "No" button in the alert email What happens: Webhook - Receives confirmation status (company_number, company_name, yes/no) Process Data - Extracts response details from the webhook payload Update Sheet - Records confirmation status in Google Sheets with timestamp Confirmation Page - Displays success message to user Why this matters: Provides instant feedback to the user and creates an audit trail of who confirmed what and when. No separate tracking system needed—everything updates automatically in the same spreadsheet. Result: Accountability without administrative burden. 📋 Setup Requirements Google Sheets Database Structure: Create a sheet with these columns: company_number (manually entered) company_name (manually entered) accounts_due (auto-updated) confirmation_due (auto-updated) confirmation_submitted (updated via email clicks) last_updated (auto-timestamp) Required Credentials: Google Sheets OAuth (for reading/writing data) Companies House API key (free from api.company-information.service.gov.uk) Gmail OAuth (for sending alerts) Webhook Configuration: Update webhook URL in "Build Interactive Email" node to match your n8n instance. Time to Setup: ~15 minutes once credentials are configured.

Use cases are many: Manage your Gmail inbox, schedule calendar events, and handle contact details — all from one central AI-powered assistant. Perfect for freelancers managing clients, agency owners who need streamlined communication, or busy professionals who want a personal AI secretary handling their email and calendar. Good to know At time of writing, each Gemini request is billed per token. See Gemini Pricing for the latest info. The workflow requires Gmail, Calendar, Sheets, and Telegram integrations. Ensure you’ve set up OAuth2 credentials correctly before running. How it works Triggers: The workflow listens for **new Gmail messages or Telegram commands. Smart AI Processing**: Incoming emails are summarized, classified (Client, Sponsorship, or Not Business), and labeled automatically. Auto-Replies**: Depending on classification, the assistant sends pre-written replies (e.g., client acknowledgment, sponsorship rates, or polite rejection). Calendar Management**: Through natural language requests in Telegram, you can schedule, update, or delete calendar events with conflict-checking in place. Contact Handling**: If you send an email to someone not yet in your database, the agent will prompt you for their email, add it to Google Sheets, and reuse it for future tasks. Memory**: The AI maintains conversation context, so repeated tasks feel seamless and natural. How to use Send commands via Telegram like: “Schedule a meeting with Sarah on Monday at 3 PM” “Send an email to David about the proposal” Watch as the assistant checks your calendar, sends emails, and keeps your contacts updated — all automatically. Requirements Gmail account (with labels created for Client, Sponsorship Request, and Not Business) Google Calendar for scheduling Google Sheets for contact management Google Gemini API key Telegram bot for live interaction Customising this workflow You can expand it to: Handle Slack or WhatsApp messages in addition to Telegram. Add more classification categories (e.g., Invoices, Personal, Leads). Extend auto-replies with dynamic templates stored in Google Sheets. Log all interactions to Notion or Airtable for a CRM-style history of communications. 👉 Rakin Jakaria

📊 Description Most career advice is generic. This workflow builds a fully personalized AI coaching system that remembers every user, adapts to their career stage and goals, detects what kind of help they need, and gets more contextual with every conversation. It is not a simple chatbot — it is a structured coaching engine with user profiling, conversation memory, intent routing, and proactive weekly outreach. Built for women's communities, coaching platforms, HR teams, and edtech creators who want to deliver real personalized career support at scale without hiring a team of coaches. What This Workflow Does 💬 Opens a chat interface where users can start talking immediately — no signup required 🧮 Detects if the user is new or returning on every message using Google Sheets as a user database 📋 Walks new users through a 4-step onboarding — name, career stage, biggest challenge, and monthly goal 🗂️ Stores and updates every user profile in Google Sheets with full onboarding state tracking 🔍 Detects intent from every coaching message across 6 categories — salary negotiation, interview prep, career change, leadership, confidence building, and work-life balance 🤖 Routes each message to a topic-specific GPT-4o system prompt tailored to that coaching category 💬 Loads the last 5 conversations from history to give GPT-4o full context before generating a response ✅ Responds with personalized advice, one actionable step for today, and a follow-up question to keep momentum 📝 Logs every conversation to Google Sheets with timestamp, message, intent, and AI response 📧 Sends every fully onboarded user a personalized weekly check-in email every Sunday with a weekly