Workflow Templates

This n8n template builds upon a simple appointment request form design which uses AI to qualify if the incoming enquiry is suitable and/or time-worthy of an appointment. This demonstrates a lighter approach to using AI in your templates but handles a technically difficult problem - contextual understanding! This example can be used in a variety of contexts where figuring out what is and isn't relevant can save a lot of time for your organisation. How it works We start with a form trigger which asks for the purpose of the appointment. Instantly, we can qualify this by using a text classifier node which uses AI's contextual understanding to ensure the appointment is worthwhile. If not, an alternative is suggested instead. Multi-page forms are then used to set the terms of the appointment and ask the user for a desired date and time. An acknowledgement is sent to the user while an approval by email process is triggered in the background. In a subworkflow, we use Gmail with the wait for approval operation to send an approval form to the admin user who can either confirm or decline the appointment request. When approved, a Google Calendar event is created. When declined, the user is notified via email that the appointment request was declined. How to use Modify the enquiry classifier to determine which contexts are relevant to you. Configure the wait for approval node to send to an email address which is accessible to all appropriate team members. Requirements OpenAI for LLM Gmail for Email Google Calendar for Appointments Customising this workflow Not using Google Mail or Calendar? Feel free to swap this with other services. The wait for approval step is optional. Remove if you wish to handle appointment request resolution in another way.

🧠 Sentiment Analyzer Google Sheets → OpenAI GPT-4o → QuickChart → Gmail 🚀 What this workflow does Fetches customer reviews from a Google Sheet. Classifies each review as Positive, Neutral or Negative with GPT-4o-mini. Writes the sentiment back to your sheet. Builds a doughnut chart summarising the totals. Emails the chart to your chosen recipient so the whole team stays in the loop. Perfect for support teams, product managers or anyone who wants a zero-code mood ring for their users’ feedback. 🗺️ Node-by-node tour | 🔩 Node | 💡 Purpose | | ------------------------------------------------------- | ---------------------------------------------------------- | | Manual Trigger | Lets you test the workflow on demand. | | Select Google Sheet | Points to the spreadsheet that holds your reviews. | | Loop Over Items | Feeds each row through the analysis routine. | | Sentiment Analysis (LangChain) | Calls GPT-4o-mini and returns only the sentiment category. | | Update Google Sheet | Writes the new Sentiment value into column C. | | Read Data from Google Sheet | Pulls the full sheet again to create a summary. | | Extract Number of Answers per Sentiment (Code node) | Tallies up how many reviews fall into each category. | | Generate QuickChart | Creates a doughnut (or pie) chart as a PNG. | | Send Gmail with Sentiment Chart | Fires the chart off to your inbox. | | (Sticky Notes) | Friendly setup tips scattered around the canvas. | 🛠️ Setup checklist | ✅ Step | Where | | ------------------------------------------------------------------------------------- | -------------------------------- | | Connect Google Sheets → paste your Spreadsheet ID & choose the correct sheet. | All Google Sheets nodes | | Add OpenAI credentials (sk-… key). | Sentiment Analysis node | | Configure Gmail OAuth2 + recipient address. | Gmail node | | Match your sheet columns → “Review title”, “Review text”, empty “Sentiment”. | Google Sheet itself | | (Optional) Switch to gpt-4o for maximum accuracy. | Sentiment Analysis “Model” param | 🏃‍♂️ How to run Drop a few sample reviews into the sheet. Click “Test workflow” on the Manual Trigger. Watch each row march through → sentiment appears in column C. After all rows finish, check your inbox for a fresh chart. ✔️ ✨ Ideas for next level Schedule** the trigger (Cron) to auto-process new reviews daily. Feed the counts to Slack or Discord instead of email. Add a second GPT call to generate a short summary for each review. Happy automating! 🎉

