Workflow Templates

🚀 Never miss a new lead again — get instant email alerts and stay ahead of every opportunity! This workflow automatically notifies your team the moment a new lead is created in your CRM or form submission. It keeps your sales, marketing, and support teams aligned — so no lead goes unnoticed, and every customer feels heard right away. ✨ How it works ✅ Capture: A webhook receives new lead data from your CRM or online form. 🧩 Clean: The workflow filters and formats the data for clear presentation. 💌 Compose: Generates a beautiful HTML email with your branding and lead details. 📨 Send: Instantly emails your team or the lead using Gmail or SMTP. ⚡ React Fast: Your team gets notified in seconds — no manual checks needed! ⚙️ Set up steps 🔗 Add a POST webhook in your CRM or app that points to your n8n webhook URL. 🏢 Update your company info (logo, name, website) in the configuration node. 📧 Connect Gmail OAuth2 or your SMTP credentials to send branded emails instantly. Compatible with Odoo, HubSpot, Zoho CRM, Salesforce, Pipedrive, Typeform, and any system that supports outgoing webhooks.

How it works This workflow is triggered when the contact form is submitted. It automatically saves the inquiry details to Google Sheets and sends a notification to Slack. You can then review the inquiry and reply directly from Slack using the Contact button. How to use Open the Gmail node and set up the Credential. Open the Google Sheets node and set up the Credential. Open the Slack node and set up the Credential to allow sending messages. You can create a new Slack App here. Open the ContactWebhook node and configure Basic Auth. Open the Config node and update the contactWebhookUrl parameter to match the Production URL from the ContactWebhook node. Customizing this workflow You can customize the Slack notification message in the Config node. You can modify the reply email body in the Gmail node. We recommend including a scheduling link (e.g., to book a meeting).

Overview Intelligent email-to-WhatsApp automation that monitors Gmail and Outlook accounts, uses Google Gemini AI to filter important emails, and forwards them to WhatsApp via Evolution API. Key Features Multi-account support (Gmail + 2 Outlook accounts) AI-powered email classification with Google Gemini Automatic Arabic translation for foreign emails Approved sender whitelist Security email prioritization (2FA, activations, passwords) Spam and promotion filtering Automatic mark-as-read Link extraction from emails Setup Requirements Services Needed: n8n instance Gmail account with API access Microsoft Outlook account(s) Google Gemini API key (free tier available) Evolution API (self-hosted WhatsApp API) Credentials to Add: Gmail OAuth2 Microsoft Outlook OAuth2 Google Gemini API Evolution API Configuration Steps Import workflow Add all credentials in n8n Update WhatsApp numbers in all "Send" nodes (format: number@s.whatsapp.net) Replace "YourInstanceName" with your Evolution API instance Customize approved sender emails in AI Agent system prompts Test and activate How It Works Workflow monitors emails every minute, parses content with JavaScript, classifies importance with Google Gemini AI, extracts links, translates non-Arabic content, and sends formatted messages to WhatsApp. Use Cases Perfect for professionals needing instant mobile notifications for critical emails while filtering spam and promotions.

How it works This workflow identifies HubSpot deals that have gone untouched for 21+ days and automatically updates their status to Closed Lost. It fetches associated contacts, retrieves their details, and sends personalized follow-up emails requesting feedback. Finally, it notifies your team via Slack about the deals moved to Closed Lost. The workflow runs on a scheduled interval, ensuring consistent lead management without manual intervention. Step-by-step 1. Trigger the workflow Schedule Trigger** – Runs the workflow at a defined interval (daily, weekly, etc.). Get HubSpot Deals** – Retrieves all deals with key properties from HubSpot. Extract Deal Fields** – Normalizes deal data for consistent processing. 2. Identify and update cold deals Filter Cold Leads (21+ days)** – Keeps only deals not updated in the past 21 days. Update Deal to Closed Lost** – Marks stale deals as Closed Lost in HubSpot. 3. Map deals to contacts Fetch Deal Associations** – Retrieves contacts linked to filtered deals. Extract Contact IDs** – Parses associations to get contactId, dealId, and dealName. Get Contact Details** – Fetches enriched contact information. Extract Contact Email** – Simplifies data, keeping only the email field. 4. Follow-up & team notification Send Gmail Feedback Request** – Sends a personalized thank-you email requesting feedback. Send Slack Notification** – Alerts the team about deals updated to Closed Lost. Why use this? Ensures timely closure of stale HubSpot deals, keeping your pipeline clean. Automates follow-up emails to gather valuable feedback from disengaged leads. Reduces manual effort in deal management and contact outreach. Keeps your team informed in real-time with Slack notifications. Improves sales process efficiency and lead data hygiene.

