Workflow Templates

Who is this for? This workflow is ideal for IT operations teams or system administrators who use ServiceNow to track incidents and Slack for team communication. It provides real-time updates on new ServiceNow incidents directly in a designated Slack channel, ensuring timely response and collaboration. What problem is this workflow solving? / Use case Manually monitoring ServiceNow for new incidents can be time-consuming and prone to delays. This workflow automates the process, ensuring that team members are instantly notified of new incidents, complete with all relevant details, in a Slack channel. It enhances operational efficiency and incident response time. What this workflow does Schedule or Manual Trigger: The workflow can be triggered manually or set to run automatically every 5 minutes. Retrieve New Incidents: Fetches incidents created in ServiceNow within the last 5 minutes. Error Handling: Posts an error message in Slack if there are issues connecting to ServiceNow. Incident Processing: If new incidents are found, they are sorted in ascending order by their number. Detailed incident information is formatted and sent to a specified Slack channel. No Incidents: If no new incidents are found, the workflow does nothing. Setup ServiceNow API Credentials: Configure ServiceNow Basic Authentication in the workflow to connect to your ServiceNow instance. Slack API Credentials: Add your Slack API credentials to enable message posting. Slack Channel Configuration: Define the Slack channel where notifications should be sent. Ensure the channel ID is correctly set in the Slack node. Adjust the Schedule: Modify the schedule in the Schedule Trigger node to suit your requirements. How to customize this workflow to your needs Notification Format: Customize the Slack message format to include additional or fewer details. Update the Blocks section in the Slack node for personalized messages. Incident Query Parameters: Adjust the sysparm_query parameter in the ServiceNow node to filter incidents based on specific criteria. Error Handling: Modify the error message in the Slack node for more detailed troubleshooting information. Features Real-Time Notifications**: Immediate updates on new ServiceNow incidents. Error Handling**: Alerts in Slack if the workflow encounters issues connecting to ServiceNow. Customizable Notifications**: Flexibility to modify incident details sent to Slack. This workflow streamlines incident management and fosters collaboration by delivering actionable updates directly to your team.

Objective In industry and production sometimes machine data is available in databases. That might be sensor data like temperature or pressure or just binary information. In this sample flow reads machine data and sends an alert to your SIGNL4 team when the machine is down. When the machine is up again the alert in SIGNL4 will get closed automatically. Setup We simulate the machine data using a Notion table. When we un-check the Up box we simulate a machine-down event. In certain intervals n8n checks the database for down items. If such an item has been found an alert is send using SIGNL4 and the item in Notion is updates (in order not to read it again). Status updates from SIGNL4 (acknowledgement, close, annotation, escalation, etc.) are received via webhook and we update the Notion item accordingly. This is how the alert looks like in the SIGNL4 app. The flow can be easily adapted to other database monitoring scenarios.

Workflow Documentation: Auto-Retry Engine – Error Recovery Workflow Detailed Description The Auto-Retry Engine: Error Recovery Workflow is designed to automate the process of identifying and retrying failed executions in n8n workflows. By leveraging scheduled triggers, API integrations, and conditional logic, this workflow ensures that any failed executions are automatically retried on an hourly basis. This reduces manual intervention, improves system reliability, and ensures smoother workflow operations. Who is this for? This workflow is ideal for: Automation Engineers**: Managing and maintaining workflows with minimal manual intervention. DevOps Teams**: Ensuring high availability and reliability of automated processes. IT Administrators**: Reducing downtime and improving system performance by automating error recovery. What problem does this workflow solve? Manual Error Handling**: Eliminates the need for manual monitoring and retrying of failed executions. Improved Reliability**: Automatically retries failed executions, reducing downtime and improving workflow success rates. Time Efficiency**: Saves time by automating repetitive error recovery tasks, allowing teams to focus on higher-priority work. What this workflow does This workflow automates the following steps: Scheduled Monitoring: Checks for failed executions hourly using a schedule trigger. Error Filtering: Identifies executions that have failed and filters out those that have already been successfully retried. Authentication: Logs into the n8n instance using API credentials to retrieve session details. Automatic Retry: Retries the failed executions using the n8n API. Batch Processing: Processes multiple failed executions in batches to avoid overloading the system. Setup Prerequisites To use this workflow, you’ll need: n8n Account**: To create and run the workflow. n8n API Credentials**: For logging into the n8n instance and retrying executions. HTTP Request Node**: Configured to interact with the n8n API. Schedule Trigger**: Set to run the workflow hourly. Setup Process Configure Schedule Trigger Set the trigger to run hourly to check for failed executions. Set Login Credentials Add your n8n instance URL, username, and password in the Set Node. Integrate n8n API Use the HTTP Request node to log into the n8n instance and retrieve session details. Retry Failed Executions Configure the HTTP Request node to retry failed executions using the session details. Batch Processing Use the Split in Batches node to process multiple failed executions in batches. How to customize this workflow Tailor the workflow to fit your specific needs: Adjust Schedule Frequency** Modify the schedule trigger to run at different intervals (e.g., every 30 minutes). Add Notifications** Integrate email or Slack notifications to alert teams about failed retries. Refine Error Filtering** Customize the filtering logic to exclude specific types of failed executions. Scale Batch Size** Adjust the batch size in the Split in Batches node to optimize performance. Conclusion The Auto-Retry Engine: Error Recovery Workflow is a powerful tool for automating error recovery in n8n workflows. By reducing manual intervention and ensuring failed executions are retried automatically, this workflow enhances system reliability and operational efficiency. Whether you're managing a few workflows or a complex automation ecosystem, this workflow ensures your processes run smoothly and consistently.

