Workflow Templates

(Retail) VIP Customer Escalation Flow This workflow automatically monitors new Zendesk support tickets, identifies VIP customers, generates AI-based ticket summaries, alerts available support agents on Slack and sends a consolidated email for non-VIP tickets. This workflow listens for new Zendesk tickets and checks whether the customer is a VIP.VIP tickets are prioritized using AI summaries and instant Slack alerts, while non-VIP tickets are grouped and sent as a single email notification to the support team. You get: Instant VIP ticket alerts on Slack** AI-generated issue summary and next steps** Automatic agent availability check** One clean email for all non-VIP tickets** Ticket tracking stored for reporting** Ideal for support teams who want to prioritize high-value customers without manual effort. Quick Start – Implementation Steps Connect your Zendesk account and enable the Zendesk Trigger. Add your OpenAI API key for ticket summarization. Connect your Slack workspace and select users/channels. Configure Airtable to store VIP ticket data (optional but recommended). Connect Gmail to send non-VIP ticket summary emails. Activate the workflow — automation starts immediately. What It Does This workflow automates VIP ticket handling and notifications: Detects new Zendesk support tickets. Checks if the ticket belongs to a VIP customer. Uses AI to summarize VIP ticket issues and suggest next steps. Saves VIP ticket data for tracking and audits. Finds active support agents on Slack. Sends direct Slack alerts to active agents or a fallback channel. Collects non-VIP tickets into a single list. Sends one summary email for all non-VIP tickets. This prevents alert fatigue while ensuring VIP customers get fast attention. Who’s It For This workflow is ideal for: Customer support teams Helpdesk managers SaaS and e-commerce businesses High-touch B2B support teams Operations teams handling VIP customers Anyone needing smarter ticket prioritization Requirements to Use This Workflow To run this workflow, you need: n8n instance** (cloud or self-hosted) Zendesk account** with API access OpenAI API key** Slack workspace** with bot permissions Gmail account** (or SMTP alternative) Airtable account** (optional, for logging) How It Works Ticket Trigger – Workflow starts when a new Zendesk ticket is created. VIP Check – Verifies whether the ticket contains a VIP tag. AI Summary – AI reads the ticket and generates a short summary and next steps. Save VIP Ticket – VIP tickets are stored for tracking and reporting. Agent Availability Check – Slack users are checked for online presence. Slack Alert – Sends alert to an active agent or team channel. Non-VIP Collection – Non-VIP tickets are grouped together. Email Notification – One summary email is sent to the support team. Setup Steps Import the workflow JSON into n8n. Configure Zendesk Trigger with OAuth. Add your OpenAI credentials. Map fields in the Airtable node (if used). Connect Slack API and select users/channels. Configure Gmail recipient and email format. Test with a sample VIP and non-VIP ticket. Activate the workflow. How To Customize Nodes Customize VIP Logic You can enhance VIP detection by: Adding spend-based logic Checking customer lifetime value Using CRM or database lookups Customize Slack Alerts You may add: Emojis or mentions (@here, @team) Ticket priority highlighting Direct Zendesk ticket links Customize Email Content You can: Add branding Include SLA warnings Add escalation notes Customize AI Output Adjust the AI prompt to: Change summary length Add tone (urgent, polite, technical) Include troubleshooting steps Add-Ons (Optional Enhancements) You can extend this workflow to: Auto-assign tickets to senior agents Add SLA breach detection Log VIP interactions to CRM Add sentiment analysis Create dashboards using Airtable or Google Sheets Trigger SMS or WhatsApp alerts Add priority-based routing (VIP / High / Normal) Use Case Examples 1\. VIP Customer Escalation Ensure top customers always get instant attention. 2\. Support Load Management Reduce Slack and email noise with grouped notifications. 3\. AI-Assisted Support Help agents understand issues faster with AI summaries. 4\. Audit & Reporting Track VIP issues and resolutions over time. Troubleshooting Guide | Issue | Possible Cause | Solution | |-----------------------|--------------------------|-----------------------------------| | No Slack alert | No active users | Check fallback channel | | AI summary missing | OpenAI key invalid | Reconnect OpenAI credentials | | Multiple emails sent | Aggregate node missing | Ensure aggregation is enabled | | VIP not detected | Tag mismatch | Check tag name and case | | Airtable error | Field mismatch | Match column names exactly | Need Expert Help? If you need help extending this workflow with advanced features like adding CRM integration, advanced VIP logic, dashboards or scaling this for production then our n8n automation experts at WeblineIndia can help you build reliable, enterprise-ready automations.