challenge, progress acknowledgment, and motivational quote from a woman leader Key Benefits ✅ Full conversation memory — every session builds on the last ✅ Intent detection across 6 coaching categories — not one generic prompt ✅ User profiling — advice is always tailored to their stage, challenge, and goal ✅ Proactive weekly outreach — not just reactive coaching ✅ Complete audit trail — every conversation logged to Google Sheets ✅ Works for any number of users simultaneously via session-based identification ✅ No login or signup needed — just open the chat URL and start How It Works SW1 — Onboarding Every message hits the Chat Trigger and gets routed through the onboarding engine. The workflow reads all users from Google Sheets and matches the current session ID. If the user is new they go through 4 onboarding steps one message at a time — name, career stage with a numbered menu, biggest challenge with a numbered menu, and their monthly goal in their own words. Numbered responses are automatically mapped to their full label so 2 becomes Early Career (1-3 years) and 5 becomes Work-life balance. Every step is saved and the onboarding state is tracked so users can return to the same conversation and pick up exactly where they left off. SW2 — Coaching Engine Once onboarding is complete every subsequent message goes straight to the coaching engine. The workflow reads the user's last 5 conversations from the Conversation Log sheet for context. It then scans the message for intent keywords across 6 categories and selects the matching system prompt. GPT-4o receives the full user profile, conversation history, and topic-specific coaching instructions before generating a response. Every response includes a main coaching answer, one specific action the user can take today, and a follow-up question to continue the conversation. The full exchange is logged to the Conversation Log sheet. SW3 — Weekly Check-in Every Sunday at 10AM the workflow reads all fully onboarded users, pulls their recent conversation topics from the log, and generates a personalized weekly check-in email for each one via GPT-4o. The email includes a warm personalized greeting, acknowledgment of their progress, a concrete weekly challenge tied to their goal, and a motivational quote from a real woman leader relevant to their situation. Emails are sent via Gmail and every send is logged to the Weekly Checkins sheet. Features n8n Chat Trigger with public URL — shareable with any user Session-based user identification — no login required 4-step guided onboarding with numbered menu options Numbered response to label mapping for clean data storage New vs returning user detection on every message Google Sheets as full user database and conversation memory 6-category intent detection engine with keyword matching Topic-specific GPT-4o system prompts per coaching category Last 5 message context window passed to every GPT call Structured JSON responses — advice, action step, follow-up question Weekly Sunday proactive check-in via Gmail Personalized HTML email with challenge box and quote section Full logging across 3 sheets — User Profiles, Conversation Log, Weekly Checkins Requirements OpenAI API key (GPT-4o access) Google Sheets OAuth2 connection Gmail OAuth2 connection A configured Google Sheet with 3 sheets as above Setup Steps Create a Google Sheet called "AI Confidence Coach" with 3 sheets — User Profiles, Conversation Log, Weekly Checkins Paste your Sheet ID into all Google Sheets nodes Add your Google Sheets OAuth2 credentials Add your OpenAI API key Add your Gmail OAuth2 credentials Add your email as fallback in the Send Weekly Checkin Email node Activate the workflow and copy the Chat Trigger URL Open the chat URL and test the full onboarding flow with 5 messages Send a coaching question and confirm GPT-4o responds with personalized advice Add your email to the User Profiles sheet and run SW3 manually to test the weekly check-in email Share the chat URL with your users — the workflow runs itself from here Target Audience 🤖 Women's communities and career platforms who want to offer AI coaching at scale 💼 HR teams building internal confidence and career development tools 🎓 Edtech creators running women's upskilling and mentorship programs 🔧 Automation agencies building AI coaching products for clients

Here is the template specification based on the provided workflow and guidelines. Audit Instagram Influencer Safety and Engagement to Slack Description Protect your brand reputation and optimize your marketing budget by automatically vetting potential influencer partners. Manually analyzing engagement rates and reading through hundreds of comments to detect brand safety risks is time-consuming and prone to error. This workflow streamlines the due diligence process. By simply entering an Instagram username into a form, the system scrapes recent data, calculates engagement metrics to detect potential fake followers or bot activity, and uses AI to scan content for offensive language or competitor mentions. The final detailed audit report is delivered instantly to your