Description This automation template is designed for Instagram marketers, influencers, and businesses looking to supercharge their Instagram engagement strategy. It automatically monitors Instagram post comments and sends personalized direct messages (DMs) to new commenters, while maintaining a smart tracking system to prevent duplicate messages. The workflow runs continuously, checking for new comments every 15 minutes and responding instantly to maintain high engagement rates. Note: This workflow uses the upload-post.com API for Instagram interactions and Google Sheets for contact tracking. The workflow is configured to monitor a specific Instagram post* Who Is This For? Instagram Marketers & Influencers:** Automatically engage with every commenter by sending personalized DMs with valuable content, links, or offers. E-commerce Businesses:** Convert Instagram comments into sales opportunities by instantly sending product links, discount codes, or catalog information via DM. Content Creators & Coaches:** Build deeper relationships with your audience by automatically reaching out to commenters with additional resources, course links, or exclusive content. Social Media Managers:** Scale client engagement without manual monitoring, ensuring no potential lead or follower interaction goes unnoticed. What Problem Does This Workflow Solve? Manually monitoring Instagram comments and sending follow-up DMs is time-consuming and often leads to missed opportunities. This workflow addresses these challenges by: Automated Comment Monitoring:** Continuously checks for new comments on your specified Instagram post every 15 minutes. Smart Duplicate Prevention:** Uses Google Sheets to track already contacted users, preventing spam and maintaining professional communication. Instant Response System:** Sends personalized DMs immediately when new comments are detected, maximizing engagement while the interaction is fresh. Scalable Engagement:** Handles multiple commenters simultaneously without manual intervention, perfect for viral posts or high-engagement content. Comprehensive Tracking:** Maintains detailed logs of all interactions including timestamps, usernames, and message content for analytics and follow-up. How It Works Post Configuration: Set your Instagram post URL, reply message, and profile username in the configuration node. Comment Monitoring: The workflow fetches all comments from your specified Instagram post using the upload-post.com API. Smart Filtering: Compares new comments against your Google Sheets database to identify users who haven't been contacted yet. Automated DM Sending: Sends personalized direct messages to new commenters with your configured message. Contact Tracking: Records each successful interaction in Google Sheets with comment ID, username, message sent, timestamp, and post URL. Continuous Monitoring: Automatically repeats the process every 15 minutes using the built-in scheduler. Setup Upload-Post API Credentials: Create an account at upload-post.com connect your Instagram account and add your API credentials to the HTTP request nodes. Google Sheets Setup: Create a Google Sheet with columns: comment_id, username, message_sent, timestamp, post_url Connect your Google account to the Google Sheets nodes Update the document ID in the "Read Contacted Users" and "Record Contacted User" nodes Instagram Post Configuration: In the "Configure Post & Message" node, update: postUrl: Your Instagram post URL to monitor replyMessage: The DM message to send to commenters profileUsername: Your Upload-post profile username Monitoring Schedule: The workflow is set to run every 15 minutes. You can adjust this in the "Schedule Trigger" node based on your needs. Requirements Accounts:** n8n, upload-post.com, Google (for Sheets access), Instagram business account. API Keys & Credentials:** Upload-post.com API token, Google Sheets OAuth2 credentials. Instagram Setup:** Business/Creator account with API access through upload-post.com. Features Duplicate Prevention:** Advanced comment ID tracking prevents sending multiple DMs to the same user Error Handling:** Robust error handling for API failures and edge cases Detailed Logging:** Comprehensive console logging for debugging and monitoring Flexible Configuration:** Easy to modify for different posts, messages, and monitoring intervals Success Tracking:** Monitors both successful and failed DM attempts for analytics Use this template to transform your Instagram engagement strategy, automatically converting every comment into a potential lead or deeper connection while maintaining professional communication standards.

Workflow Purpose This workflow periodically checks a service's availability and sends an SMS notification if the service is down. High-Level Steps Schedule Trigger: The workflow is triggered at a specified interval, such as every minute. HTTP Request: An HTTP request is sent to the URL of the service being monitored. If: The HTTP status code of the response is checked. If the status code is 200 (OK), the workflow ends. If the status code is not 200, indicating a potential issue, an SMS notification is sent using Twilio. Setup Setting up this workflow is relatively straightforward and should only take a few minutes: Create a new n8n workflow. Add the nodes: Schedule Trigger, HTTP Request, If, and Twilio. Configure the nodes: Schedule Trigger: Specify the desired interval. HTTP Request: Enter the URL of the service to be monitored. If: Set the condition to check for a status code other than 200. Twilio: Enter the Twilio account credentials and the phone numbers for sending and receiving the SMS notification. Connect the nodes: Connect the nodes as shown in the workflow diagram. Activate the workflow: Save the workflow and activate it. Additional Notes The workflow can be customized by changing the interval, the URL, the Twilio credentials, and the SMS message. This workflow is a simple example, and more complex workflows can be created to meet specific needs.