This n8n workflow enables teams to automate and standardize multi-step onboarding or messaging workflows using Google Sheets, Forms, Gmail, and dynamic logic powered by Code and Switch nodes. It ensures the right email is sent at the right step, tracks progress in Google Sheets, and handles errors or escalations. 🧑‍💼 Who is this for? HR and PeopleOps teams managing candidate or employee onboarding processes Customer success or onboarding teams handling structured, step-based journeys Any team using Google Sheets as a lightweight CRM or workflow tracker 🧩 What problem is this workflow solving? Coordinating multi-step onboarding or communication flows using spreadsheets and email can quickly become error-prone. This workflow: Dynamically detects the current step and status from a Google Sheet Sends the right message at the right time Updates statuses and creates next steps Handles errors with escalation logic ⚙️ What this workflow does Trigger via Form or Manual Execution Users can fill a web form or run the workflow manually. Read Google Sheets Retrieves step definitions and user progress from two sheets: One for message templates One for user step/status tracking Generate Message Table Uses custom JavaScript to parse and structure message templates based on step and message type (sent, completed, error). Determine User Step A Switch node checks the user’s current step and status. Logic branches into the correct flow for message sending and verification. Send Message Message variables are replaced using a Code node. Final message is sent via Gmail or another workflow (using Execute Workflow). Update Sheets Marks the step as completed or passed. Creates the next step in the sheet with updated status. Handle Errors If the step fails, an error message is sent to the responsible admin. 🛠️ Setup Connect Google Sheets and Gmail: Ensure credentials are configured in n8n. Prepare Sheets: One sheet for messages with steps/types/subjects/content. You can copy the one from here One sheet for tracking users and their current step/status. You can copy the one from here Customize Webform: Use the provided form to capture First Name, Last Name, and Email. Connect to Your Email Templates: Ensure your message structure follows the expected JSON format by step and type. ✏️ How to customize this workflow to your needs Add More Steps**: Expand the Switch logic and template sheet for more steps. Use Different Channels**: Replace Gmail with Slack, Telegram, or another messaging node. Change Form Fields**: Adjust the FormTrigger node to match your onboarding fields. Custom Error Logic**: Customize escalation emails, including admin routing or Slack alerts. Integrate with Databases**: Swap Google Sheets with Airtable, PostgreSQL, or Notion. This workflow is ideal for automating repetitive, step-based processes involving human communication. It’s modular, extensible, and powered by spreadsheet-driven logic.

Use cases are many: Let users book, check, reschedule, or cancel meetings directly from Telegram. Perfect for solopreneurs, agencies, or teams who want an AI-powered assistant that prevents double-bookings, manages Google Calendar, and even sends email invites automatically. Good to know At time of writing, this workflow uses OpenAI GPT-4.1-mini for natural conversation handling. See OpenAI Pricing for updated info. This workflow relies on Google Calendar for scheduling — if the model says “conflict found,” it means an event already exists in that time slot. How it works Telegram Chat**: A user types natural requests like “Book a meeting with Sarah tomorrow at 2 PM” or “Do I have meetings on Friday?”. AI Agent (OpenAI)**: Interprets the request, calculates dates (using Date & Time), and decides whether to create, update, or delete a meeting. Conflict Checking**: Before booking, the agent checks Google Calendar for existing events to avoid overlaps. Meeting Management**: Create: Adds new events with title, description, attendees. Update: Edits existing events. Delete: Cancels meetings if requested. Get: Lists all meetings for a date or time range. Notifications**: Replies instantly on Telegram and, if needed, sends a Gmail email with meeting details. Memory**: Keeps context of the conversation so users can speak naturally (“reschedule that meeting to 4 PM instead”). How to use Start a Telegram chat with the bot. Type a request in plain English (no need for structured inputs). The agent will confirm or suggest alternatives if a conflict exists. Meetings appear in Google Calendar and details can be emailed via Gmail. Requirements Telegram bot connected to n8n OpenAI API key (for AI-driven scheduling assistant) Google Calendar account (for event creation & conflict checking) Gmail account (for sending invites & confirmations) Customising this workflow Add support for multiple calendars (work, personal, shared). Change the conflict-resolution logic (e.g., auto-suggest nearest free slot). Include recurring meetings (weekly standups, monthly reviews). Add Slack or WhatsApp integration for multi-platform scheduling. Extend Gmail invites with calendar attachments (.ics files). 👉 Rakin Jakaria

This n8n template automates responses to customer inquiries about DHL shipment status, handling requests from both web forms and emails. Use cases Automate Customer Support**: Provide 24/7 instant answers to the common "Where is my order?" question without human intervention. Reduce Support Tickets**: Decrease the volume of repetitive tracking inquiries by providing customers with immediate, self-service information. Enhance Customer Experience**: Offer a consistent and rapid response across multiple channels (your website and email), allowing customers to use their preferred method of contact. Good to know DHL API Key is required**: You'll need to register on the DHL Developer Portal to get your API key. This workflow requires Gmail credentials (OAuth2) to monitor incoming emails and send replies. The webhook URL must be configured in your website's contact or tracking form to receive submissions. How it works The workflow is initiated by one of two triggers: a Webhook (from a website form) or a Gmail Trigger (when a new email arrives). A Merge node combines the data from both triggers into a single, unified flow. The "Extract Tracking Number" Code node intelligently parses the tracking number from either the form data or the email body. It also extracts the customer's name and email address. The HTTP Request node sends the extracted tracking number to the DHL API to fetch the latest shipment status. The "Format Response Message" Code node takes the API response and composes a user-friendly message for the customer. It also handles cases where tracking information is not found. An If node checks the original source of the inquiry to determine whether it came from the webhook or email. If the request came from the webhook, a Respond to Webhook node sends the tracking data back as a JSON response. If the request came from an email, the Gmail node sends the formatted message as an email reply to the customer. How to use Configure the Triggers: Webhook Trigger: Copy the Test URL and set it as the action endpoint for your web form. Once you activate the workflow, use the Production URL. Webhook URL: https://your-n8n-instance.com/webhook/dhl-tracking-inquiry Gmail Trigger: Connect your Gmail account using OAuth2 credentials and set the desired filter conditions (e.g., unread emails with a specific subject). Set up the DHL API: Open the "Get DHL Tracking Status" (HTTP Request) node and navigate to the "Headers" tab. Replace YOUR_DHL_API_KEY with your actual DHL API key. { "DHL-API-Key": "YOUR_DHL_API_KEY" } Configure the Gmail Send Node: Connect the same Gmail credentials to the "Send Gmail Response" node. Customize options like the replyTo address as needed. Activate the workflow. Requirements A DHL Developer Portal account to obtain an API key. A Gmail account configured with OAuth2 in n8n. Customising this workflow Add More Carriers**: Duplicate the HTTP Request node and response formatting logic to support other shipping carriers like FedEx or UPS. Log Inquiries**: Add a node to save inquiry details (tracking number, customer email, status) to a Google Sheet or database for analytics. Advanced Error Handling**: Implement more robust error handling, such as sending a Slack notification to your support team if the DHL API is down or returns an unexpected error.