Email Automation Workflow Template This n8n template demonstrates how to automate email classification, labeling, draft generation, and logging using Gmail, OpenAI, and Google Sheets. Use cases include customer support management, sales inquiry handling, and keeping track of incoming emails efficiently in a structured way. Good to know Gmail OAuth2 credentials are required for sending, labeling, and drafting emails. OpenAI credentials are needed for generating draft responses. Google Sheets must have Logs and Errors sheets with the correct columns (Original Email, Decision, Output Email for Logs; Node with Error, Error Message, Time, Execution ID, Workflow ID for Errors). The workflow is designed to handle multiple emails simultaneously and continues even if a node fails. How it works The workflow is triggered by new emails in Gmail. Emails are classified into categories: Support, Sales, Complaints, Information, or Other. Based on the classification: Support and Sales emails → Draft response generated with OpenAI and labeled in Gmail. Complaints, Information, and Other → Emails labeled accordingly. All processed emails and generated outputs are logged in Google Sheets (Logs). Any workflow errors are captured in the Errors sheet for debugging. How to use Test with a sample email to confirm classification, draft generation, labeling, and logging work correctly. Update Google Sheets nodes with your document ID and sheet names. Requirements Gmail account with OAuth2 credentials OpenAI account for draft generation Google Sheets account for logging Customizing this workflow Add new email categories or refine existing ones. Adjust draft responses or templates for Support/Sales. Integrate with other apps or systems for more advanced automation (e.g., CRM updates, notifications).

This is a fully working n8n workflow that sends prescriptions to patients via email and WhatsApp when a doctor enters prescription data into a Google Sheet. 📋 Google Sheets Structure Main Sheet: Required columns: prescription_id (unique ID) patient_name patient_email patient_phone doctor_name prescription_date prescription_details dosage_instructions followup_date (optional) prescription_status (set to "new" for new prescriptions) Log Sheet: This will be auto-created with columns for tracking sent notifications. 🔧 Required Credentials Setup Google Sheets OAuth2 API: Connect your Google account SMTP Credentials: For email sending (Gmail, Outlook, etc.) WhatsApp API: Meta Business WhatsApp API credentials ⚙️ Configuration Steps Replace YOUR_GOOGLE_SHEET_ID with your actual Google Sheet ID Replace YOUR_WHATSAPP_PHONE_NUMBER_ID with your WhatsApp Business phone number ID Update the email sender address in the "Send Email" node Set up your credentials in n8n 🌟 Features Included Automated Trigger**: Monitors Google Sheet for new prescriptions Smart Filtering**: Only processes prescriptions with status "new" Rich Email Format**: Professional HTML email with prescription details WhatsApp Integration**: Sends formatted prescription text Comprehensive Logging**: Tracks all sent notifications Status Updates**: Marks prescriptions as "sent" after processing Error Handling**: Logs success/failure status for both channels 📱 Sample Data Format Add rows to your sheet like this: prescription_id: RX001 patient_name: John Doe patient_email: john@email.com patient_phone: +1234567890 doctor_name: Dr. Smith prescription_date: 2025-01-15 prescription_details: Amoxicillin 500mg capsules dosage_instructions: Take 1 capsule 3 times daily with food followup_date: 2025-01-22 prescription_status: new

How It Works A webhook or timer triggers the workflow to automatically fetch inventory data from multiple platforms. Stock levels are compared across stores to identify discrepancies, and any inconsistencies are updated on the respective platforms in real time. All changes and updates are recorded in Google Sheets for easy tracking, and email alerts are sent to notify relevant team members of any exceptions or issues that require attention. This ensures inventory accuracy and timely response to stock mismatches. Setup Steps Add Shopify and/or WooCommerce API credentials to enable secure data access. Connect Google Sheets for comprehensive logging of all inventory updates and Gmail for sending timely email alerts. Configure the sync frequency within the Function nodes to control how often inventory data is fetched, compared, and updated. Prerequisites Shopify/WooCommerce API keys Google Sheets access Gmail credentials n8n instance Customization Add ERPNext or custom APIs Enable Slack notifications AI discrepancy detection Benefits Real-time inventory accuracy Automated cross-platform updates Centralized audit logging

