Workflow Templates

Overview This workflow is designed for HR teams and payroll department to automate the monthly process of calculating employee attendance, salary deductionsm and personalized email notification. It seamlessly integrates Google Sheets, internal attendance data and GPT-4 (via AI Agent) to generate complete monthly payroll reports with professional summaries for each employees. Prerequisites Before using this workflow, ensure you have: A Google Sheet with the monthly attendance logs A secong Google Sheet containing salary, employee names and email addresses. Gmail or SMTP credentials for sending email OpenAI API key (for summarization) Crendentials for Google Sheet and Gmail Integration Google Sheet Structure 1. Attendance Sheet (Daily Log) EmpId Name Date InTime OutTime HoursWorked Status 2. Ouput Sheet (Generated by Workflow) EmpId Name OriginalSalary TotalMissingHours TotalAbsentDays Deduction FinalSalary EmpEmail How It Works 1. Retrieve Attendance & Employee Master Data The workflow fetches all employee attendace logs and thier corresponding salary, name and email details from Google Sheets. 2. Calculate Work Hours & Absences The workflow computes total worked hours per day, missing hours and identifies absent days, It then calculates the total missing hours and absences for the entire month. 3. Salary Deduction Calculation Each employee's hourly and daily rate is determined from thier salary, and deductions are calculated based on missing hours and absences. 4. Prepare Final Dataset A structured JSON dataset is generated combining attendace summary, deductions and final salary amounts. 5. Generate AI Summary Report (GPT-4) Using AI Agent GPT-4 creates a professional, HR-friendly summary paragraph for each employee's email report. 6. Send Salary Deduction Report Email Each employee receives a personalized email with thier final salary summary and monthly attendance report. 7. Log Email Status Email delivery details and summary text are stored in new Google Sheet for audit and HR tracking. User Cases Monthly attendance and payroll automation Automated HR communication Salary deduction reporting Attendace compliance monitoring Reducing manual calculation errors

✅ What problem does this workflow solve? Order processing often involves manual invoice reading, stock checking, and back-and-forth communication between procurement and operations teams. This workflow automates the entire procurement decision flow — from reading incoming order emails to extracting structured data, checking stock, and creating either a purchase requisition or a work order automatically. 💡 Main Use Cases 📥 Auto-extract order and invoice details from incoming emails 📦 Validate stock availability before processing orders 📝 Auto-create Purchase Requisitions when stock is insufficient 🛠 Auto-create Work Orders when stock is available 📧 Notify procurement or operations via email & Slack 📊 Log every action in Google Sheets for tracking and audit 🧠 How It Works – Step-by-Step 1. 📧 Gmail Trigger The workflow begins when a new email arrives at a specific email address. The invoice file is automatically downloaded for processing. 2. 📑 Extract Invoice Record The attached invoice is processed using OCR or a document extraction tool. Raw details such as: Order ID Item code Quantity Customer information are extracted for further processing. 3. 🤖 AI-Powered Data Structuring OpenAI structures the extracted fields into a clean and consistent format: order_id item_code quantity customer_name This ensures all data is normalised before stock validation. 4. 📦 Stock Check The workflow checks inventory data stored in Google Sheets. It compares: Required quantity Current stock If stock is insufficient, it triggers the purchase requisition path. If stock is available, it initiates the work order path. 5. 🔀 Conditional Flow If stock is insufficient: Creates a Purchase Requisition record in Google Sheets Sends an email notification to the procurement team for approval If stock is sufficient: Creates a Work Order entry in Google Sheets Sends a Slack summary message to the operations team This ensures teams are notified instantly, and work continues without delays. 📊 Logging & Reporting Every step — extracted data, PR created, WO created, notifications sent — is logged in Google Sheets. This provides a full audit trail for procurement and operations teams. 👤 Who can use this? Ideal for: Procurement teams Operations departments Manufacturing & warehouse units Businesses processing high-volume emailed orders Any team needing structured, automated order workflows 🚀 Benefits ⏱ Faster order processing 🧠 Fewer manual errors from invoice reading 📦 Smarter procurement decisions based on real stock 🔁 Automated communication loops 📊 Transparent audit logs for every order