Paste your live stream recording URL into a simple form — and this workflow automatically finds the most viral moments and turns them into ready-to-upload short clips. WayinVideo AI analyzes the full stream, extracts the best highlights, and uploads each clip directly to your Google Drive folder. Built for streamers, content teams, and social media managers who want to repurpose long streams into shareable content without watching hours of footage. What This Workflow Does Form-triggered entry** — Accepts a stream URL, channel name, category, and clip count via a clean web form — no chat interface or code needed AI clip extraction** — Sends the stream to WayinVideo AI which automatically identifies the most viral and exciting moments Automated waiting** — Pauses 90 seconds after submission to give the API time to process before fetching results Smart clip parsing** — Extracts each clip's title, score, tags, description, and timestamps from the API response Batch downloading** — Downloads every clip file automatically, one by one, in sequence Auto-named uploads** — Saves each clip to Google Drive using the AI-generated clip title as the filename — no manual renaming needed Setup Requirements Tools You'll Need n8n instance (self-hosted or n8n Cloud) WayinVideo account with API access Google account with Google Drive OAuth2 credentials in n8n Estimated Setup Time: 5–10 minutes Step-by-Step Setup 1. Get your WayinVideo API key Go to WayinVideo, log in, and navigate to your Dashboard → API section. Copy your Bearer token. 2. Add the API key to node 2 Open 2. WayinVideo — Submit Clipping Task. Find the Authorization header. Replace YOUR_WAYIN_API_KEY_HERE with your token. 3. Add the API key to node 4 Open 4. WayinVideo — Get Clips Result. Find the Authorization header again. Replace YOUR_WAYIN_API_KEY_HERE with the same token. > ⚠️ The API key appears in 2 nodes — nodes 2 and 4. Replace it in both or the workflow will fail. 4. Connect Google Drive In n8n, go to Credentials → Add Credential → Google Drive OAuth2. Complete the Google authentication flow. 5. Set your Drive folder ID Open 7. Google Drive — Upload Clip. Find the folderId field. Replace YOUR_GOOGLE_DRIVE_FOLDER_ID_HERE with your actual folder ID. > 💡 To find your folder ID: open the target folder in Google Drive, look at the URL bar — copy the long string of letters and numbers after /folders/. 6. Select your Drive credential In the same node (7. Google Drive — Upload Clip), select your connected Google Drive credential from the dropdown. 7. Activate the workflow Toggle the workflow to Active at the top of the n8n canvas. Copy the Form URL and share it with your team or streamers. How It Works (Step by Step) Step 1 — Form Trigger A streamer or team member opens the form and fills in four fields: the stream recording URL, the channel name, the stream category, and how many highlight clips they want. The moment they submit, the workflow starts automatically. Step 2 — WayinVideo — Submit Clipping Task The workflow sends a POST request to the WayinVideo AI Clipping API with the stream URL and your settings. It requests 9:16 vertical clips (ideal for Shorts and Reels), 30–60 seconds long, with captions enabled, an AI-generated hook at the beginning, and auto-reframing applied. The API returns a Job ID to track the task. Step 3 — Wait 90 Seconds The workflow pauses for 90 seconds. This gives WayinVideo enough time to begin processing the stream before the next step checks for results. > ⚠️ For streams longer than 90 minutes, this wait may not be long enough. If clips come back empty, increase this wait to 180–300 seconds. Step 4 — WayinVideo — Get Clips Result Using the Job ID from Step 2, the workflow calls the WayinVideo results endpoint to fetch the completed clips. Each clip in the response includes a title, export link, virality score, tags, description, and start/end timestamps. Step 5 — Code — Extract Clip Data A JavaScript code block loops through all the clips returned by the API and separates them into individual items. Each item carries its own title, export link, score, tags, description, and timestamps — ready to be processed one by one. Step 6 — HTTP — Download Clip For each clip, the workflow downloads the actual video file from the WayinVideo export link. The file is held in memory and passed directly to the next step. Step 7 — Google Drive — Upload Clip Each downloaded clip is uploaded to your specified Google Drive folder. The filename is automatically set to the AI-generated clip title — so your Drive stays organized without any manual work. Key Features ✅ No-code form trigger — Anyone on your team can submit a stream URL without touching n8n ✅ AI virality scoring — Each clip comes with a score so you know which moments hit hardest ✅ Vertical format output — Clips are auto-generated in 9:16 ratio, ready for TikTok, Reels, and Shorts ✅ Auto-captions included — WayinVideo adds captions to every clip automatically during processing ✅ AI hook generation — An AI-written hook is added to the beginning of each clip to boost retention ✅ Smart auto-naming — Drive uploads use the AI clip title, keeping your folder clean and searchable ✅ Batch processing — Handles multiple clips in one run — no manual looping or repeat submissions ✅ Timestamp metadata — Each clip carries exact start and end timestamps for future reference or logging Customisation Options Change clip length — In 2. WayinVideo — Submit Clipping Task, change target_duration from DURATION_30_60 to DURATION_15_30 for shorter Reels or DURATION_60_90 for longer YouTube clips. Switch to horizontal format — Change ratio from RATIO_9_16 to RATIO_16_9 in the same node for YouTube landscape highlights. Change caption language — Update target_lang in node 2 from en to hi, es, fr, or de to generate captions in a different language. Log clips to Google Sheets — Add a Google Sheets node after 7. Google Drive — Upload Clip to automatically record each clip's title, score, Drive link, and timestamps in a spreadsheet for