This n8n workflow automates the monitoring of warehouse inventory and sales velocity to predict demand, generate purchase orders automatically, send them to suppliers, and record all transactions in ERP and database systems. It uses AI-driven forecasting to ensure timely restocking while maintaining operational efficiency and minimizing stockouts or overstocking. Key Features Automated Scheduling:** Periodically checks inventory and sales data at defined intervals. Real-Time Data Fetching:** Retrieves live warehouse stock levels and sales trends. AI Demand Forecasting:** Uses OpenAI GPT to predict future demand based on sales velocity and stock trends. Auto-Purchase Orders:** Automatically generates and sends purchase orders to suppliers. ERP Integration:** Logs completed purchase orders into ERP systems like SAP, Oracle, or Netsuite. Database Logging:** Saves purchase order details and forecast confidence data into SQL databases (PostgreSQL/MySQL). Email Notifications:** Notifies relevant teams upon successful order creation and logging. Modular Configuration:** Each node includes configuration notes and credentials setup instructions. Workflow Process Schedule Trigger Runs every 6 hours to monitor stock and sales data. Interval can be adjusted for higher or lower frequency checks. Fetch Current Inventory Data Retrieves live inventory levels from the warehouse API endpoint. Requires API credentials and optional GET/POST method setup. Fetch Sales Velocity Pulls recent sales data for forecasting analysis. Used later for AI-based trend prediction. Merge Inventory & Sales Data Combines inventory and sales datasets into a unified JSON structure. Prepares data for AI model input. AI Demand Forecasting Sends merged data to OpenAI GPT for demand prediction. Returns demand score, reorder need, and confidence levels. Parse AI Response Extracts and structures forecast results. Combines AI data with original inventory dataset. Filter: Reorder Needed Identifies items flagged for reorder based on AI output. Passes only reorder-required products to next steps. Create Purchase Order Automatically creates a PO document with item details, quantity, and supplier information. Calculates total cost and applies forecast-based reorder logic. Send PO to Supplier Sends the generated purchase order to supplier API endpoints. Includes response validation for order success/failure. Log to ERP System Records confirmed purchase orders into ERP platforms (SAP, Oracle, Netsuite). Includes timestamps and forecast metrics. Save to Database Stores all PO data, supplier responses, and AI forecast metrics into PostgreSQL/MySQL tables. Useful for long-term audit and analytics. Send Notification Email Sends summary emails upon PO creation and logging. Includes PO ID, supplier, cost, and demand reasoning. Setup Instructions Schedule Trigger:** Adjust to your preferred interval (e.g., every 6 hours or once daily). API Configuration:** Provide credentials in Inventory, Sales, and Supplier nodes. Use Authorization headers or API keys as per your system. AI Node (OpenAI):** Add your OpenAI API key in the credentials section. Modify the prompt if you wish to include additional forecasting parameters. ERP Integration:** Replace placeholder URLs with your ERP system endpoints. Match fields like purchase order number, date, and cost. Database Connection:** Configure credentials for PostgreSQL/MySQL in the Save to Database node. Ensure tables (purchase_orders) are created as per schema provided in sticky notes. Email Notifications:** Set up SMTP credentials (e.g., Gmail, Outlook, or custom mail server). Add recipients under workflow notification settings. Industries That Benefit This automation is highly beneficial for: Retail & E-commerce:** Predicts product demand and auto-orders from suppliers. Manufacturing:** Ensures raw materials are restocked based on production cycles. Pharmaceuticals:** Maintains optimum inventory for high-demand medicines. FMCG & Supply Chain:** Balances fast-moving goods availability with minimal overstocking. Automotive & Electronics:** Prevents delays due to missing components. Prerequisites API access to inventory, sales, supplier, and ERP systems. Valid OpenAI API key for demand forecasting. SQL database (PostgreSQL/MySQL) for record storage. SMTP or mail server credentials for email notifications. n8n environment with required nodes installed (HTTP, AI, Filter, Email, Database). Modification Options Change forecast logic or thresholds for different industries. Integrate Slack/Teams for live notifications. Add approval workflow before sending POs. Extend AI prompt for seasonality or promotional trends. Add dashboard visualization using Grafana or Google Sheets. Explore More AI Workflows: Get in touch with us to build industry-grade n8n automations with predictive intelligence.