Slack channel and logged in Google Sheets for record-keeping. Who is this for Influencer Marketing Managers:** To quickly vet creators before sending collaboration offers. Digital Agencies:** To perform scalable due diligence for client campaigns. Brand Managers:** To ensure potential partners align with brand safety guidelines and do not promote direct competitors. How it works Input: The workflow starts with an n8n Form where you enter the influencer’s Instagram handle and optional competitor names. Data Extraction: It triggers Apify (using the Instagram Scraper) to fetch the profile’s statistics and their most recent 30 posts. Engagement Analysis: A Code Node calculates the average engagement rate. It logic flags the account as "Suspicious" if the rate is unnaturally low (indicating fake followers) or suspiciously high (indicating bot farms). AI Safety Check: Recent post captions are aggregated and sent to OpenAI. The AI analyzes the text for risk flags (controversy, profanity), competitor mentions, and assigns a safety score. Reporting: The workflow saves the raw request and results to Google Sheets and sends a formatted summary report to a specific Slack channel. Requirements Apify Account:** You will need an API token and access to the Instagram Scraper actor. OpenAI Account:** An API key to perform the content safety analysis. Google Cloud Platform:** Credential with access to the Google Sheets API. Slack Workspace:** A configured Slack app/bot to post messages. How to set up Configure Credentials: Connect your Apify, Google Sheets, OpenAI, and Slack accounts in the respective nodes. Setup Google Sheet: Create a Google Sheet with two tabs: Audit Requests (Columns: username, timestamp) Audit Results (Columns: username, followers, engagementRate, status, safetyScore, riskFlags, recommendation) Configure Variables: Open the Workflow Configuration node (Set node) to input: Your apifyApiToken. engagementThresholdLow (default is 1%). engagementThresholdHigh (default is 10%). Update IDs: In the Store Audit Request and Store Audit Results nodes, select your created Google Sheet. In the Send Audit Report to Slack node, select the channel where you want reports to appear. How to customize the workflow Adjust Thresholds:* Change the engagementThresholdLow or engagementThresholdHigh values in the *Workflow Configuration** node to fit your specific industry benchmarks. Modify AI Criteria:* Edit the system prompt in the *AI Content Safety Audit** node to check for specific brand values, specific keywords, or tone of voice requirements. Change Output:* Replace the Slack node with an *Email* node (Gmail/Outlook) or a *Notion** node if you prefer to store reports in a project management database.

⚙️ Automated Stripe Failed Payment Recovery (with Postmark + AI Email Generator) Recover failed Stripe subscription payments with AI-personalized emails sent via Postmark. 📝 Template Description Recover failed subscription payments automatically with Stripe, Postmark, and AI. This workflow listens for Stripe invoice.payment_failed webhooks, checks that the event is related to an auto-charged subscription, and then automatically sends a personalized email (generated with AI) to the customer. The email is polite, branded, but also urgent — encouraging the customer to pay quickly and avoid service cancellation. 🛠️ How it works 📣 Webhook Listens for Stripe webhook events. Make sure to connect it in your Stripe dashboard (see setup below). 🧹 Filter (Guard) Ensures the event is indeed an invoice event and filters out unrelated webhooks. 💡 Code Node Extracts useful fields (firstName, lastName, customer email, amount, currency, invoice number, hosted invoice URL, subscription description, account name). ✅ If Node Verifies that: Event type = invoice.payment_failed Billing reason = subscription_cycle Collection method = charge_automatically 👉 This ensures only recurring subscription invoices with auto-payment are processed. 🤖 AI Agent + OpenAI Generates a ready-to-send email JSON (to, subject, HTML body) using the extracted Stripe data. ✍️ You can customize the prompt here to match your brand’s tone of voice and style. 🧩 Code Parser Parses the AI model’s JSON output into fields (to_email, email_subject, email_body). 📧 HTTP Request (Postmark) Sends the email using Postmark’s API. You’ll need your own Postmark Server Token, From address, and Message Stream. 🚀 Setup Instructions 1. Stripe Webhook Go to Stripe Dashboard → Developers → Webhooks. Click + Add endpoint. Use your n8n Webhook URL (from the Webhook node) as the endpoint. Select event type: invoice.payment_failed. Save and deploy. 👉 Example docs: Stripe: Listen to events with webhooks. 2. Disable Stripe’s Default Failed Payment Emails In Stripe, go to Billing → Settings → Customer emails → Manage failed payments. Turn off “Failed payment” emails under the Revenue Recovery section. This prevents customers from receiving duplicate or conflicting emails. 