📄 AI Proposal Generator with PDF Delivery & Team Notifications Description Creating client proposals manually is slow, repetitive, and often inconsistent. This AI-powered workflow transforms proposal creation from a manual task into a fully automated, professional process. With a single submission, this workflow generates a customized AI-written proposal, converts it into a polished PDF, emails it to the client, stores it in Google Drive, and notifies your internal team — ensuring faster turnaround, consistent quality, and zero missed steps. What This Workflow Does This workflow turns client requirements into ready-to-send proposals with minimal effort: 📝 Capture Client & Project Details – A webhook receives client information, project scope, budget range, and timeline. 🧠 AI-Powered Proposal Writing – AI generates a structured, client-ready proposal tailored to the project requirements. 📄 HTML Proposal Formatting – The proposal content is converted into a clean, professional HTML layout. 📑 PDF Generation – The HTML proposal is automatically converted into a downloadable PDF. 📧 Email Delivery – The proposal PDF is emailed directly to the client. ☁️ Google Drive Storage – A copy of the proposal is saved for record-keeping and reuse. 💬 Slack Notification – Your team is notified when a proposal is generated and sent. 🔁 Webhook Response – Returns a confirmation response for frontend or system integrations. Key Features 🤖 AI Proposal Generation – Automatically creates professional proposals based on project inputs. ⚙️ End-to-End Automation – From input submission to PDF delivery, everything runs automatically. 📄 Professional PDF Output – Client-ready proposals with clean formatting. 📧 Automated Email Sending – No manual follow-ups required. ☁️ Centralized Storage – All proposals stored securely in Google Drive. 💬 Team Notifications – Instant Slack alerts for visibility and tracking. 🔀 Flexible Integration – Can be triggered from forms, CRMs, or web apps. Perfect For 🚀 Freelancers & Consultants – Send proposals faster without writing from scratch. 🏢 Agencies & Service Providers – Standardize proposal quality across teams. 📈 Sales & Operations Teams – Reduce manual work and response time. 💻 Startups & Small Businesses – Look professional without extra overhead. 🧠 Remote Teams – Keep everyone aligned with automated notifications. What You’ll Need Required Integrations 🌐 Webhook Trigger – Receives client and project details. 🤖 OpenAI – Generates proposal content. 📄 HTMLCSS to PDF – Converts HTML proposals into PDFs. 📧 Gmail – Sends proposal emails to clients. ☁️ Google Drive – Stores generated proposal files. 💬 Slack – Sends internal notifications. Optional Enhancements 📊 CRM Integration – Save proposal data to HubSpot, Airtable, or Salesforce. 🎨 Brand Customization – Add logos, brand colors, and styling to proposals. 🌍 Multilingual Proposals – Generate proposals in different languages. 🔐 Approval Step – Add internal approval before sending proposals. 📈 Analytics Dashboard – Track proposal volume and turnaround time. 📎 File Attachments – Include additional documents with the proposal email. Quick Start 1️⃣ Import the workflow template into your n8n workspace 2️⃣ Connect credentials for OpenAI, Gmail, Google Drive, Slack, and HTMLCSS to PDF 3️⃣ Send test data to the webhook with client and project details 4️⃣ Review the generated proposal PDF 5️⃣ Activate the workflow and start sending proposals automatically Customization Options 1️⃣ Proposal Branding – Update HTML layout, fonts, and colors. 2️⃣ AI Prompt Tuning – Adjust tone, length, or structure of proposals. 3️⃣ Email Messaging – Customize email subject and content. 4️⃣ Slack Messages – Modify notification text or channels. 5️⃣ Drive Organization – Change folder structure for stored proposals. 6️⃣ Pricing Logic – Adjust calculations for budget or timeline. Expected Results ⚡ Faster Proposal Turnaround – Generate proposals in minutes instead of hours. 🤖 Consistent Quality – Every proposal follows a structured format. 📧 Instant Delivery – Clients receive proposals immediately. 🗂️ Organized Records – All proposals stored automatically. 💬 Better Team Visibility – Everyone stays informed with Slack alerts. Workflow Structure Visualization 📝 Webhook Input ↓ 🧠 AI Proposal Generation ↓ 📄 HTML Formatting ↓ 📑 PDF Conversion ↓ 📧 Email Delivery ↓ ☁️ Google Drive Storage ↓ 💬 Slack Notification ↓ 🔁 Webhook Response 🚀 Ready to Automate Proposal Creation? Import this template and let AI handle proposal writing, formatting, delivery, and tracking — so you can focus on closing deals faster. ✨