reporting. Send a Slack or email notification — Add a Gmail or Slack node at the end to ping your team when all clips are uploaded and ready to review. Dynamic Drive folder by streamer — Modify the folder ID in node 7 using an expression based on the Streamer / Channel Name field from the form, so each creator gets their own organized subfolder automatically. Troubleshooting API returns empty or no clips: Confirm your WayinVideo API key is correct in both node 2 and node 4 Check your WayinVideo account has active credits or an active subscription Make sure the stream URL is publicly accessible — private, unlisted, or age-restricted videos won't work Test with a shorter video first (under 30 minutes) to isolate the issue Clips missing after the wait: The 90-second wait may not be enough for long streams — open 3. Wait — 90 Seconds and increase the amount to 180 or 300 Check your WayinVideo dashboard to see if the job is still processing Google Drive upload failing: Re-authenticate your Google Drive OAuth2 credential in n8n Credentials Double-check that the folder ID in node 7 is correct — open the target folder in Drive and copy the ID from the URL Make sure the credential has write access to the target folder Form not triggering the workflow: Make sure the workflow is toggled Active — inactive workflows do not run Copy the Form URL from the trigger node and test it in a fresh browser tab Support Need help setting this up or want a custom version built for your team or agency? 📧 Email: info@incrementors.com 🌐 Website: https://www.incrementors.com/contact-us/

This workflow automates the bulk generation and delivery of personalized certificates using Google Sheets, Google Slides, Google Drive, and Gmail. Key Advantages 1. ✅ Full Automation The workflow fully automates the certificate generation and distribution process, from reading participant data to delivering the final PDF certificates via email, eliminating repetitive manual tasks. 2. ✅ Bulk Certificate Generation By reading data directly from Google Sheets, the workflow can generate and send personalized certificates for many recipients in bulk, making it ideal for courses, events, webinars, or training programs. 3. ✅ Dynamic Personalization Each certificate is automatically customized using placeholders in a Google Slides template, allowing the workflow to dynamically insert details such as the recipient’s name, certificate ID, or date. 4. ✅ Automated PDF Export After personalization, the workflow automatically converts the generated Google Slides document into a PDF file, ensuring a professional and standardized certificate format. 5. ✅ Seamless Email Delivery Certificates are automatically sent to recipients via Gmail, with the generated PDF attached, ensuring fast and reliable delivery without manual intervention. 6. ✅ Process Tracking and Control The workflow updates the corresponding row in Google Sheets after sending the certificate, marking it as processed. This prevents duplicate sends and provides clear visibility into which certificates have already been delivered. 7. ✅ Automatic File Cleanup Temporary Google Slides files created during the generation process are automatically deleted after use, keeping Google Drive clean and organized. 8. ✅ Rate-Limit Safe Processing A built-in wait step helps control the processing speed, reducing the risk of hitting Google API limits and ensuring stable execution when handling large batches of certificates. 9. ✅ Easily Customizable The workflow is modular and can be easily adapted to generate other types of documents such as invoices, reports, badges, diplomas, or event confirmations by simply modifying the Google Slides template and sheet structure. How it works This workflow automates the process of generating personalized certificates in bulk from a Google Slides template and emailing them to recipients. Trigger & Data Source: The workflow is started manually ("Test workflow"). It first reads data from a Google Sheet (named "Certifications") that contains the recipient list, including their name, email, and a unique ID number ("N."). It filters this sheet to only process rows where the "Sent" column is empty. Batch Processing: The data is passed to a "Split In Batches" node, which processes the recipients one at a time to ensure each certificate is handled individually and to prevent API rate limits. Certificate Generation (Per Recipient): Copy Template: For each person, the workflow creates a unique copy of a master Google Slides presentation (the certificate template). The copy is named using the recipient's ID (e.g., Certificate_1). Personalize Slides: It then sends a request to the Google Slides API to replace placeholder text within the copied presentation. It replaces [Name], [Date], and [N] with the recipient's actual data. Export to PDF: The personalized Google Slides file is exported as a PDF. Save PDF: The generated PDF is saved to a specified folder ("n8n") in Google Drive. The filename includes the recipient's ID (e.g., certificate_1.pdf). Notification & Cleanup: Send Email: A Gmail node sends a congratulatory email to the recipient's address. The previously generated PDF is automatically attached to this email. Mark as Processed: The workflow updates the original Google Sheet, placing an "x" in the "Sent" column for the processed row to prevent duplicate processing in the future. Delete Temp File: Finally, the unique copy of the Google Slides presentation (the intermediate file) is deleted from Google Drive, leaving only the final PDF. Loop & Pacing: After processing one recipient, the workflow waits for 10 seconds before moving to the next person in the list. This "Wait" node acts as a throttle to avoid overwhelming the Google APIs. Set up steps To make this workflow work for you, you need to configure the following elements: Prepare the Google Sheets Source: Create a Google Sheet with the following columns: N., First Name, Last Name, Email, Sent. Populate the sheet with your recipient data. Leave the Sent column blank