Description This workflow automates email categorization in Gmail using the Gmail API and OpenAI's language model. It periodically checks for new emails, reads their content, and categorizes them based on existing Gmail labels. If no matching label is found, the workflow creates a new label and assigns it to the email. Key Features Polling for Emails**: The workflow triggers every 5 minutes to check for new emails using the Gmail Trigger node. Reading Labels**: Existing Gmail labels are fetched to determine the most relevant match for email categorization. Dynamic Labeling**: If no existing label matches, a new label is created dynamically based on the email's content. OpenAI Integration**: The workflow uses OpenAI's Chat model to analyze email content and suggest or create appropriate labels. Email Categorization**: Labels are applied to emails, ensuring they are organized in Gmail's structure. The workflow also removes less relevant emails (e.g., ads) from the inbox. Nodes in Use Gmail Trigger: Polls Gmail every 5 minutes for new emails. Gmail - Read Labels: Fetches all existing Gmail labels. Gmail - Get Message: Retrieves the full content of a specific email. Gmail - Add Label to Message: Assigns a chosen label to the email. Gmail - Create Label: Creates a new label if necessary. OpenAI Chat Model: Analyzes email content for categorization. Memory Buffer: Retains context for email analysis across multiple iterations. Wait Node: Adds a buffer period to manage email processing. Prerequisites Gmail API Setup**: Ensure Gmail OAuth2 credentials are configured in n8n. OpenAI API Key**: Configure OpenAI credentials for email analysis. Labeling Standards**: Maintain a consistent Gmail label structure for better organization. Instructions Add your Gmail API credentials to the Gmail nodes. Add your OpenAI API credentials to the OpenAI Chat Model node. Activate the workflow. It will start polling for new emails every 5 minutes. Monitor and refine the categorization logic if necessary to ensure alignment with Gmail's organizational needs. Use Case Ideal for individuals or teams handling high email volumes who want to maintain an organized inbox and automate repetitive categorization tasks. Note: You can improve the prompt to get better results from the agent by giving it more personal rules on how to categorize.

Description This automation template is designed for content creators, digital marketers, and social media managers looking to simplify their video posting workflow. It automates the process of generating engaging video descriptions and uploading content to both Instagram and TikTok, making your social media management more efficient and error-free. Who Is This For? Content Creators & Influencers:** Streamline your video uploads and focus more on creating content. Digital Marketers:** Ensure consistent posting across multiple platforms with minimal manual intervention. Social Media Managers:** Automate repetitive tasks and maintain a steady online presence. What Problem Does This Workflow Solve? Manually creating descriptions and uploading videos to different platforms can be time-consuming and error-prone. This workflow addresses these challenges by: Automating Video Uploads:** Monitors a designated Google Drive folder for new videos. Generating Descriptions:** Uses OpenAI to transcribe video audio and generate engaging, customized social media descriptions. Ensuring Multi-Platform Consistency:** Simultaneously posts your video with the generated description to Instagram and TikTok. Error Notifications:** Optional Telegram integration sends alerts in case of issues, ensuring smooth operations. How It Works Video Upload: Place your video in the designated Google Drive folder. Description Generation: The automation triggers OpenAI to transcribe your video’s audio and generate a captivating description. Content Distribution: Automatically uploads the video and description to both Instagram and TikTok. Error Handling: Sends Telegram notifications if any issues arise during the process. Setup Generate an API token at upload-post.com and configure it in both the Upload to TikTok and Upload to Instagram nodes. Google Cloud Project: Create a project in Google Cloud Platform, enable the Google Drive API, and generate the necessary OAuth credentials to connect to your Google Drive account. Set up your Google Drive folder in the Google Drive Trigger node. Customize the OpenAI prompt in the Generate Social Description node to match your brand’s tone. (Optional) Configure Telegram credentials for error notifications. Requirements Accounts:** upload-post.com, Google Drive, and (optionally) Telegram. API Keys & Credentials:** Upload-post.com API token, OpenAI API key, and (optional) Telegram bot token. Google Cloud:** A project with the Google Drive API enabled and valid OAuth credentials. Use this template to enhance your productivity, maintain consistency across your social media channels, and engage your audience with high-quality video content.