3. Postmark Setup Create a Postmark account. Add a Server and copy the Server API Token. In n8n, add Postmark credentials with this token. Configure: From = your verified sending email (must be verified in Postmark). MessageStream = typically "outbound" (or any custom stream you set up). Docs: Postmark API overview. 4. OpenAI Setup Add your OpenAI credentials in n8n. Attach them to the OpenAI Chat Model node. You can modify the prompt in the AI Agent node to fit your company’s style. ✨ Customization Tips Update the AI prompt with your brand’s tone of voice (friendly, formal, playful, etc.). Adjust the HTML email design inside the prompt (button colors, footer, etc.). Add extra guard conditions (e.g., only trigger if invoice_amount > 0). Change the sending service: replace Postmark with Gmail, SMTP, or another provider. 💬 Or talk to our Billing Recovery Experts at flycode.com for hands-on help. ✅ Outcome Whenever a customer’s subscription payment fails, this workflow: Detects it instantly via Stripe Generates a polite but urgent recovery email Sends it automatically via Postmark Result: Fewer cancellations, higher recovered revenue, and a smoother customer experience. 💸💌

Healthcare Email Autoresponder - Daily Outreach 📧 A production-ready n8n workflow for automated healthcare email marketing with AI-powered personalization. 🎯 What This Workflow Does This automated email system sends daily personalized healthcare-themed emails to your contact list. Perfect for: Healthcare professionals building patient relationships Medical practices maintaining client engagement Wellness coaches staying connected with clients Health educators sharing daily motivation ✨ Key Features AI-Powered Personalization**: Uses OpenAI to customize each email with recipient's name Smart Rate Limiting**: Random 2-5 minute delays between emails to avoid spam filters Batch Processing**: Limits to 10 emails per run for better deliverability Email Tracking**: Updates Google Sheets to prevent duplicates and track progress Professional Templates**: Healthcare-themed content with customizable signatures Automated Scheduling**: Runs daily at 1 PM (customizable) 🛠️ Setup Instructions Prerequisites n8n instance (cloud or self-hosted) Gmail account for sending emails Google Sheets for contact management OpenAI API key Step 1: Import the Workflow Download the Healthcare_Email_Autoresponder_Community_Template.json file In n8n, go to Templates and click "Import from File" Select the downloaded JSON file The workflow will be imported as inactive Step 2: Configure Credentials Gmail OAuth2 Setup: Click on the "Send Email" node Create new Gmail OAuth2 credential Follow n8n's Gmail setup guide Test the connection Google Sheets Setup: Click on the "Healthcare_Contact_List" node Create new Google Sheets OAuth2 credential Replace YOUR_GOOGLE_SHEET_ID_HERE with your actual sheet ID Ensure your sheet has these columns: First Name Email Emailed (for tracking timestamps) OpenAI API Setup: Click on the "OpenAI Chat Model" node Create new OpenAI credential Add your OpenAI API key Select your preferred model (gpt-4o-mini recommended for cost efficiency) Step 3: Customize Your Email Template Click on the "AI Email Generator" node Edit the system message to include your details: Replace [YOUR NAME HERE] with your actual name Replace [YOUR TITLE HERE] with your professional title Replace [YOUR COMPANY HERE] with your company name Replace [YOUR PHONE NUMBER] with your phone number Replace [YOUR EMAIL] with your email address Replace [YOUR WEBSITE] with your website URL Step 4: Prepare Your Contact List Create a Google Sheet with the following structure: | First Name | Email | Emailed | |------------|-------------------|------------| | John | john@example.com | | | Jane | jane@example.com | | Important Notes: Leave the "Emailed" column empty initially The workflow will populate timestamps as emails are sent Only contacts with empty "Emailed" cells will receive emails Step 5: Test and Activate Test the workflow with a few sample contacts Check that emails are being generated and sent correctly Verify that Google Sheets is being updated with timestamps Once satisfied, activate the workflow 📊 Google Sheets Structure Your contact sheet should include these columns: First Name** (required): Used for personalization Email** (required): Recipient email address Emailed** (required): Timestamp tracking (leave empty initially) Optional columns you can add: Last Name Company Phone Notes ⚙️ Customization Options Change Email Frequency Edit the "Daily Trigger (1 PM)" node Modify the schedule (hourly, daily, weekly) Set preferred time zones Adjust Batch Size Edit the "Limit to 10 Contacts" node Change maxItems value (recommend staying under 50) Modify Wait Times Edit the "Random Wait (2-5min)" node Adjust the random delay formula Current: {{ Math.floor(Math.random() * 4) + 2 }} (2-5 minutes) Update Email Content Edit the system message in "AI Email Generator" node Change the joke, signature, or entire email structure Add seasonal content or special promotions 🔧 Troubleshooting Common Issues: Emails not sending Verify Gmail credentials are active Check email quota limits Ensure recipient emails are valid Google