for new entries. In the workflow: Update the documentId in the Read File and Mark as Processed nodes to point to your specific Google Sheet. Prepare the Google Slides Template: Create a Google Slides presentation to serve as your certificate template. In the slides, insert the placeholder texts exactly as they appear in the workflow: [Name], [Date], and [N]. These are the strings that will be replaced. In the workflow: Find the Copy Slides Template node and replace the xxx in the URL with the file ID of your Google Slides template. (The template ID is the long string in the middle of the presentation's URL). Configure Google Drive Folders: Decide where in Google Drive you want the final PDFs to be saved. In the workflow: In the Save PDF to Drive node, update the folderId property to the ID of your target folder. Authenticate Google Services: The workflow uses three separate Google credentials (Drive, Slides, Sheets, Gmail). You must connect each node to your own Google account by creating or selecting the appropriate OAuth2 credentials within n8n for: googleDriveOAuth2Api googleSlidesOAuth2Api googleSheetsOAuth2Api gmailOAuth2 Verify Gmail Content: Review the HTML email body in the Send a message node. You can modify the text, colors, and the LinkedIn link as needed. Ensure the attachment is set to use the binary data from the Export to PDF node. 👉 Subscribe to my new YouTube channel. Here I’ll share videos and Shorts with practical tutorials and FREE templates for n8n. Need help customizing? Contact me for consulting and support or add me on Linkedin.

Description This workflow is an AI-powered contact form triage and auto-response system built for businesses that want to handle website enquiries in a faster, cleaner, and more professional way. Instead of treating every incoming form submission the same way, the workflow automatically reviews the message, identifies its intent, and routes it into the correct path. Genuine enquiries are logged, shared with the internal team, and answered with a polished confirmation email. Seller pitches and spam submissions are separated from real leads so the inbox stays cleaner and the team can focus on messages that actually matter. It is especially useful for companies that receive regular website enquiries and want to improve response speed, reduce manual review, maintain cleaner lead records, and deliver a more professional first-touch experience without building a complex support process. How it works This workflow is built to automate the handling of incoming website form submissions in a more intelligent and structured way. It is useful for businesses that want to instantly process new enquiries, separate genuine leads from seller pitches or spam, notify the internal team, and send a professional confirmation email without manual work. Instead of treating every form submission the same way, the workflow uses AI to understand the intent of the message and decide what should happen next. The workflow follows these high-level steps: A new form submission is received through a webhook. The incoming data is standardized into a clean internal structure. AI analyzes the message and classifies it as a real enquiry, a seller / outreach message, or spam. Real enquiries are saved, sent to the internal team, and answered with a professional confirmation email. Seller messages are saved and forwarded internally without sending an automatic client reply. Spam or low-value submissions are filtered out to keep the workflow clean and efficient. Set up steps Setup usually takes around 20 to 40 minutes, depending on how your website form is currently built and whether you want to use Telegram or email for internal notifications. Before using the workflow, you will need to: connect your website form to the webhook map the incoming form fields in the Set data node create the data table used for storing submissions connect your OpenAI credential for classification and email generation connect your Gmail credential for confirmation emails optionally connect Telegram for internal notifications, or replace it with email notifications All detailed configuration notes and implementation guidance are included inside the workflow as sticky notes.

Video Introduction Want to automate your inbox or need a custom workflow? 📞 Book a Call | 💬 DM me on Linkedin What this workflow does This workflow automates repetitive email sending directly from Google Sheets, eliminating hours of manual work each week. It reads email data from your spreadsheet, uses AI to generate personalized content based on recipient context, sends messages through Gmail, and automatically tracks responses back to your sheet. Perfect for sending reminders, follow-ups, or regular customer communications at scale. Key features Smart filtering**: Only processes rows marked with Status = "To send", preventing duplicate sends AI personalization**: Generates tailored email content using OpenAI based on brief recipient introductions Automatic status updates**: Marks emails as "Sent" after delivery to maintain accurate records Response tracking**: Monitors Gmail replies and logs them back to your spreadsheet automatically Common use cases Event reminders and webinar notifications with personalized context Customer follow-up sequences that feel individually crafted Regular business communications requiring recipient-specific details Sales outreach campaigns with AI-generated personalization at scale Setup requirements Credentials needed: Google Sheets OAuth2 connection Gmail OAuth2 connection OpenAI API credentials Google Sheet structure: Create columns for: To (email address), Subject, Introduction (one-sentence recipient context), Status ("To send" or "Sent"), and Response (auto-filled). Configuration: Update the Google Sheets document ID and sheet names to match your spreadsheet. Customize the AI prompt template in the AI Agent node to match your desired email tone and format. The response tracking branch runs automatically every minute to capture replies.