Tagged with: Product, AI, Building blocks, Finance, IT Ops, OpenAI, Marketing, Support, HR, Project Management, DevOps

Automate your lead qualification process by connecting Jotform to Gemini AI. This workflow instantly analyzes new form submissions, assigns a priority score, filters out spam, and routes legitimate leads for immediate action. Stop manually sorting through submissions and let your sales team focus on what matters: closing deals with hot leads. This template captures a lead from a "Talk to an Expert" form, uses AI to determine its quality, sends a real-time notification to your sales team on Slack, and automatically sends a tiered, personalized email response to the lead based on their qualification score. Features Automated Spam Filtering: Uses Gemini AI to analyze incoming leads and automatically discard spam. AI-Powered Lead Scoring: Assigns a priority score (1-10) to every legitimate lead based on the content of their inquiry. Instant Team Notifications: Sends a detailed alert for every qualified lead to a designated Slack channel. Tiered Email Responses: Automatically sends a different, personalized email to hot, warm, and cold leads. Seamless Jotform Integration: Triggers the moment a new form is submitted. Nodes Used 🟣 Jotform Trigger: Starts the workflow when a new form submission is received. 🧠 AI Agent / Google AI: Connects to Gemini to analyze the form data. ❓ IF: Filters out submissions flagged as spam. 📣 Slack: Sends a real-time notification to your team. 🔀 Switch: Routes the lead down different paths based on its AI-generated score. ✉️ Gmail: Sends a personalized follow-up email to the lead. How to use this template This workflow is designed to be easy to set up. Follow these steps to get it running: 1. Set up your Jotform Trigger: In the Jotform Trigger node, connect your Jotform account. Select the specific form you want to use for lead capture from the dropdown list. Ensure your form has the required fields as described in the "Required Jotform Fields" section below. 2. Configure the AI Agent / Google AI Node: Connect your Google AI credentials to the node. Ensure the prompt is set up to analyze the message from your form and return a JSON object with is_spam (a boolean) and lead_score (an integer) keys. 3. Set up the IF Node: This node should check the is_spam value from the AI node. The workflow should only continue on the false path. 4. Configure the Slack Node: Connect your Slack account credentials. In the "Channel" field, select the channel where you want lead notifications to be sent (e.g., #sales-leads). 5. Configure the Switch Node: This node should be set to route based on the lead_score from the AI node. The template is pre-configured with three paths: Hot: Score is 8 or higher. Warm: Score is between 5 and 7. Cold: Score is 4 or lower (the "Default" path). 6. Configure the Gmail Nodes Connect your Gmail account credentials to each of the three Gmail nodes. This step is critical for personalization, and you must adapt the content to fit your business. The provided text is a template; its effectiveness depends on your customization. For each of the three email templates (Hot, Warm, and Cold), be sure to: Update the Email Body:** Rewrite the text to match your company's tone and brand voice. Change Company/Team Information:** Replace placeholder text like [Your Company Name] and update the signature from The Team to your specific team or company name (e.g., The Sales Team at Acme Corp). Customize Your Links:** In the 'Hot' lead email, replace the placeholder [Your Calendly/Booking Link] with your actual link from Calendly, HubSpot Meetings, or another scheduling tool. In the 'Warm' lead email, replace [Link to a resource or case study] with a real link to a relevant blog post, whitepaper, or case study on your website. 7. Activate your Workflow: Once all nodes are configured, save and activate your workflow. Now, every new Jotform submission will be processed automatically\! How to Adapt the Template This workflow is a powerful starting point. Here are a few ideas to customize it for your specific needs: Integrate Your CRM: Add a node for your CRM (like HubSpot, Salesforce, or Pipedrive) after the IF node. You can create or update a contact and a deal, and then include the link to the CRM record directly in the Slack notification for easy access. Use a Different Notification Service: If your team doesn't use Slack, you can easily replace the Slack node with one for Microsoft Teams, Discord, or even a simple email notification. Create Tiered Notifications: For a more advanced setup, use the Switch node's outputs