Sheets not updating Confirm sheet ID is correct Check column names match exactly Verify Google Sheets credentials AI not generating content Validate OpenAI API key Check API quota and billing Test with different model if needed Rate limiting issues Increase wait times between emails Reduce batch size Check Gmail sending limits 📈 Best Practices Start Small: Begin with 5-10 contacts to test deliverability Monitor Metrics: Track open rates and responses Respect Privacy: Include unsubscribe options Stay Relevant: Update content regularly Follow Regulations: Comply with CAN-SPAM and GDPR 🤝 Contributing to the Community This template is designed to be: Easy to understand**: Clear node names and documentation Production ready**: Includes error handling and rate limiting Customizable**: Template placeholders for personalization Well documented**: Comprehensive setup instructions Feel free to adapt this workflow for your specific healthcare niche! 📄 License This workflow template is provided free to the n8n community under MIT License. 🆘 Support For questions or issues: Check the n8n community forum Review n8n's official documentation Test each node individually to isolate problems Made with ❤️ for the n8n community

Streamline your manufacturing quality control process with automated inspection tracking, compliance documentation, and real-time alerts. This workflow eliminates manual QC paperwork while ensuring ISO compliance and instant visibility into product quality. 🎯 Use Case Perfect for manufacturing facilities that need to: Document quality inspections for compliance audits Track product defects and non-conformities Generate certificates of compliance automatically Alert teams instantly when products fail inspection Maintain ISO 9001:2015 documentation requirements ✨ Key Features Automated Data Collection Accepts inspection data from web forms (Typeform) or Google Sheets Processes measurements against predefined specifications Calculates PASS/FAIL status automatically Smart Documentation Stores all inspection records in Google Drive Maintains searchable tracking spreadsheet Generates HTML compliance certificates Creates audit-ready documentation trail Real-Time Alerts Instant Slack notifications for failed inspections Detailed non-conformity reporting Escalation to quality managers Daily Analytics Automated daily quality summaries at 8 AM Pass rate calculations and trend analysis Product and inspector performance metrics 🔧 Setup Requirements Google Workspace - For Sheets and Drive storage Slack - For team notifications Jotform (optional) - For web-based inspection forms Email (SMTP) - For sending compliance certificates 📝 Customization Tips Modify specifications in the "Process Inspection Data" node to match your products Add custom fields for industry-specific requirements Adjust alert thresholds and notification channels Extend certificate templates with your company branding 🏭 Industries Ideal for: Electronics, Automotive Parts, Medical Devices, Consumer Goods, Food & Beverage, Aerospace Components 💡 Example Scenario A electronics manufacturer uses this workflow to inspect PCB assemblies. When an inspector submits measurements via Jotform, the workflow automatically checks if dimensions and weight meet specifications, stores the report, and generates a certificate. If any board fails, the quality manager receives an immediate Slack alert with details. Time Saved: ~2 hours daily on documentation and reporting Error Reduction: 90% fewer data entry mistakes Compliance: 100% audit-ready documentation

Overview : Automatically reads every reply to your cold email campaigns in Instantly.ai, uses Claude AI to understand the intent, and takes the right action . No need ofmanual inbox checking needed. How it works : A lead replies to your cold email in Instantly.ai , this workflow starts automatically. Claude AI reads the reply and labels it: Interested, Not Now, Unsubscribe, or Referral. Each label triggers a different action calendar email, 30-day follow-up, opt-out removal, or referral ask. Every reply gets logged to a Google Sheet automatically. Setup steps : Instantly webhook — In Instantly → Settings → Webhooks, add a new webhook. Paste the URL from the Receive Instantly Reply node and set the trigger to Reply Received. Claude AI — Click the Claude Haiku node, add your Anthropic API key from console.anthropic.com. Costs less than $0.01 per reply. Google Sheets — Create a sheet with these column headers: Timestamp | First Name | Last Name | Email | Company | Reply | Classification | Campaign. Connect your Google account in all four Log to Sheets nodes. Gmail — Connect your Gmail in Send Calendar Link and Send Referral Reply. Replace {{CALENDAR_LINK}} with your booking link. Slack (optional) — Connect Slack in Notify Slack - Hot Lead and pick a channel. Don’t use Slack? Right-click the node → Disable. Instantly re-sequence — In Re-add to Instantly Sequence, add your Instantly API key and replace {{SEQUENCE_ID}} with your follow-up sequence ID. Activate the workflow and send a test reply to confirm everything works.