Introduction Automates patient health monitoring by analyzing submitted health data via AI, determining alert necessity, and notifying family and doctors when critical conditions detected. How It Works Webhook receives health data, AI agent analyzes vitals using OpenRouter with structured parsing. Conditional logic checks alert necessity. If yes: prepares data, emails family, checks doctor criteria, sends doctor email, merges results. If no: skips alerts. Combines outcomes and responds to webhook. Workflow Template Webhook → Extract Data → AI Agent → [OpenRouter + Memory + Parser] → Check Alert → [Prepare + Email Family + Check Doctor + Email Doctor] OR [No Alert] → Merge → Combine → Respond Workflow Steps Reception & Extraction: Webhook receives vitals/symptoms, parses JSON payload AI Analysis: OpenRouter analyzes vitals against ranges, accesses history via Memory Tool, formats assessment via Output Parser Routing & Notification: Conditional logic checks severity. Alert path emails family/doctor if critical. No alert logs status Consolidation: Merges outcomes, sends webhook response Setup Instructions Configure webhook endpoint with auth token. Add OpenRouter API key and select model. Set up AI Agent with Memory Tool and Output Parser. Connect Gmail/SMTP for notifications with recipient addresses. Configure alert thresholds (temp >38.5°C, BP >140/90, HR <60/>100). Set doctor notification criteria. Prerequisites n8n instance, OpenRouter API key, AI model access, Patient database, Gmail/SMTP credentials, Family contacts, Doctor contacts, Webhook authentication Use Cases Chronic Disease: Diabetic submits glucose readings. AI detects >250mg/dL, alerts family and endocrinologist. Elderly Care: Senior's vitals monitored via wearable. AI identifies irregular rhythm, emails caregiver and cardiologist. Customization Adjust thresholds by demographics. Add vital types (O2, glucose trends). Customize AI prompts for conditions. Integrate SMS via Twilio. Add escalation logic. Include medication tracking. Connect EHR systems. Implement frequency limits. Add dashboard reporting. Benefits Rapid Response: Detects emergencies in seconds. Intelligent Filtering: Prevents false alarms. Family Peace: Automated notifications keep loved ones informed. Clinical Efficiency:

This n8n template automatically processes inbound form leads, researches their company via their website, and uses AI to write and send a highly personalized "speed to lead" email instantly. It also tracks subsequent appointment bookings to keep your CRM up to date. Use cases are focused on high velocity sales: Perfect for agency owners, founders, and sales teams who need to respond to new leads in seconds while maintaining a high quality, personal touch. Good to know At the time of writing, this template is optimized for GPT-4o to ensure the highest quality personalization. This template was originally designed using a Lovable form, but it works with any form builder (Typeform, Webflow, WordPress) that can send data via a webhook. How it works The workflow starts when a new lead submits your contact form via the Webhook node. It immediately checks your Airtable CRM to ensure the lead is new and not a duplicate. The system scrapes the provided website URL and uses custom code to clean the HTML data. AI analyzes the cleaned website data to generate a concise summary of the business. A second AI step uses this summary and the lead's goals to draft and send a personalized email via Gmail. The lead data and website summary are logged into your Airtable base. A parallel flow monitors your inbox for booking confirmations and updates the CRM automatically. How to use Create the necessary Base and Table in Airtable to store your leads. Connect your website form to the Webhook URL in the workflow. Update the OpenAI node prompts with your specific email signature and phone number. Run a test submission to ensure the website scraper is capturing data correctly. Requirements Airtable account OpenAI account (GPT-4o model recommended) Gmail account Customising this workflow You can easily adapt this for different communication channels. Try swapping the Gmail node for a Slack notification to alert your team of high value leads, or connect it to HubSpot instead of Airtable for enterprise CRM management.