Description Streamline IT and operations change management by automating approval routing, Jira issue creation, audit logging, and real-time Slack alerts. This workflow ensures faster reviews, traceable approvals, and transparent communication across systems. 🚀 What This Template Does Step 1: Triggers automatically every weekday at 3:00 AM to fetch new or updated change requests from Monday.com. ⏰ Step 2: Extracts key fields (request name, component, risk level, approvers, and description) for structured processing. 🧩 Step 3: Routes each request based on its current status — Pending, Approved, or Rejected. 🔀 Step 4: Sends Slack alerts for pending approvals with detailed context for quick action. 💬 Step 5: Creates Jira tickets for approved requests, ensuring smooth implementation tracking. 🎫 Step 6: Logs all approved requests to Google Sheets for compliance and audit purposes. 📊 Step 7: Sends confirmation emails to requesters with Jira ticket details via Gmail. 📧 Step 8: Automatically creates resubmission items in Monday.com for rejected requests. 🔁 Key Benefits ✅ Eliminates manual approval routing between tools ✅ Centralizes audit trails and implementation data ✅ Accelerates change management turnaround ✅ Provides real-time alerts to approvers and teams ✅ Ensures compliance with automated record-keeping Features Automated daily trigger (Mon–Fri, 3 AM) Monday.com integration for request intake Conditional branching by status (Pending, Approved, Rejected) Jira issue creation for approved requests Slack notifications for pending and approved updates Google Sheets logging for audit tracking Gmail email confirmations for requesters Automatic resubmission handling for rejected requests Requirements Monday.com API credentials with board access Jira API credentials with project permissions Google Sheets OAuth2 credentials Slack Bot token with chat:write permissions Gmail OAuth2 credentials for email automation Target Audience IT & DevOps teams managing structured change approvals Project management teams tracking implementation requests Organizations seeking automated risk-based change routing Managers needing centralized logs and instant Slack alerts Step-by-Step Setup Instructions Connect your Monday.com account and replace YOUR_BOARD_ID and groupId. Configure Jira credentials and set the target project for new tickets. Link your Google Sheets document and replace YOUR_SHEET_ID and YOUR_SHEET_GID. Add Slack credentials and update YOUR_CHANNEL_ID for notifications. Set up Gmail OAuth2 for sending confirmation emails. Adjust the cron expression (0 3 * * 1-5) if needed to match your timezone. Run the workflow manually once to test end-to-end connectivity. Enable for scheduled automation and enjoy a fully managed approval process.

Who’s it for This template is ideal for developers, agencies, hosting providers, and website owners who need real-time alerts when a website goes down. It helps teams react quickly to downtime by sending multi-channel notifications and keeping a historical uptime log for tracking performance over time. What it does / How it works This workflow runs on a schedule and checks a list of websites stored in Google Sheets. For every website URL, it performs an HTTP status check and determines whether the site is up or down. If the website is up, the workflow logs the status and timestamp into a separate uptime log sheet. If the website is down, it sends immediate alerts through Slack and Gmail, and also triggers an automated phone call using a voice-call API service. All uptime and downtime events are logged automatically, enabling long-term monitoring and reporting. Requirements Google Sheets OAuth2 credentials Slack credentials Gmail OAuth2 credentials Voice-call API credentials (e.g., Vapi.ai) A Google Sheet containing the list of website URLs A second Google Sheet for logging uptime history How to set up Connect your Google Sheets, Slack, Gmail, and call-API credentials. Replace both Google Sheet IDs with your own. Update the HTTP Request node to reference your sheet’s URL column. Configure your Slack user or channel for downtime alerts. Add your API Key, assistant ID, and phone number variables to the call alert node. Adjust the schedule interval in the Schedule Trigger node. How to customize the workflow Add SMS alerts (Twilio, Vonage) Log uptime to a database instead of Sheets Add retry logic for false positives Monitor response time in addition to status codes Connect alerts to your incident-management tools (PagerDuty, Jira, Discord)

This n8n template demonstrates how to automate the followup when your customer completes a checkout in Stripe by emailing a receipt, logging the transaction, and sending an internal notification. See the video. Who it's for This workflow is for small to medium sized organizations using Stripe for payment processing and looking for a simple way to automate communication and logging that needs to happen post-checkout. How it works The workflow is triggered when a Stripe checkout is completed and again when Stripe creates an invoice. Checkout and invoice details are logged to a Google Sheet. A Slack message is sent to a channel where RevOps receive notifications about new sales. Lastly, a personalized email is sent to the customer with a link for downloading their receipt. How to set up Edit the two Stripe trigger nodes to enter your credentials. Create a Google Sheet named Payments with two tabs: transactions and invoices and the columns as shown in this example. Edit the three Google Sheets nodes to enter your credentials. The Gmail node also needs the credentials of the account that you want emails to come from. Lastly, enter credentials into the Slack node for the user that you want to be shown as posting Stripe transaction notifications. The Slack node is configured to send notifications to the revops channel, but you can change that to be whatever channel you want to use. Use your Stripe sandbox to test the workflow. In your sandbox, create a payment link that you can use to create the checkouts that will trigger the workflow. Make sure that your payment link has the option checked to create a post-payment invoice PDF. This will trigger the Invoice Created node. Requirements Stripe Account Google Workspace Account (Sheets, Mail) Slack Account