Explorium Event-Triggered Outreach This n8n and agent-based workflow automates outbound prospecting by monitoring Explorium event data (e.g. product launches, new office opening, new investment and more), researching companies, identifying key contacts, and generating tailored sales emails leveraging the Explorium MCP server. Template Workflow Overview Node 1: Webhook Trigger Purpose: Listens for real-time product launch events pushed from Explorium's webhook system. How it works: Explorium sends HTTP POST requests containing event data The webhook payload includes company name, business ID, domain, product name, and event type Pay attention: Product launch is just one example. You can easily enroll to many more meaningful events. to learn about events and how to enroll to events, visit the events documentation. Node 2: Company Research Agent Agent Type: Tools Agent Purpose: Enrich company data after an event occurs. How it works: Uses Explorium MCP via the MCP Client tool to gather additional company data Uses Anthropic Claude (Chat Model) to process and interpret company information for downstream personalization Node 3: Employee Data Retrieval Purpose: Retrieve prospect-level data for targeting. How it works: Uses HTTP Request node to call Explorium's fetch_prospects endpoint Filters prospects by: Company business_id Departments: Product, R&D, etc... Seniority levels: owner, cxo, vp, director, senior, manager, partner, etc... Pay Attention: Follow our fetch prospect documentation for the full list of filter and best practice. Limits results to top 5 relevant employees Code nodes handle: Filtering logic Cleaning API response Formatting data for downstream agents Node 4: Conditional Branch - Prospect Data Check If Node: Checks whether prospect data was successfully retrieved Logic: If prospects found → personalized emails per person If no prospects → fallback to company-level general email Node 5A: Email Writer #1 (No Prospect Data) Agent Type: Tools Agent Purpose: Write generic outbound email using only company-level research and event info. Powered by: Anthropic Chat Model Node 5B: Loop Over Prospects → Email Writer #2 (Personalized) Agent Type: Tools Agent Purpose: Write highly personalized email for each identified employee. How it works: Loops through each individual prospect Passes company research + employee data to LLM agent Generates customized emails referencing: Prospect's title & department Product launch Role-relevant Explorium value proposition Node 6: Slack Notifications Purpose: Posts completed emails to internal Slack channel for review or testing before final deployment. Future State: Can be swapped with an email sequencing platform in production. Setup Requirements Explorium API Access MCP Client credentials for company enrichment and prospect fetching Registered webhook for event listening Get explorium api key n8n Configuration Secure environment variables for API keys & webhook secret Code nodes configured for JSON transformation, filtering & signature validation Customization Options Personalization Logic Update LLM prompt instructions to reflect ICP priorities Modify email templates based on role, department, or tenure logic Adjust fallback behavior when prospect data is unavailable API Request Tuning Adjust page_size for number of prospects retrieved Fine-tune seniority and department filters to match evolving targeting Future Expansion Swap Slack notifications for outbound email automation Integrate call task assignment directly into CRM Introduce engagement scoring feedback loop (opens, clicks, replies) Troubleshooting Tips Validate webhook signature matching to prevent unauthorized requests Ensure correct business_id is passed to prospect fetching endpoint Confirm business enrichment returns sufficient data for company researcher agents Review agent LLM responses for correct output structure and parsing consistency

Who is this for? This workflow is tailored for content creators, artists, and developers who use Ko-fi to receive financial support through donations, subscriptions, or product sales. Use case This workflow automates the process of receiving and categorizing payment notifications from Ko-fi, ensuring that creators can focus on their work rather than administrative tasks. What this workflow does Webhook Reception**: The workflow listens for incoming payment notifications from Ko-fi via a configured webhook. Token Verification**: It validates incoming requests to ensure they originate from Ko-fi using a verification token for enhanced security. Type Differentiation**: It categorizes payments into types—donations, subscriptions, and shop orders—allowing for tailored handling for each payment type. Custom Response Options**: Depending on the payment type received, the workflow activates specific actions or processes, enabling seamless integration with other applications or services. Setup Webhook Configuration: Access the Webhook node within the workflow and take note of your unique webhook URL. Visit your Ko-fi webhooks management page at Ko-fi Webhooks Management and input this URL. Verification Token Setup: In your Ko-fi account, locate the verification token in the advanced settings. Input this token in the Prepare node of your n8n workflow. Enable the Workflow: Activate the workflow in n8n to start listening for incoming webhook notifications. Testing: Use the test feature in the Ko-fi webhooks settings to send a test webhook to ensure everything is functioning as expected. How to customize this workflow to your needs Add Actions for Each Payment Type**: You can modify the Donation, Subscription, and Shop Order nodes to include actions such as sending emails, logging payments within a database, or triggering notifications. Enhance Security Measures**: You can further refine the Check token node to include additional checks or to log all incoming webhook requests for monitoring. Integration with Other Services**: Consider linking this workflow with messaging platforms (e.g., Slack, Discord) or CRM tools to keep your supporters informed or to manage relationships more effectively. Custom Fields**: If needed, adjust the fields captured in the Subscription and Shop Order nodes to include more data or different parameters based on your specific use case.