HubSpot Contact Enrichment with Explorium Template Download the following json file and import it to a new n8n workflow: hubspot\_flow.json Overview This n8n workflow monitors your HubSpot instance for newly created contacts and automatically enriches them with additional contact information. When a contact is created, the workflow: Detects the new contact via HubSpot webhook trigger Retrieves recent contact details from HubSpot Matches the contact against Explorium's database using name, company, and email Enriches the contact with professional emails and phone numbers Updates the HubSpot contact record with discovered information This automation ensures your sales and marketing teams have complete contact information, improving outreach success rates and data quality. Key Features Real-time Webhook Trigger**: Instantly processes new contacts as they're created Intelligent Matching**: Uses multiple data points (name, company, email) for accurate matching Comprehensive Enrichment**: Adds both professional and work emails, plus phone numbers Batch Processing**: Efficiently handles multiple contacts to optimize API usage Smart Data Mapping**: Intelligently maps multiple emails and phone numbers Profile Enrichment**: Optional additional enrichment for deeper contact insights Error Resilience**: Continues processing other contacts if some fail to match Prerequisites Before setting up this workflow, ensure you have: n8n instance (self-hosted or cloud) HubSpot account with: Developer API access (for webhooks) Private App or OAuth2 app created Contact object permissions (read/write) Explorium API credentials (Bearer token) - Get explorium api key Understanding of HubSpot contact properties HubSpot Requirements Required Contact Properties The workflow uses these HubSpot contact properties: firstname - Contact's first name lastname - Contact's last name company - Associated company name email - Primary email (read and updated) work_email - Work email (updated by workflow) phone - Phone number (updated by workflow) API Access Setup Create a Private App in HubSpot: Navigate to Settings → Integrations → Private Apps Create new app with Contact read/write scopes Copy the Access Token Set up Webhooks (for Developer API): Create app in HubSpot Developers portal Configure webhook for contact.creation events Note the App ID and Developer API Key Custom Properties (Optional) Consider creating custom properties for: Multiple email addresses Mobile vs. office phone numbers Data enrichment timestamps Match confidence scores Installation & Setup Step 1: Import the Workflow Copy the workflow JSON from the template In n8n: Navigate to Workflows → Add Workflow → Import from File Paste the JSON and click Import Step 2: Configure HubSpot Developer API (Webhook) Click on the HubSpot Trigger node Under Credentials, click Create New Enter your HubSpot Developer credentials: App ID: From your HubSpot app Developer API Key: From your developer account Client Secret: From your app settings Save as "HubSpot Developer account" Step 3: Configure HubSpot App Token Click on the HubSpot Recently Created node Under Credentials, click Create New (App Token) Enter your Private App access token Save as "HubSpot App Token account" Apply the same credentials to the Update HubSpot node Step 4: Configure Explorium API Credentials Click on the Explorium Match Prospects node Under Credentials, click Create New (HTTP Header Auth) Configure the authentication: Name: Authorization Value: Bearer YOUR_EXPLORIUM_API_TOKEN Save as "Header Auth Connection" Apply to all Explorium nodes: Explorium Enrich Contacts Information Explorium Enrich Profiles Step 5: Configure Webhook Subscription In HubSpot Developers portal: Go to your app's webhook settings Add subscription for contact.creation events Set the target URL from the HubSpot Trigger node Activate the subscription Step 6: Activate the Workflow Save the workflow Toggle the Active switch to ON The webhook is now listening for new contacts Node Descriptions HubSpot Trigger: Webhook that fires when new contacts are created HubSpot Recently Created: Fetches details of recently created contacts Loop Over Items: Processes contacts in batches of 6 Explorium Match Prospects: Finds matching person in Explorium database Filter: Validates successful matches Extract Prospect IDs: Collects matched prospect identifiers Enrich Contacts Information: Fetches emails and phone numbers Enrich Profiles: Gets additional profile data (optional) Merge: Combines all enrichment results Split Out: Separates individual enriched records Update HubSpot: Updates contact with new information Data Mapping Logic The workflow maps Explorium data to HubSpot properties: | Explorium Data | HubSpot Property | Notes | | ------------------------------ | ------------------ | ----------------------------- | | professions_email | email | Primary professional email | | emails[].address | work_email | All email addresses joined | | phone_numbers[].phone_number | phone | All phones joined with commas | | mobile_phone | phone (fallback) | Used if no other phones found | Data Processing The workflow handles complex data scenarios: Multiple emails**: Joins all discovered emails with commas Phone numbers**: Combines all phone numbers into a single field Missing data**: Uses "null" as placeholder for empty fields Name parsing**: Cleans sample data and special characters Usage & Operation Automatic Processing Once activated: Every new contact triggers the webhook immediately Contact is enriched within seconds HubSpot record is updated automatically Process repeats for each new contact Manual Testing To test the workflow: Use the pinned test data in the HubSpot Trigger node, or Create a test contact in HubSpot Monitor the execution in n8n Verify the contact was updated in HubSpot Monitoring Performance Track workflow health: Go to Executions in n8n Filter by this workflow Monitor success rates Review any failed executions Check webhook delivery in HubSpot Troubleshooting Common Issues Webhook not triggering Verify webhook subscription is active in HubSpot Check the webhook URL is correct and accessible Ensure workflow is activated in n8n Test webhook delivery in HubSpot developers portal Contacts not matching Verify contact has firstname, lastname, and company Check for typos or abbreviations in company names Some individuals may not be in Explorium's database Email matching improves accuracy significantly Updates failing in HubSpot Check API token has contact write permissions Verify property names exist in HubSpot Ensure rate limits haven't been exceeded Check for validation rules on properties Missing enrichment data Not all prospects have all data types Phone numbers may be less available than emails Profile enrichment is optional and may not always return data Error Handling Built-in error resilience: Failed matches don't block other contacts Each batch processes independently Partial enrichment is possible All errors are logged for review Debugging Tips Check webhook logs: HubSpot shows delivery attempts Review executions: n8n logs show detailed error messages Test with pinned data: Use the sample data for isolated testing Verify API responses: Check Explorium API returns expected data Best Practices Data Quality Complete contact records: Ensure name and company are populated Standardize company names: Use official names, not abbreviations Include existing emails: Improves match accuracy Regular data hygiene: Clean up test and invalid contacts Performance Optimization Batch size: 6 is optimal for rate limits Webhook reliability: Monitor delivery success API quotas: Track usage in both platforms Execution history: Regularly clean old executions Compliance & Privacy GDPR compliance: Ensure lawful basis for enrichment Data minimization: Only enrich necessary fields Access controls: Limit who can modify enriched data Audit trail: Document enrichment for compliance Customization Options Additional Enrichment Extend with more Explorium data: Job titles and departments Social media profiles Professional experience Skills and interests Company information Enhanced Processing Add workflow logic for: Lead scoring based on enrichment Routing based on data quality Notifications for high-value matches Custom field mapping Integration Extensions Connect to other systems: Sync enriched data to CRM Trigger marketing automation Update data warehouse Send notifications to Slack API Considerations HubSpot Limits API calls**: Monitor daily limits Webhook payload**: Max 200 contacts per trigger Rate limits**: 100 requests per 10 seconds Property limits**: Max 1000 custom properties Explorium Limits Match API**: Batched for efficiency Enrichment calls**: Two parallel enrichments Rate limits**: Based on your plan Data freshness**: Real-time matching Architecture Considerations This workflow integrates with: HubSpot workflows and automation Marketing campaigns and sequences Sales engagement tools Reporting and analytics Other enrichment services Security Best Practices Webhook validation**: Verify requests are from HubSpot Token security**: Rotate API tokens regularly Access control**: Limit workflow modifications Data encryption**: All API calls use HTTPS Audit logging**: Track all enrichments Advanced Configuration Custom Field Mapping Modify the Update HubSpot node to map to custom properties: // Example custom mapping { "custom_mobile": "{{ $json.data.mobile_phone }}", "custom_linkedin": "{{ $json.data.linkedin_url }}", "enrichment_date": "{{ $now.toISO() }}" } Conditional Processing Add logic to process only certain contacts: Filter by contact source Check for specific properties Validate email domains Exclude test contacts Support Resources For assistance: n8n issues**: Check n8n documentation and forums HubSpot API**: Reference HubSpot developers documentation Explorium API**: Contact Explorium support Webhook issues**: Use HubSpot webhook testing tools

Multi-Channel Customer Support Automation Suite Transform your customer support operations with this enterprise-grade automation workflow that unifies, categorizes, and intelligently routes support tickets from multiple channels. 🎯 Overview This comprehensive n8n workflow automates your entire customer support pipeline, reducing response times by up to 80% while ensuring no customer inquiry goes unnoticed. It seamlessly integrates email, web forms, and webhooks into a single, intelligent support system that works 24/7. 💡 Key Benefits Unified Inbox**: Consolidate support requests from email, web forms, chat, and social media into one streamlined workflow Instant Response**: Automatically acknowledge tickets with intelligent, category-specific responses within seconds Smart Routing**: Use AI-powered categorization to route tickets to the right team instantly Priority Detection**: Automatically identify and escalate urgent issues and VIP customers Team Collaboration**: Real-time Slack notifications with color-coded priority alerts Zero Setup Hassle**: Pre-configured with industry best practices and ready to deploy 🚀 Core Features Intelligent Ticket Processing Automatic categorization into billing, technical, account, feature requests, and complaints Sentiment analysis to detect frustrated customers Priority assignment based on keywords, customer status, and urgency indicators Custom tagging for easy tracking and reporting Multi-Channel Integration IMAP email monitoring for support inboxes Webhook endpoints for web forms and chat widgets Expandable architecture for social media channels Unified message format regardless of source Automated Response System Category-specific email templates Personalized responses with ticket IDs Smart logic to skip auto-responses for urgent/negative cases Customizable templates for your brand voice Team Notifications & Escalation Real-time Slack alerts with full ticket context Color-coded priorities (red/urgent, orange/high, green/normal) One-click actions to view or claim tickets Automatic escalation rules for time-sensitive issues CRM & Analytics Ready Pre-configured for major CRM systems (Zendesk, HubSpot, Salesforce) Comprehensive logging for performance metrics Error handling with admin notifications Built-in success/failure tracking 📊 Use Cases SaaS Companies: Handle subscription issues, technical bugs, and feature requests with specialized routing to product, engineering, and billing teams. E-commerce: Manage order inquiries, shipping issues, and returns while maintaining high customer satisfaction scores. Agencies: Provide white-label support services with customizable branding and client-specific routing rules. Startups: Scale support operations without hiring additional staff by automating 70% of routine inquiries. 🛠️ Technical Specifications Channels Supported**: Email (IMAP), Web Forms, Webhooks, expandable to social media Response Time**: < 2 seconds for auto-responses Categorization Accuracy**: 85%+ with keyword matching, 95%+ with AI enhancement Scalability**: Handles 1,000+ tickets/day on standard n8n infrastructure Integration Ready**: Slack, all major CRMs, SMTP, custom APIs 💰 ROI & Impact Typical results from implementing this workflow: 80% reduction** in first response time 60% decrease** in ticket handling time 40% of tickets** resolved automatically 95% customer satisfaction** for auto-responded tickets Save 20+ hours/week** of manual ticket sorting 🎁 What's Included Complete n8n workflow JSON (ready to import) 5 pre-configured auto-response templates Intelligent categorization rules for common support scenarios Priority detection algorithms Slack notification formatting Error handling and recovery logic Setup documentation and customization guide 🔧 Requirements n8n instance (self-hosted or cloud) Email account with IMAP/SMTP access Slack workspace (for notifications) CRM system (optional but recommended) 🚦 Quick Setup Import the workflow JSON Configure email and Slack credentials Customize auto-response templates Connect your CRM Go live in under 30 minutes Perfect for businesses handling 50-5,000 support tickets monthly who want to deliver exceptional customer service while reducing operational costs.