Startup Pitch Deck Submission Validator & Auto-Processor Overview A comprehensive n8n workflow template that completely automates the startup pitch deck submission process for accelerators, incubators, VC firms, and startup competitions. This workflow validates founder emails, stores pitch decks securely, generates professional PDF summaries, and sends notifications to both your team and the founders—all in under 30 seconds per submission. Key Features Email Verification & Spam Protection Real-time email validation** using VerifiEmail API Checks for RFC compliance, MX records, disposable emails, and spoofed addresses Automatically rejects invalid submissions before file storage Prevents spam, fake entries, and temporary email addresses Automated File Management Downloads pitch deck PDFs from provided URLs Uploads to organized Google Drive folders with automatic naming Creates two permanent archives: Original pitch decks in /PitchDecks/ Generated summaries in /Submission Summaries/ Maintains clean folder structure with timestamp-based filenames Professional PDF Reports Generates beautiful, branded PDF summary reports Includes company info, founder details, email verification status Professional gradient design with interactive elements Links to Google Drive documents for easy access Smart Email Notifications Admin Team Notification**: Comprehensive email with all details and clickable document links Founder Confirmation**: Professional thank-you email with next steps and timeline Invalid Submission Alerts**: Immediate notification for failed verifications with detailed reasons Intelligent Routing Conditional logic based on email validation results Valid submissions proceed through full workflow Invalid submissions trigger admin alerts and stop processing No wasted resources on fake submissions Error Handling Comprehensive error detection at every step Admin alerts for failed email verifications Graceful handling of file download failures Detailed logging for troubleshooting Perfect For Startup Accelerators** (Y Combinator, Techstars, 500 Startups style programs) Incubators & Innovation Hubs** Venture Capital Firms** (deal flow management) Pitch Competitions** (local, national, international events) Investment Rounds** (seed, Series A applications) Government Innovation Programs** Corporate Accelerators** University Entrepreneurship Programs** Workflow Statistics Total Nodes**: 11 Complexity**: ⭐⭐⭐ Medium Processing Time**: 15-30 seconds per submission Setup Time**: 15-20 minutes Code Required**: None (no-code solution) Maintenance**: Minimal (set and forget) Requirements Required Services & APIs VerifiEmail API Purpose: Email verification Sign up: https://verifi.email Google Drive Purpose: File storage Setup: Enable Drive API in Google Cloud Console Gmail Purpose: Email notifications Setup: Enable Gmail API in Google Cloud Console HTML to PDF API (pdfmunk.com) Purpose: PDF generation Sign up: https://pdfmunk.com Optional Integrations Typeform** - For frontend submission forms Google Forms** - Alternative form solution Webflow** - For custom landing pages Airtable** - For additional database logging Slack** - For team notifications What Gets Created Folder Structure in Google Drive My Drive/ ├── PitchDecks/ │ ├── TechVenture_JohnDoe_PitchDeck.pdf │ ├── AIStartup_JaneSmith_PitchDeck.pdf │ └── GreenTech_MikeJones_PitchDeck.pdf │ └── Submission Summaries/ ├── TechVenture_Summary_20251012_143025.pdf ├── AIStartup_Summary_20251012_145532.pdf └── GreenTech_Summary_20251012_151147.pdf Email Notifications Admin Team Email (to: accelerator@yourdomain.com) All startup details Founder information with verified email badge Clickable buttons to view pitch deck and summary Email verification breakdown (RFC, MX, disposable check) Google Drive folder structure overview Document IDs for reference Founder Confirmation (to: founder's email) Personalized thank you message Submission confirmation checklist Detailed submission summary table Clear next steps with timeline (5-7 day review) PDF summary attached for records Contact information for questions Invalid Email Alert (to: admin@yourdomain.com) Failed submission details Email verification failure reasons Timestamp for tracking Option for manual review Quick Start Guide 1. Import Template Download the JSON file In n8n: Workflows → Import from File Select: startup-pitch-deck-validator-template.json 2. Configure Credentials (15 minutes) A. VerifiEmail API Sign up at https://verifi.email Get API key from dashboard In n8n: Credentials → VerifiEmail API → Paste key B. Google Drive OAuth2 Go to https://console.cloud.google.com Create project → Enable Drive API Create OAuth 2.0 credentials In n8n: Credentials → Google Drive OAuth2 → Follow flow C. Gmail OAuth2 Same Google Cloud project Enable Gmail API In n8n: Credentials → Gmail OAuth2 → Authorize D. HTML to PDF API Sign up at https://pdfmunk.com Get API key In n8n: Credentials → HTML to PDF API → Paste key 3. Create Google Drive Folders Create these folders in your Google Drive: /PitchDecks/ (for original pitch decks) /Submission Summaries/ (for generated reports) Then select them in the workflow nodes. 