WebSecScan: AI-Powered Website Security Auditor This n8n workflow provides comprehensive website security analysis by leveraging OpenAI's models to detect vulnerabilities, configuration issues, and security misconfigurations. The workflow generates a professional HTML security report delivered directly via Gmail. Key Features Dual-Layer Security Analysis:** Performs parallel security audits using specialized OpenAI agents: Header Configuration Audit: Analyzes HTTP headers, CORS policies, CSP implementation, and cookie security Vulnerability Assessment: Identifies XSS vectors, information disclosure, and client-side weaknesses Detailed Security Grading:** Automatically calculates a security grade (A+ to F) based on findings severity and quantity Professional Report Generation:** Creates a comprehensive HTML report with: Security grade visualization Color-coded vulnerability categories Detailed recommendations with example configuration fixes Header presence/absence indicators Implementation guidance for remediation Non-Invasive Testing:** Performs analysis without active scanning or exploitation attempts Technical Implementation Multi-Agent Architecture:** Utilizes two specialized OpenAI agents with custom prompts tailored for security analysis Advanced Header Analysis:** Detects presence and proper implementation of critical security headers: Content-Security-Policy Strict-Transport-Security X-Content-Type-Options X-Frame-Options Referrer-Policy Permissions-Policy Intelligent Issue Detection:** Uses JavaScript processing to analyze OpenAI outputs and count critical/warning issues Responsive HTML Report:** Dynamically generates a mobile-friendly report with detailed findings and recommendations Setup Requirements 1. OpenAI API Configuration Create an OpenAI API key at platform.openai.com In n8n, go to Settings → Credentials → New → OpenAI API Enter your API key and save 2. Gmail Integration Navigate to Settings → Credentials → New → Gmail OAuth2 API Complete the OAuth authentication flow Configure recipient email in the "Send Security Report" node 3. Workflow Customization (Optional) Modify the form title/description in the Landing Page node Upgrade from gpt-4o-mini to gpt-4o for more comprehensive analysis Add additional recipients to the email report Usage Instructions Activate the workflow and access the form via the generated URL Enter any website URL to analyze (including the http:// or https:// prefix) Receive a detailed security report via email within minutes Share findings with your development team to implement fixes This workflow represents a non-invasive security assessment tool. For production environments, complement with professional penetration testing services.

Automated Weekly Project Cost Reports with MySQL and Outlook HTML Emails 🧠 Use Case Need to keep your finance or operations team updated on missing project costs? This practical automated report workflow does the job without AI — and saves hours weekly. Runs on a weekly schedule Queries your MySQL database for projects missing cost data Filters by budgeted_project_cost IS NULL Generates a clean HTML email report Sends it through Microsoft Outlook to relevant teams 🚀 How It Works Schedule Trigger – Runs every Monday at 8 AM MySQL Node – Connects and runs SQL to fetch project data missing budgeted_project_cost Switch Node – Routes logic based on cost_center (e.g., Retail, Service, Projects) Outlook Nodes – Sends formatted HTML emails; each node handles a specific group Dynamic Content – Inject values using mustache tags like {{ $json.project_name }} 🔧 Setup Instructions MySQL Setup: Ensure the MySQL node is connected using a valid credential set: Hostname/IP Port (default: 3306) Database name Username with SELECT permissions Password Query Example: SELECT project_name, cost_center FROM tabProject WHERE status = 'Open' AND project_type = 'External' AND budgeted_project_cost IS NULL; Outlook Configuration: Connect your Microsoft Outlook node using OAuth2 credentials. Rename each Outlook node clearly (e.g., Send Email - Retail, Send Email - Service). Switch Node: Modify cost center values as needed to match your organization (e.g., 'Retail', 'Service', 'Projects'). HTML Email Formatting: Customize the HTML message body using inline styles and mustache syntax. Sample: Missing Budgeted Cost Report Project: {{ $json.project_name }} Cost Center: {{ $json.cost_center }} Recipients: Replace amjid@amjidali.com with the actual email addresses of the concerned teams. 📘 Read More 👉 Why Simple Workflows Work 📺 Demo & Tutorial 🎥 Watch the video walkthrough: https://youtube.com/@syncbricks 👤 About the Creator Amjid Ali 🌐 amjidali.com 📘 n8n Book 🎓 Learn n8n > “Start simple, scale smart. Even basic workflows like this can save your team hours!” — Amjid Ali