Instantly Track Reddit Discussions and Generate Insights Manually monitoring Reddit for relevant discussions can be overwhelming. This automation does all the heavy lifting by automatically searching for keywords across selected subreddits or the entire Reddit, analyzing each post with GPT-5-Mini, and saving structured insights in your Notion database. Optionally, receive daily email notifications summarizing new discussions without lifting a finger. Key Features Daily Automated Reddit Monitoring** Checks Reddit once a day for new posts matching your keywords in selected subreddits or across all of Reddit. AI-Powered Analysis with Custom Prompts** Uses GPT-5-Mini to: Assign a relevance score to each post based on your defined priorities. Generate a suggested comment tailored to your audience or engagement strategy. Allow custom prompts so you can tweak AI behavior for lead generation, competitor monitoring, or brand mentions. Notion Integration** Saves all posts, relevance scores, and AI-generated comments directly into your Notion database for easy tracking and collaboration. Optional Email Alerts** Sends a clean, HTML-formatted email summarizing new discussions and insights. No API Keys Required for Reddit** Works with the official Reddit API without requiring users to create credentials. Customizable Inputs** Users define keywords, subreddits, relevance criteria, custom prompts, and notification preferences with minimal setup. Setup Instructions 1. Configure Keywords and Subreddits Open the Define Keywords and Subreddits node. Enter your target keywords and choose specific subreddits, or enable search across all Reddit. Map the inputs to the workflow’s search nodes. 2. Connect OpenAI (GPT-5-Mini) Create an OpenAI account and obtain your API key. Open the AI Analysis Node in the workflow. Paste your OpenAI API key into the credentials field. Customize your prompts to define how GPT-5-Mini: Scores relevance based on your specific criteria. Generates suggested comments tailored to your objectives (e.g., lead generation, brand engagement, competitor analysis). Test the node to ensure relevance scoring and suggested comments are generated correctly. 3. Connect Notion Duplicate the provided Notion template into your workspace. Obtain your Notion integration secret from Notion settings. Paste the secret into the Add Each Post to Notion Database node. Test the connection to ensure posts are saved correctly. 4. Optional Email Notifications Setup Google API credentials in the Google Cloud Console. Authenticate Gmail in the workflow. Map the recipient email and customize the notification format. Test sending an email to confirm delivery. 5. Configure Workflow Trigger Import the workflow into n8n. Ensure the daily trigger is enabled. Optionally adjust schedule or notification settings. How It Works Daily Trigger: Starts the workflow once per day. Reddit Search: Queries new posts based on user-defined keywords. AI Analysis: GPT-5-Mini evaluates relevance score and generates suggested comments based on your custom prompts. Save & Notify: Posts are saved to Notion and optionally summarized via email. Example Use Cases Generate leads by identifying potential prospects discussing your industry or product. Monitor brand mentions to stay on top of conversations around your company. Track competitor activity across relevant subreddits. Keep a daily digest of trending posts for market research or content ideas. Automate engagement by posting AI-generated suggested comments. Requirements | Tool | Purpose | | -------------- | ------------------------------------------------- | | Notion Account | Store posts, relevance scores, and comments | | Gmail Account | Optional daily email notifications | | n8n | Run, schedule, and manage the workflow | | OpenAI API Key | Access GPT-5-Mini for relevance scoring and AI-generated comments |

Transform your Google Form into an intelligent customer support system that automatically analyzes, prioritizes, and responds to every inquiry with AI-powered personalization. Who's it for This workflow is perfect for: Customer support teams** handling high volumes of form submissions Small businesses** looking to provide instant, professional responses 24/7 E-commerce stores** managing product inquiries, complaints, and refunds Service providers** triaging appointment requests and support tickets Event organizers** responding to registration questions How it works When someone submits your Google Form, this workflow: Triggers instantly** from new Google Sheets row Analyzes with AI** to determine urgency (low/medium/high), category (technical/sales/support/billing), and sentiment (positive/neutral/negative) Routes intelligently** based on priority level to appropriate response template Generates personalized reply** using OpenAI, tailored to urgency and sentiment Sends auto-reply** via Gmail with professional formatting Alerts your team** on Slack for high-priority cases requiring human follow-up Logs everything** to tracking sheet for analytics and audit trail Set up steps Time to set up: approximately 15-20 minutes Prerequisites Google Form connected to Google Sheets OpenAI API key (get one at platform.openai.com) Gmail account for sending emails Slack workspace (optional, for team alerts) Configuration steps Connect Google Sheets Trigger to your form response sheet Update column names in "Map Form Column Names" node (default: Name, Email Address, Inquiry) Add OpenAI credentials - uses GPT-4o-mini for cost efficiency (approximately $0.001 per inquiry) Connect Gmail via OAuth2 for sending auto-replies Create tracking sheet with columns: timestamp, name, email, urgency, category, sentiment, summary, keywords, subject, inquiry (Optional) Connect Slack for high-priority notifications Test with sample data before activating Requirements Google Form (free) Google Sheets (free) OpenAI API account (approximately $0.001-0.002 per inquiry with GPT-4o-mini) Gmail account (free) Slack workspace (optional, free tier available) n8n Cloud or self-hosted instance How to customize Adjust triage criteria: Edit the "Analyze with AI Triage" prompt to define what qualifies as high/medium/low urgency for your business. Add custom categories beyond the default five (technical/sales/support/billing/general). Modify response templates: Customize the three response generation nodes to match your brand voice. Add company-specific information, policies, or FAQ links. Adjust tone from formal to casual based on your audience. Add advanced features: Insert CRM integration to check customer history before responding Add condition nodes to route specific categories to different team members Include file attachments (brochures, manuals) based on inquiry type Implement follow-up sequences with Wait nodes Connect multiple notification channels (Discord, email, SMS) Multi-language support: The AI automatically detects and responds in the inquiry's language. Customize prompts with language-specific instructions if needed. Use cases Product support:** Auto-respond to "how to use" questions with relevant documentation Complaint management:** Immediately acknowledge issues and alert team for urgent follow-up Lead qualification:** Instantly engage sales inquiries while routing to appropriate sales rep Appointment requests:** Confirm booking inquiries and provide next steps Feedback collection:** Thank customers and categorize feedback for analysis