to send notifications to different channels. For example, send "Hot" leads to a high-priority #sales-urgent channel with an @channel mention, and send "Warm" or "Cold" leads to a less noisy #leads-review channel. Adjust the Scoring Logic: Your definition of a "hot" lead might be different. Simply change the values in the Switch node to match your business rules (e.g., you might consider any score of 7 or higher to be a hot lead). Required Jotform Fields for this Workflow For this template to work correctly, your Jotform should have the following fields. The names in parentheses are the internal field names used in the n8n expressions. Full Name (Full Name): A text input for the user's name, used for personalizing emails. Work Email (Work Email): An email field, used as the recipient for the automated follow-up. Role (Role): A text input for the user's job title, providing context for your sales team. Number of Employees (Number of Employees): A dropdown or number input for company size, used for lead segmentation. How can we help you? (How can we help you?): A text area. This is the most critical field, as its content is sent to the AI for spam checking and lead scoring. More Information About Jotform Jotform is a powerful and easy-to-use online form builder that helps you create and publish online forms without writing a single line of code. It's an excellent tool for capturing leads, conducting surveys, accepting payments, and much more. Its seamless integration capabilities make it a perfect starting point for all kinds of n8n automations. If you don't have an account yet, you can get started with Jotform through the link above.

💬 AI Gmail Support Automation with Google Gemini, OpenAI & Pinecone 🚀 How it Works This workflow turns your Gmail inbox into an AI-powered customer support assistant using Google Gemini, OpenAI embeddings, and Pinecone vector search. It automatically classifies incoming emails, retrieves context-based answers from your knowledge base, and replies instantly saving your support team valuable time. 🔁 Workflow Overview Gmail Trigger** → Detects new incoming customer emails. Intent Classifier** → Identifies if the email is a support query or something else. Vector Store (Pinecone)** → Retrieves the most relevant information. Email Support Agent (Gemini)** → Generates a clear, human-like response. Gmail Node** → Sends the AI-generated reply automatically. Slack Notification** → Updates your team about the response. Label Query** → Adds Gmail labels for tracking and organization. This automation provides 24/7 AI-based email support, faster customer responses, and zero manual data lookup — ideal for busy teams handling repetitive queries. 👥 Who It’s For SaaS companies** managing frequent customer support requests Startups and agencies** looking to automate inbox replies Customer success teams** aiming to improve response time Freelancers or small businesses** who want smart, auto-handled Gmail support ⚙️ Set Up Steps Estimated setup time: 10–15 minutes Connect your Gmail and Slack accounts to n8n. Add your API keys: Google Gemini API key OpenAI API key Link your Pinecone Vector Database (or create a new one). Customize the system message in the “Email Support Agent” node to match your tone or brand style. Send test emails to ensure the automation responds correctly and labels messages as intended. Check Slack notifications to confirm your team gets updates on replies. 💡 Detailed setup notes are included in the sticky notes inside the workflow. 🧩 Integrations Used Gmail API Google Gemini LLM OpenAI Embeddings Pinecone Vector Database Slack API 💡 Key Benefits Provides instant AI-based email replies 24/7 Reduces manual workload for support teams Maintains consistent and accurate tone using your knowledge base Keeps your inbox organized with automatic labels and team alerts Ideal for scaling customer support without hiring more agents

This n8n workflow monitors medical equipment usage by reading data daily at 6 AM from a Google Sheet, processes alerts for maintenance or calibration, and sends notifications to technicians and supervisors. Good to Know Runs daily at 6 AM via cron trigger. Requires Google Sheet with equipment data. Sends alerts via email and WhatsApp. Logs all activities in the Google Sheet. Google Sheet Structure Sheet: A: Equipment ID | B: Equipment Name | C: Last Maintenance Date | D: Usage Hours E: Calibration Due | F: Status | G: Technician Email | H: Supervisor Email | I: Last Alert Date Sample Data: E001 | MRI Machine | 2025-07-01 | 150 | 2025-08-15 | Active | tech1@hospital.com | sup1@hospital.com | 2025-08-01 E002 | X-Ray Unit | 2025-06-15 | 200 | 2025-08-10 | Overdue | tech2@hospital.com | sup2@hospital.com | 2025-08-05 How It Works Daily Equipment Check (6 AM)** - Triggers the workflow. Read Equipment Data** - Fetches data from Google Sheet. Process Equipment Alerts** - Identifies maintenance needs. Task Break For 5 Sec** - Adds a delay for processing. Filter Equipment with Alerts** - Filters equipment needing attention. Send Technician Email** - Notifies technicians via email. Send Message (message: send)** - Sends WhatsApp alerts to technicians. Send Critical Alert to Supervisors** - Escalates critical issues via email and WhatsApp. Filter Overdue Equipment** - Identifies overdue maintenance. Update Equipment Status** - Updates sheet with new statuses. Log Maintenance Alerts** - Logs alerts in the sheet. How to Use Import workflow JSON into n8n. Configure nodes with Google Sheet ID, email, and WhatsApp API credentials. Add equipment data to the Google Sheet. Test manually, then activate for daily runs. Requirements Google Sheet with specified structure. Google service account credentials. Email SMTP setup (e.g., Gmail). WhatsApp Business API token. n8n instance. Customizing This Workflow Adjust cron time for different schedules. Modify alert thresholds in the Process Equipment Alerts node. Update notification templates in email and WhatsApp nodes. Extend filters for additional equipment statuses. Want a tailored workflow for your business? Our experts can craft it quickly Contact our team

Gmail AI Email Classifier & Notifier Since Gmail inboxes can quickly become cluttered, this workflow provides an automated AI-based email classification system. It listens for new emails, categorizes them using an AI classifier, applies Gmail labels, and sends you a Telegram notification with a quick summary. If you often miss urgent client messages or struggle with sorting work vs. promotions, this workflow ensures you never overlook important emails. Use case: Especially useful for professionals who receive a high volume of mixed emails (clients, work, promotions). The workflow automatically labels and notifies you of new emails based on their category. How It Works Trigger Input The workflow starts with the Gmail Trigger node, which listens for new incoming emails. By default, it polls every minute, but you can adjust the polling frequency. Email metadata (from, subject, body) is passed downstream. Example JSON input: { "from": "client@example.com", "subject": "Urgent project deadline", "text": "Please review the attached contract ASAP" } Classify Email (AI) The Classification Agent (powered by OpenAI via LangChain) receives the email data. It sorts the email into one of four categories: High Priority – urgent, time-sensitive Work Related – general work emails Promotions – newsletters, offers, sales Other – uncategorized emails The classifier uses a system prompt to ensure output is returned in JSON format for downstream processing. Apply Gmail Labels Based on classification, the workflow applies the corresponding Gmail label: High Priority → “Important + Starred” Work Related → “Work” (custom Gmail label) Promotions → “Promotions” (custom Gmail label) Each label must already exist in Gmail for the operation to work. Generate Notification The AI Agent (notification assistant) takes the classified email and rewrites it into a short, casual notification. Example notification: [High Priority] New email from client@example.com Subject: Urgent project deadline "Please review the attached contract ASAP" Send to Telegram The Telegram node sends the generated notification to your personal chat ID. Requires a Telegram bot created with @BotFather and your chat ID configured. How to Use Import this workflow into n8n. Set up Gmail OAuth2 credentials and connect your Gmail account. Create Gmail labels: High Priority, Work Related, Promotions. Set up a Telegram bot in @BotFather and copy your chatId into the node. Run the workflow — every new email will now be classified, labeled, and notified. Requirements n8n Gmail Trigger** with Gmail OAuth2 credentials OpenAI API key** configured for LangChain nodes Telegram bot** created via @BotFather with your chat ID Existing Gmail labels (Work, Promotions, etc.) Customizing This Workflow You can extend it by: Adding more categories** – e.g., “Finance,” “Personal,” or “Spam.” Changing the notification channel** – send to Slack, Discord, or SMS instead of Telegram. Adjusting classification rules** – edit the system prompt for finer-grained AI sorting. Changing polling frequency** – set Gmail Trigger to every 5 minutes instead of every minute. Expanding extracted fields** – include attachments, links, or CC addresses in the notification.