This template streamlines your Instagram content posting workflow by connecting Google Drive for image storage, using OpenAI for AI-generated captions, and leveraging Facebook Graph API for automated publishing. Pre-requisites Before setting up this workflow, ensure you have: A Google account with access to Google Drive An OpenAI API key for AI caption generation A Facebook Developer account with Instagram Graph API access An Instagram Business or Creator account connected to a Facebook Page n8n.io account with workflow access Setup Instructions Configure Data Source Create a Google Sheet with the following columns: Name: Filename of your image in Google Drive Caption: Optional custom caption (leave empty for AI-generated captions) URL: your Video Reel or Image in Google Drive Connect Google Drive Add your Google Drive credentials in the "Google Drive" node Specify the folder path where your Instagram image/Video are stored Configure the node to retrieve image files based on filenames from your Google Sheet Set Up OpenAI Integration Add your OpenAI API key to the credentials Configure the OpenAI node to generate engaging captions based on image content Adjust temperature and model parameters for desired creativity level Configure Facebook Graph API Connect your Facebook account with Instagram access Set up the Facebook Graph API node to post to your Instagram Business/Creator account Ensure proper image formatting (1:1, 4:5, or 16:9 aspect ratios supported by Instagram) Workflow Automation Setup Configure the scheduler node to run at your preferred frequency Set up error handling to notify you of any posting failures Add conditional nodes to use either custom or AI-generated captions Execution Instructions After completing all connections, test the workflow with a single image Monitor the execution in the n8n dashboard to ensure proper functioning View the "Executions" tab to track successful posts and troubleshoot any errors Adjust posting frequency and scheduling as needed This template saves hours of manual Instagram posting work while maintaining an authentic presence. Perfect for social media managers, content creators, and businesses looking to maintain consistent Instagram activity without the daily manual effort. The workflow handles image retrieval, caption generation or customization, proper Instagram API formatting, scheduled posting, and execution tracking - all in one automated solution.

Who is it for? If you are getting a lot of emails into your Gmail inbox, then probably some of those can be solved easly by replying or by doing specific short tasks. But analyzing whole email thread content just to catch up with multiple threads can be very wasteful. So by using AI you can actually get simple propositions of what should be done before closing this specific email and actual proposed answer to that email. This is especially useful if you need to do some actions before replying to email. In that case you can simply assign task to specific person, await until it's done, copy-paste AI answer when it's done, and close. Another good use would be if on one inbox there are working multiple people. It can make the process much more streamlined. How It Works? Script runs on your selected trigger. If you are using section "Read and Star", then you may use "Email Trigger". Automation is looking for exiting open Todoist tasks, that have the same title as email If task does not exist, then we are asking AI to analyze thread and give output that is Todoist-API-ready: having summary of email content having proposed actions to be taken having proposed answer to this email If email was unstarred for some reason but task was not closed, then task is being closed automatically. Script FOR PURPOSE is not trying to unstar messagess which have closed tasks, because this could lead to some inconsistencies. How to set up? Select and setup your triggers, depending on your needs Setup connections using N8N instructions. You will need: Gmail Todoist AI (in this workflow OpenAI is used) (Optional) Remove "Read and Star" section if you don't want tasks automatically read and starred. (Optional) Adjust AI node - especially useful if you want to use different model or have response in different language NOTE Chat does not heave memory attached on purpose. The purpose is that it should analyze each inbox message separately, not in thread. When using memory, it can get lost easily. NOTE2 You might want to adjust limits on nodes "Get Unread From Inbox", "Get Starred From Inbox" and "Get Open Tasks", especially if having issues with model complying to output structure. And that's it. I hope that this automation will make your Gmail <-> Todoist process much more streamlined! What's More? There is actually more that you could do with this automation, but it really depends on your needs. For example, you could add Form trigger to handle incoming support requests. Another thing is that you could replace Todoist with Asana or any database (like NocoDB) if you are using it for your task management.