4. Update Email Addresses Replace placeholder emails in these nodes: Notify Accelerator Team**: Change accelerator@yourdomain.com Alert Admin - Invalid Email**: Change admin@yourdomain.com Founder confirmation template**: Update support@youraccelerator.com 5. Test the Workflow Send a test webhook: curl -X POST https://your-n8n.com/webhook/startup-submission -H "Content-Type: application/json" -d '{ "name": "Jane Smith", "email": "jane@example.com", "startup_name": "TechVenture AI", "website": "https://techventure.io", "industry": "Artificial Intelligence", "pitch_deck_file_url": "https://www.w3.org/WAI/ER/tests/xhtml/testfiles/resources/pdf/dummy.pdf" }' 6. Activate Workflow Click the toggle in top-right corner to activate! Detailed Setup Instructions Step 1: VerifiEmail Configuration Visit https://verifi.email and create account Navigate to API section in dashboard Copy your API key In n8n workflow, click "Verifi Email" node Create new credential → Paste API key Test credential to ensure it works Step 2: Google Cloud Project Setup Create Google Cloud Project Go to https://console.cloud.google.com Click "New Project" Name it: "n8n Startup Workflow" Click "Create" Enable Required APIs Go to "APIs & Services" → "Library" Search and enable: "Google Drive API" Search and enable: "Gmail API" Create OAuth Credentials Go to "APIs & Services" → "Credentials" Click "Create Credentials" → "OAuth 2.0 Client ID" Application type: "Web application" Add authorized redirect URI from n8n Download credentials JSON Configure in n8n In workflow, click any Google Drive node Create new credential → Google Drive OAuth2 Upload credentials JSON or paste values Complete OAuth flow and authorize Repeat for Gmail nodes using same project Step 3: Folder Setup Open Google Drive in browser Create folder: "PitchDecks" (note the folder ID from URL) Create folder: "Submission Summaries" In workflow, select these folders in the respective nodes: "Upload Pitch Deck to Drive" → PitchDecks folder "Save Summary PDF to Drive" → Submission Summaries folder Step 4: PDF API Setup Sign up at https://pdfmunk.com Get API key from account dashboard In "HTML to PDF" node, create new credential Paste API key Test with sample execution Step 5: Email Customization In "Notify Accelerator Team" node: Line 7: Change recipient email Update company name in footer (optional) In "Send Founder Confirmation" node: Line 69-70: Update support email Line 72: Update company name and year In "Alert Admin - Invalid Email" node: Line 3: Change recipient email Step 6: Test & Validate Test with Valid Email: Use your own email address Valid pitch deck URL Verify you receive confirmation email Check Google Drive for files Test with Invalid Email: Use temporary email service Verify admin receives alert Confirm no files are stored Test Error Handling: Use invalid file URL Check error messages Verify graceful failure Workflow DiagramStart → Webhook Trigger ↓ Email Verification (VerifiEmail API) ↓ Conditional Check (Valid?) ↙️ ↘️ TRUE FALSE ↓ ↓ Download PDF Alert Admin ↓ (end) Upload to Drive ↓ Generate Summary PDF ↓ Download Summary ↓ Save to Drive ↓ Notify Admin Team ↓ Confirm to Founder ↓ Done! ✅ Processing Flow Details For Valid Submissions (TRUE Branch): Webhook receives data → ~0s Email verification → ~2-3s Download pitch deck → ~3-5s Upload to Google Drive → ~2-3s Generate PDF summary → ~5-8s Download PDF → ~1-2s Save PDF to Drive → ~2-3s Send admin notification → ~2-3s Send founder confirmation → ~2-3s Total: 15-30 seconds For Invalid Submissions (FALSE Branch): Webhook receives data → ~0s Email verification → ~2-3s Send admin alert → ~2-3s Total: 4-6 seconds (saves resources!) Customization Options Easy Customizations Email Templates Modify HTML in Gmail nodes Add your logo Change colors and branding Adjust text and messaging PDF Template Edit HTML in "HTML to PDF" node Add custom styling Include additional fields Add company logo/branding Folder Structure Create subfolders by industry Add year-based organization Implement custom naming conventions Notification Preferences Add Slack notifications Set up SMS alerts Create calendar events Log to Airtable/database Advanced Customizations Add Duplicate Detection Check if email already submitted Prevent multiple submissions Create whitelist/blacklist Implement Scoring System Add rating fields to PDF Create evaluation criteria Automate preliminary screening Multi-Stage Workflow Add approval process Create interview scheduling Implement status updates Analytics & Reporting Track submission metrics Generate monthly reports Monitor email verification rates Analyze industry trends Troubleshooting Common Issues & Solutions 1. Email Verification Fails Problem**: All emails marked as invalid Solution**: Check VerifiEmail API key and quota 2. Google Drive Upload Error Problem**: "Insufficient permissions" error Solution**: Re-authorize OAuth, ensure Drive API enabled Check**: Folder exists and is accessible 3. PDF Generation Fails Problem**: PDF not generated or broken Solution**: Check HTML to PDF API key and quota Verify**: HTML template syntax is valid 4. Emails Not Sending Problem**: Gmail node fails Solution**: Re-authorize Gmail OAuth, check API quota Check**: Email addresses are valid format 5. File Download Fails Problem**: "Cannot fetch file from URL" Solution**: Verify URL is publicly accessible Check**: File exists and is not behind authentication 6. Webhook Not Triggering Problem**: No workflow execution Solution**: Check webhook URL is correct Verify**: Workflow is activated (toggle ON) Performance & Scalability Current Capacity Concurrent Submissions**: Up to 10-20 simultaneously Daily Volume**: ~500-1000 submissions (depends on API quotas) File Size Limit**: Up to 100MB per pitch deck Storage**: Unlimited (within Google Drive quota) Scaling Considerations For High Volume (1000+ submissions/day): Upgrade to paid API tiers Use queue system for processing Add database for tracking Implement rate limiting For Large Files (>100MB): Use direct file upload to Drive Skip PDF generation for large files Add file size validation Security & Privacy Data Protection Email verification via secure API Encrypted file transfer (HTTPS) OAuth2 authentication for Google services No data stored in n8n beyond execution logs Compliance GDPR compliant (data minimization) No sensitive data retention Secure credential storage Audit trail via execution logs Community Support n8n Forum: https://community.n8n.io Discord: https://discord.gg/n8n GitHub Issues: https://github.com/n8n-io/n8n 📄 License This template is provided as-is for commercial and personal use.