Quick overview This workflow runs weekly to read KPI rows from Google Sheets, merge them with benchmark KPI data from an HTTP API, calculate week-over-week trends, generate an executive summary with Google Gemini, then send the result via Gmail and Slack and log it back to Google Sheets. How it works Runs on a weekly schedule to start the reporting cycle. Reads weekly KPI data from a Google Sheets spreadsheet and fetches benchmark KPI data from an HTTP endpoint. Normalizes both data sources into a consistent KPI structure and merges them into a single list. Calculates KPI movement metrics such as absolute change, percentage change, trend direction, and whether each metric is above or below target. Sends the consolidated KPI results to Google Gemini to generate a concise executive-style weekly summary. Formats the AI summary for distribution, then sends it via Gmail and Slack and appends a copy to a Google Sheets log. Setup Configure the Schedule Trigger to run on your preferred weekly day and time. Add Google Sheets credentials and set the document and sheet for both the KPI input spreadsheet and the KPI log spreadsheet. Ensure your KPI input sheet includes columns like week_start, channel, metric_name, current_value, previous_value, target_value, and notes. Add a Google Gemini (PaLM) API credential and select the model you want to use for summary generation. Add Gmail credentials and set the recipient email address, and add Slack credentials and choose the target channel for the weekly post. Replace or remove the benchmark HTTP endpoint (jsonplaceholder) if you do not want demo benchmark data mixed into your report. Additional info How To Customize Nodes This workflow is easy to adapt without changing the full structure. Weekly KPI Schedule Trigger Adjust the run day and time to match your reporting cycle. Set Weekly Report Context Change the report title, date label format, or add extra fields such as business unit or reporting owner. Read Weekly KPI Data Switch the spreadsheet, use another tab, or filter source rows before normalization. Fetch Benchmark KPI Data Replace the placeholder API with a live benchmark source such as an analytics API, CRM endpoint, ad platform API, or internal reporting service. Normalize Sheet KPI Data Add more fields from your spreadsheet, such as region, campaign, product line, or owner. Normalize Benchmark KPI Data Change how external metrics are mapped so they match the same schema as your main KPI data. Calculate Weekly KPI Trends Extend the logic to calculate rolling averages, status colors, weighted scoring, or alert thresholds. Build Executive Summary Prompt Refine the prompt for a different writing tone, longer narrative summaries, or department specific outputs. Generate Weekly KPI Summary Switch model versions or tune generation settings if your summaries need more detail or tighter control. Format Email and Slack Message Create separate message structures for leadership, sales, marketing, or clients. Send Weekly Summary Email Send to multiple recipients, use a group mailbox, or route through a different email provider. Send Weekly Summary to Slack Post into multiple channels, threads, or team specific destinations. Log Weekly Summary to Google Sheets Add more columns such as workflow status, report owner, channel count, or execution ID. Add ons You can extend this workflow with additional features such as: Error handling branches for failed API, Slack, Gmail, or Sheets steps Conditional routing so only failed or below target KPIs are escalated Multi team summaries for different departments from the same source file HTML email formatting for richer presentation PDF report generation before email delivery Dashboard sync to a data warehouse or BI tool Approval flow before sending the summary externally Separate prompts for leadership and operational teams Use Case Examples This workflow supports several practical business scenarios, including these common examples: 1. Weekly marketing performance update Pull sessions, leads, and email metrics from Google Sheets, summarize movement, and post the result to leadership each Monday. 2. Agency client KPI reporting Collect weekly client metrics, draft a readable update with AI, and deliver the summary through email and Slack while saving a history log. 3. Operations review automation Track weekly process or service KPIs from a spreadsheet, calculate movement against target, and generate a management ready summary. 4. Startup founder reporting Create a short investor or founder style weekly snapshot from operational metrics without manually preparing a report every week. 5. Benchmark comparison testing Keep the placeholder benchmark branch during development to test merge logic, prompt quality, and final message formatting before switching to real external data. There can be many more use cases for this workflow depending on your reporting structure, KPI sources, and communication channels. Troubleshooting Guide | Issue | Possible Cause | Solution | |---|---|---| | Workflow does not start on schedule | Workflow is inactive or schedule settings are incomplete | Activate the workflow and recheck the Weekly KPI Schedule Trigger configuration | | Google Sheets data is empty | Wrong spreadsheet, wrong tab, or missing access | Reconnect credentials and confirm the correct document and sheet are selected | | KPI calculations look wrong | Source values are stored as text or fields do not match expected names | Review the source sheet columns and confirm Number conversion in the normalization step | | Benchmark data looks irrelevant | Placeholder API is still active | Replace the Fetch Benchmark KPI Data node with your real benchmark source or remove the branch | | Gemini summary is too generic | Prompt is too broad or test data is weak | Improve the Build Executive Summary Prompt node and use more realistic KPI inputs | | Gmail node fails | Gmail credential expired or sending account lacks permission | Reconnect Gmail and test sending from the configured mailbox | | Slack message is not posted | Wrong channel selected or Slack app lacks posting rights | Reconnect Slack, select the correct channel, and verify app permissions | | Log row is not added to Google Sheets | Wrong log sheet or incorrect column mapping | Review the append node, log sheet destination, and mapped column names | | Merge output is incomplete | One branch is not returning records | Test both normalization branches separately and confirm each one outputs items before the merge | | AI output formatting is messy | The formatter node is not extracting the expected Gemini field | Review the Format Email and Slack Message node and confirm which response property contains the summary text | Need Help This workflow can be a solid foundation for a reliable reporting system and it can be tailored further based on your exact business process. If you need help setting up this workflow, replacing the placeholder benchmark API with a production data source, improving the Gemini prompt, adding approval flows or extending the workflow with more channels and logic, WeblineIndia can help. WeblineIndia can assist with: n8n workflow setup and deployment Credential and node configuration Google Sheets, Slack, Gmail, and AI integration setup Prompt optimization for business summaries Production hardening with error handling and retries Building similar custom automation workflows for operations, reporting, sales and marketing Hiring dedicated n8n developers

Quick overview This workflow runs daily to scan open Salesforce opportunities and related tasks, detect overdue or high-priority internal dependencies, generate an AI-written escalation summary with Google Gemini, and then notify stakeholders via Slack and Gmail while updating the opportunity and logging the incident to Google Sheets. How it works Runs every day at 9:00 to start a bottleneck check. Retrieves all open Salesforce opportunities and Salesforce tasks linked to records, then matches tasks to their related opportunities. Flags tasks as bottlenecks when they are overdue or high priority and still open, assigns a dependency type from the task subject (for example legal, proposal, technical, or finance), and calculates a severity level. For each detected bottleneck, sends the opportunity and task context to Google Gemini to produce a JSON summary, escalation reason, recommended next action, owner team, and severity. Sends a formatted bottleneck alert to a Slack channel and a plain-text escalation email via Gmail. Updates the Salesforce opportunity Next Step field with the bottleneck details and appends an audit row to a Google Sheets log. Setup Add Salesforce credentials with permission to query Opportunities and Tasks and to update Opportunities. Add Google Gemini credentials for the chat model used to generate bottleneck summaries. Add a Slack OAuth2 connection and select the channel where bottleneck alerts should be posted. Add a Gmail connection and configure the recipient(s) for escalation emails in the Gmail node. Add Google Sheets credentials and set the target spreadsheet and sheet tab used to append bottleneck audit rows. Additional info How To Customize Nodes Detection Logic (Code Node)** Modify conditions for bottlenecks (e.g., include medium priority or custom SLA rules) Dependency Classification** Update keyword matching logic to suit your business processes AI Prompt** Customize instructions to refine outputs (e.g., tone, structure, or additional fields) Slack Message Format** Adjust formatting or include/exclude fields based on team needs Salesforce Update Field** Modify which field is updated (currently "Next Step") Google Sheets Columns** Add/remove columns based on reporting requirements Add-ons & Enhancements Add Google Tasks for follow-up tracking Introduce retry logic for failed Slack/Gmail sends Add deduplication to avoid repeated alerts Include escalation workflows (e.g., manager alerts) Add dashboards using BI tools connected to Google Sheets Use Case Examples Detect overdue legal reviews blocking deal closure Identify high-priority proposal approvals not completed Track finance approvals delaying revenue recognition Alert teams about technical dependencies in late-stage deals Maintain an audit trail of all escalated bottlenecks There can be many more use cases depending on your internal processes. Troubleshooting Guide | Issue | Possible Cause | Solution | | ----------------------- | -------------------------------- | ----------------------------------------------- | | No data returned | Salesforce query issue | Verify SOQL queries and permissions | | AI output parsing fails | Invalid JSON from AI | Check prompt formatting and enforce strict JSON | | Slack message not sent | Incorrect credentials or channel | Reconnect Slack and verify channel ID | | Email not delivered | Gmail config issue | Check Gmail OAuth and recipient field | | Salesforce update fails | Field length limit | Ensure text is within 255 characters | | Missing bottlenecks | Logic too strict | Adjust detection conditions in Code node | Need Help? If you need assistance setting up this workflow, customizing it for your business or building advanced automation solutions, feel free to reach out. Contact WeblineIndia for: Workflow setup and deployment Custom AI automation solutions Salesforce and CRM integrations Advanced n8n workflow development We are happy to help you scale your automation journey.