Workflow Description This workflow helps content creators automatically repurpose YouTube videos into SEO-friendly blog posts. It extracts the video transcript, uses AI to generate a full blog post with a relevant image, and sends the complete package via email, ready for publication. Prerequisites/Requirements This workflow relies on external AI services. You will need: OpenAI Account: Used for generating the blog post text (specifically mentioned using GPT-4o in the workflow notes). Credentials: Requires an API key from OpenAI. Cost: OpenAI API usage is typically paid based on the amount of text processed (tokens). Check OpenAI's current pricing. Setup: Sign up at OpenAI and obtain your API key. Dumpling AI Account: Used for retrieving YouTube video transcript and generating the blog post image. Credentials: Requires an API key from Dumpling AI. Cost: Dumpling AI offers 250 free credits to start with and different plans for different levels of usage. Check the pricing page for more details. Setup: Sign up at Dumpling AI and obtain your API key/credentials. Email Account: Credentials for the email service (e.g., Gmail) used to send the final result. How it works Input Video Details: You provide the YouTube video URL and your email address. Get Transcript: The workflow fetches the transcript of the specified YouTube video. Generate Content: An AI model crafts a blog post (title, description, body) based on the transcript. Create Image: Another AI model generates a suitable image for the blog post. Format & Package: The blog post is converted to HTML, and the image is prepared for sending. Email Result: The final HTML blog post and image are emailed to you. Set up steps Configure Variables: Enter the specific YouTube video URL and the recipient email address in the "Set Variables" node. Connect Credentials: Add your credentials for the services used (e.g., OpenAI for text generation, Dumpling AI for YouTube Transcript and AI image generation service). Connect Email Credentials: Authenticate your Gmail account (or chosen email provider) to allow the workflow to send the email. Take it to the next level Direct Publishing:** Instead of emailing the result, connect directly to your CMS (like WordPress, Ghost, Webflow) to automatically create a draft or publish the blog post. AI Agent Integration:** Replace the single "Generate Blog Post" step with an AI Agent for more sophisticated content generation, potentially researching topics or structuring the post section by section based on the transcript. Social Media Snippets:** Add steps to generate companion social media posts (e.g., for Twitter, LinkedIn) summarizing the blog post. Batch Processing:** Modify the trigger to read multiple YouTube URLs from a spreadsheet or database to convert videos in bulk. Enhanced SEO:** Refine the AI prompts to specifically target keywords or incorporate SEO best practices more deeply into the generated content. Multiple Image Options:** Generate several image variations and include them in the email or draft post for selection.

This n8n template reviews and audits recently active Google Drive files and reports on files with excessively open permissions. This shows how you can automate simple compliance tasks for access control management. File Sharing Permissions are routinely abused when access needs and scopes expand to many colleagues, clients and users. Often, granting excessively open permissions means you can get back to work rather than deal with numerous access request notifications. Whilst sometimes justified, the problem is that the permissions are rarely reverted to a safer setting at a later date when it is no longer needed. This template serves to improve your security posture by giving frequent reminders of these open files so that they can be actioned and not forgotten about. See example Audit Report here: https://docs.google.com/spreadsheets/d/1V2aiLhp3_nH7EBniMn7D0kFHg7-A5NjpDZXMhb4F5UI/edit?gid=503992967 How it works A scheduled trigger runs everyday to generate a new audit report. A new sheet is created in a designated Google Sheets document to store the day's results. The Google Drive node is used with Advanced Search params to fetch recently modified files for the user with each file result containing the current permission settings. The results are filtered for those with publicly accessible "anyone with link" and sharing with external users via domain. The results are then manipulated into rows so that we can append them to the Sheet we created earlier. The audit Google Sheet is updated with the results and an audit report is sent to the user to action. How to use Set the scheduled trigger to a more appropriate interval which works for you or your organisation. Consider using allowlists for organisations you frequently share with to reduce the number of false positives. The results can be forwarded to other security or analytical products as required. Requirements Google Drive for Document Management Google Sheet for Reports and Data Collection Gmail to Email Reports Customising the workflow Not using Google? Apply the same approach using Microsoft Sharepoint or Dropbox. If your security policies require it, you could automate fixing the file permissions as a proactive action instead and notify the user later.