Verified Parent Consent Form Automation for School Trips 🎯 Description This workflow automates the entire parent consent process for school field trips, replacing manual paper forms with a secure, verified, and legally compliant digital system. When a parent submits consent data via POST request (from Postman or any form), the workflow: Receives parent & trip details through a Webhook trigger. Verifies the parent’s email using the VerifiEmail API to prevent fake or disposable entries. Generates a unique Consent ID and timestamps for tracking and legal validation. Creates a professional HTML-based digital consent form, including child details, trip information, and a parent signature section. Converts the HTML document to a PDF using the HTMLCSSToPDF API (ready for printing or archiving). Uploads the PDF to Google Drive automatically, organizing it under a designated folder (e.g., /School_Consents/2025/November). Sends an automated Gmail notification to the respective class teacher, including all verified details and the Drive reference. Responds instantly to the original POST request with a success confirmation and all metadata (Consent ID, verification status, storage location, timestamp). Handles invalid emails gracefully, returning a 400 error response for unauthorized or unverified submissions. Provides complete traceability, digital audit, and tamper-proof documentation for school compliance. Use Case: Ideal for schools, institutions, or organizations that need paperless consent workflows with email verification, cloud storage, and automated staff alerts — ensuring authenticity, security, and compliance. 🧩 Features Email verification (VerifiEmail) Auto-generated unique Consent ID HTML-to-PDF conversion (HTMLCSSToPDF) Google Drive cloud storage integration Automated Gmail teacher notification API-friendly POST-based trigger Real-time error handling & response Legally formatted consent slip 🧪 Test Input Example (Postman) Use this JSON in Postman when testing the webhook: { "parent_name": "Ritu Sharma", "parent_email": "ritu.sharma@gmail.com", "child_name": "Aarav Sharma", "child_class": "Grade 5-A", "trip_name": "Science Museum Visit", "trip_date": "2025-11-10", "teacher_email": "teacher@school.edu" } ✅ Expected Output Success Response (200): { "status": "success", "message": "Parent consent form verified and stored successfully", "data": { "consent_id": "CONSENT-1699123456789", "child_name": "Aarav Sharma", "trip_name": "Science Museum Visit", "email_verified": true, "stored_at": "Google Drive", "teacher_notified": true } } Error Response (400): { "status": "error", "message": "Invalid email address provided. Please use a valid email.", "reason": "Email verification failed" } 🌐 Workflow Tags for n8n Creators #Education #Automation #EmailVerification #PDFGeneration #GoogleDrive #Webhook #SchoolAdmin #PaperlessWorkflow #Compliance

This automated n8n workflow securely backs up Gmail attachments to Google Drive by triggering on new emails, retrieving the attachments, and uploading them to a designated Drive folder. The process includes a delay to ensure reliable execution and notifies the user via WhatsApp upon completion. Good to Know The workflow triggers on new Gmail messages A short wait ensures proper processing Attachments are uploaded to Google Drive A WhatsApp message confirms the backup How It Works New Email Received** - Initiates the workflow on new Gmail messages Fetch Email Details** - Retrieves the new email message Wait for Processing** - Adds a short delay for reliable processing Process Attachment Data** - Processes the attachment data Upload to Google Drive** - Uploads the attachment to Google Drive Notify via WhatsApp** - Sends a WhatsApp message to confirm the backup How to Use Import the workflow into n8n Configure Gmail API credentials Set up Google Drive API credentials Configure WhatsApp API or integration credentials Test with a sample email containing an attachment Adjust the wait duration if needed Requirements Gmail API credentials Google Drive API credentials WhatsApp API or integration credentials Customizing This Workflow Modify the wait duration in the Wait node to optimize processing time Adjust the Code node to handle specific attachment types or folder destinations in Google Drive