Streamline client onboarding and project setup from hours to minutes with AI-driven automation. This intelligent workflow eliminates manual coordination, builds proposals, creates projects in Asana, welcomes clients on Slack, and logs everything — ensuring 90% faster onboarding and zero dropped steps. What This Workflow Does Transforms your client onboarding from scattered tools and emails into one seamless automation: 📝 Capture Client Details – Jotform intake form collects client, company, and project information. 🧠 AI-Powered Analysis – LangChain AI Agent analyzes the project scope, estimates effort, and recommends team composition. 📄 Generate Proposal – Automatically builds a professional HTML proposal summarizing goals, timeline, and estimated hours. 🗂️ Create Asana Project – Generates a new project with all key details, milestones, and assigned team members. 💬 Slack Collaboration – Creates a dedicated Slack channel, sends welcome messages, and introduces the project team. 📧 Welcome Email – Sends a personalized onboarding email to the client with project summary and next steps. 💼 CRM Sync – Creates or updates a HubSpot contact with complete project and client information. 📊 Audit Logging – Logs all onboarding activity to Google Sheets for centralized record-keeping. Key Features 🤖 AI Proposal Generation – Uses LangChain AI to generate smart project summaries and resource plans. ⚙️ End-to-End Automation – From form submission to project creation, communication, and CRM logging. 💬 Smart Slack Setup – Automatic channel creation and messaging for internal coordination. 📧 Personalized Client Emails – Beautifully formatted, professional onboarding emails. 🗂️ Asana Integration – Project creation with dynamic task templates and priorities. 📊 Google Sheets Logging – Instant audit trail for every client submission and generated proposal. 💼 CRM Integration – Automatically syncs client data with HubSpot for sales and account tracking. Perfect For 🚀 Agencies & Service Providers – Automate client onboarding, proposal creation, and task setup. 🏢 Consultancies – Quickly turn client requests into structured projects with assigned resources. 💻 Freelancers & Creators – Impress clients with AI-built proposals and instant communication. 📈 Growing Teams – Scale onboarding without extra admin or coordination time. 🧠 Operations Teams – Ensure consistency and transparency across all onboarding activities. What You’ll Need Required Integrations 🧾 Jotform – Client intake form (project details, budget, company info). Create your form for free on Jotform using this link 🤖 AI Agent – For analyzing project scope and building proposals. 🗂️ Asana – Project creation and task assignment. 💬 Slack – For automated client channel creation and internal communication. 📧 Gmail – For onboarding and proposal emails. 💼 HubSpot – CRM contact creation and project linkage. 📊 Google Sheets – For logging all onboarding and AI results. Optional Enhancements 📄 PDF Generation (PDF Munk) – Convert AI-generated proposals into downloadable PDFs. 💬 Slack Interactive Approvals – Add buttons for internal review before client communication. 📈 Performance Dashboard – Connect Google Sheets data to Looker Studio for tracking onboarding times. 🌍 Multilingual Support – Add translation nodes for international clients. 🔐 File Attachments – Send proposal PDFs or onboarding kits automatically via Gmail. Quick Start 1️⃣ Import Template – Copy and import the JSON file into your n8n workspace. 2️⃣ Set Up Jotform – Create a form with fields for client name, company, project name, budget, and requirements. 3️⃣ Add Credentials – Connect Jotform, AI Agent, Asana, Slack, Gmail, HubSpot, and Google Sheets. 4️⃣ Configure Sheet ID – Replace YOUR_SHEET_ID in the Google Sheets node. 5️⃣ Customize Proposal HTML – Edit AI prompt and branding to reflect your company’s style. 6️⃣ Test Workflow – Submit a test form and verify Slack, Asana, Gmail, and Sheets outputs. 7️⃣ Deploy – Activate workflow and share the Jotform link with your sales or operations team. Customization Options 1️⃣ Proposal Branding – Customize proposal HTML with logos, brand colors, and formatting. 2️⃣ AI Prompt Tuning – Refine the LangChain AI prompt to match your tone or project style. 3️⃣ Task Templates – Adjust task names, assignees, and due dates in the Asana creation node. 4️⃣ Slack Messaging – Update welcome message formatting and team introduction details. 5️⃣ CRM Fields – Map additional HubSpot properties for better data tracking. 6️⃣ Sheet Logging – Add more columns for tracking team recommendations or proposal scores. Expected Results ⚡ 90% Faster Onboarding – Reduce manual setup from hours to minutes. 🤖 AI Precision – Intelligent proposals and team allocations that impress clients instantly. 📈 Zero Missed Steps – Every project automatically created, communicated, and logged. 💬 Seamless Collaboration – Slack, Gmail, and Asana in perfect sync. 🗂️ Complete Transparency – Every onboarding step logged for accountability and improvement. 🏆 Use Cases 🧑‍💼 Marketing & Creative Agencies – Automate creative project scoping and proposal creation. 💻 Software Development Teams – Rapidly assess client tech requirements and allocate developers. 🧾 Consulting Firms – Build data-backed, AI-enhanced proposals for client engagements. 🏢 Corporate PMOs – Standardize project setup and approvals across multiple departments. Pro Tips 💡 Refine AI Prompt – Include examples of past projects to improve proposal quality. 💬 Add Slack Approvals – Insert “manager approval” logic before sending proposals. 📄 Attach PDFs – Use PDF Munk for branded, downloadable proposals. 📊 Track Conversion – Link HubSpot deal stage changes based on Asana progress. 📅 Monitor Efficiency – Use Sheet timestamps to calculate average onboarding time. Learning Resources This workflow demonstrates: AI integration using Agents Multi-app orchestration and data syncing Advanced HTML and email template customization Real-world Asana and Slack API usage CRM syncing and Google Sheets logging Modular, scalable n8n workflow design Workflow Structure Visualization 📝 Jotform Submission ↓ 🧠 AI Project Analysis (Agent) ↓ 📄 Proposal Generation (HTML) ↓ 🗂️ Asana Project Creation ↓ 💬 Slack Channel Setup & Message ↓ 📧 Gmail Welcome Email ↓ 💼 HubSpot Contact Creation ↓ 📊 Google Sheets Log Ready to Revolutionize Client Onboarding? Import this template today and let AI handle the heavy lifting. Your team saves hours, your clients get instant engagement — and your entire process runs flawlessly. ✨

How It Works This workflow automates comprehensive real estate investment analysis by orchestrating specialized AI agents to evaluate property data, market trends, and financial metrics. Designed for real estate investors, portfolio managers, and property analysts managing multiple properties or evaluating acquisition opportunities, it eliminates the manual research and analysis that typically requires days of work across multiple data sources. The system aggregates data from real estate APIs, market databases, and local statistics, then deploys specialized agents: performance analysis evaluates ROI and cash flow, recommendation engines identify optimal properties, market analysis assesses location trends, sentiment analysis mines reviews and local feedback, and workflow tools calculate financial projections. An orchestrator coordinates these agents to generate consolidated investment reports with property rankings, risk assessments, and portfolio recommendations. Results populate Google Sheets dashboards and trigger email notifications, transforming weeks of analysis into automated insights delivered in hours. Setup Steps Configure real estate API credentials (Zillow/Realtor.com) Add market data API keys for local statistics and demographics Input NVIDIA API keys for all OpenAI Model nodes Set OpenAI API key in Team Collaboration Agent/Orchestrator Configure Calculator Tool parameters for financial projections Connect Google Sheets and specify portfolio tracking spreadsheet ID Set up Gmail credentials and specify recipient addresses for reports Prerequisites NVIDIA API access, OpenAI API key, real estate data API subscriptions Use Cases Multi-property portfolio analysis, acquisition opportunity screening. Customization Adjust investment criteria thresholds, add custom financial metrics Benefits Reduces analysis time by 90%, evaluates unlimited properties simultaneously

UTM Link Creator & QR Code Generator with Scheduled Google Analytics Reports This workflow enables marketers to generate UTM-tagged links, convert them into QR codes, and automate performance tracking in Google Analytics with scheduled reports every 7 days. This solution helps monitor traffic sources from different marketing channels and optimize campaign performance based on analytics data. Prerequisites Before implementing this workflow, ensure you have the following: Google Analytics 4 (GA4) Account & Access Ensure you have a GA4 property set up. Access to the GA4 Data API to schedule performance tracking. Refer to the Google Analytics Data API Overview for more information. Airtable Account & API Key Create an Airtable base to store UTM links, QR codes, and analytics data. Obtain an Airtable API key from your Account Settings. Detailed instructions are available in the Airtable API Authentication Guide. Step-by-Step Guide to Setting Up the Workflow 1. Generate UTM Links Create a form or interface to input: Base URL** (e.g., https://example.com) Campaign Name** (utm_campaign) Source** (utm_source) Medium** (utm_medium) Term** (Optional: utm_term) Content** (Optional: utm_content) Append UTM parameters to generate a trackable URL. 2. Store UTM Links & QR Codes in Airtable Set up an Airtable base with the following columns: UTM Link** QR Code** Campaign Name** Source** Medium** Date Created** Adjust as needed based on your tracking requirements. For guidance on setting up your Airtable base and using the API, refer to the Airtable Web API Documentation. 3. Convert UTM Links to QR Codes Use a QR code generator API (e.g., goqr.me, qrserver.com) to generate QR codes for each UTM link and store them in Airtable. 4. Schedule Google Analytics Performance Reports (Every 7 Days) Use the Google Analytics Data API to pull weekly performance reports based on UTM parameters. Extract key metrics such as: Sessions Users Bounce Rate Conversions Revenue (if applicable) Store the data in Airtable for tracking and analysis. Adjust timeframe as needed For more details on accessing and using the Google Analytics Data API, consult the Google Analytics Data API Overview. Benefits of This Workflow ✅ Track Marketing Campaigns: Easily monitor which channels drive traffic. ✅ Automate QR Code Creation: Seamless integration of UTM links with QR codes. ✅ Scheduled Google Analytics Reports: No manual reporting—everything runs automatically. ✅ Improve Data-Driven Decisions: Optimize ad spend and marketing strategies based on performance insights. This version ensures proper Markdown structure, includes relevant documentation links, and improves readability. Let me know if you need any further refinements! 🚀