This workflow contains community nodes that are only compatible with the self-hosted version of n8n. Workflow*: **Daily News Aggregator & MongoDB Storage This workflow is designed to run seamlessly in the background, automating the full cycle of news aggregation, storage, and reporting with precision and reliability. Daily Trigger (Cron Node) The process kicks off every morning at 8:00 AM UTC. This scheduling ensures that fresh global news is captured consistently at the start of each day. Perplexity Node At the heart of the workflow, a Perplexity node queries the latest global news. The prompt specifies both the type of news and the JSON structure required, guaranteeing the output is ready for structured storage. The result is a clean feed of headlines, timestamps, sources, and URLs. Data Formatting (Code Node) Since Perplexity’s response is a string, the workflow includes a custom JavaScript function to clean and parse it into a valid JSON array. Each news item is then transformed into its own object, ready for iteration. MongoDB Insertion (Loop Node) Each news article is inserted into the daily_news collection in MongoDB. The workflow ensures that fields such as headline, timestamp, source, URL, and category are stored neatly, with additional metadata available for future filtering and analysis. Aggregation & Notification Prep (Code Node) Once all items are stored, the workflow aggregates the day’s results. This step prepares a digest of what was successfully processed, ensuring visibility into the pipeline’s performance. Email Notification (Gmail Node) Finally, a summary email is sent via Gmail. This message confirms the operation’s success and provides a quick snapshot of the news collected and stored that day. Workflow Flow Cron Trigger → Perplexity API → Format Data → MongoDB Insert → Aggregate Results → Send Email Notification This setup transforms what could be a manual, repetitive task into a streamlined daily routine. It not only guarantees timely and structured storage of news but also provides immediate confirmation, making it an elegant solution for automated information management.

Who is this for? This workflow is perfect for: Agile development teams and project managers who need to quickly set up Jira projects Product managers who want to convert feature ideas into structured user stories and tasks Software development agencies that need to rapidly create detailed project structures for clients Scrum masters seeking to automate the initial project setup and backlog creation process What problem is this workflow solving? Creating comprehensive Jira projects with detailed user stories and sub-tasks is time-consuming and often inconsistent. This workflow solves those issues by: Automating project creation** from basic feature descriptions to fully structured Jira projects Generating professional user stories** following Agile best practices with proper "As a [user], I want to [goal], so that [benefit]" formatting Creating detailed sub-tasks** covering design, development, testing, and documentation phases What this workflow does This workflow transforms raw project ideas into fully structured Jira projects with comprehensive user stories and sub-tasks using AI-powered analysis and automated Jira integration. Step by step: Form Trigger collects project name and feature descriptions through a web form Project Naming uses GPT-4.1 mini to clean and professionalize the project name while generating a unique project key Create Project establishes a new Jira project with proper software development template and configuration Get Status ID retrieves project details and available issue types for story creation Jira Story Generator analyzes project features using AI to create structured user stories with sub-tasks Create Story generates individual Jira stories with proper titles and descriptions Execute Sub-task Workflow automatically creates all associated sub-tasks for each story Gmail Notification sends completion confirmation with project details and direct links How to set up Connect your Jira account by adding your Jira Software Cloud API credentials to all Jira-related nodes Update Jira URL in the "Set Jira URL" node to match your Jira instance (e.g., https://yourcompany.atlassian.net) Add OpenAI API key to the OpenAI Chat Model node for AI-powered story generation Configure Gmail credentials for the notification node and update the recipient email address Update project lead in the Create Project node by replacing the leadAccountId with your user ID Test the workflow using the manual trigger with sample project data Customize story templates in the Structured Output Parser if you need different story formats Set up the sub-workflow by ensuring the Execute Workflow node points to the correct workflow ID How to customize this workflow to your needs Adjust story generation prompts**: modify the AI prompts in the "Jira Story Generator" to match your team's specific story writing style or include additional fields Include estimation**: add story point estimation logic or time tracking fields to generated stories Switch AI models**: replace the OpenAI Chat Model node with other AI providers like Google Gemini, Claude, or local models by using the appropriate n8n AI nodes for different cost and performance requirements Need help customizing? Contact me for consulting and support: 📧 billychartanto@gmail.com