Workflow Templates

Initial Outreach Email Workflow This n8n template demonstrates how to automate personalized cold email outreach using AI and a lead database. It’s designed to contact unengaged leads, personalize messages at scale, and schedule follow-ups automatically. Use cases are many: Reach out to new leads, qualify prospects, start conversations, and set up consistent follow-up routines. Great for sales teams, recruiters, and agencies running cold outreach campaigns. Good to know Each AI personalization costs about $0.001 with Groq (free tier available; pricing may vary by provider). The workflow limits emails to 15 per day by default to protect your email reputation and reduce spam risk. The email template is fully customizable to match your brand tone and offer. Outreach timing and follow-up intervals are easy to adjust within the workflow. How it works NocoDB** fetches leads who haven’t been contacted yet (no “Initial Contact Date”). The Limit node ensures no more than 15 emails per run. AI personalizes** your chosen email template with lead name and company. Emails are sent via SMTP or Gmail node. Each contacted lead is updated in the database with today’s Initial Contact Date and a Next Follow-up Date (default 3 days later). The workflow runs on a daily schedule at 10:30 AM (configurable). How to use Set up a NocoDB/any database table with: first_name email Initial Contact Date Next Follow up/Contact organization_name (optional) Customize the email template inside the AI node. Adjust the daily limit and schedule to match your outreach capacity. Import leads into NocoDB and configure credentials for NocoDB, AI provider, and SMTP. Run the workflow manually for testing before going live.

🏠 SignSnapHome.com Open House Lead Management System Automatically capture, qualify, and follow up with open house visitors in real-time This comprehensive n8n workflow transforms your SignSnap Home open house sign-ins into a complete lead management system with instant notifications, intelligent lead scoring, and automated multi-channel follow-ups. View full blog writeup and YouTube video here: Open House n8n + SignSnapHome Automation 🎯 What This Workflow Does Transform every open house visitor into a managed lead with automated processing, scoring, and outreach—all without lifting a finger. Core Features 📸 Visual Lead Capture Automatically processes guest photos from sign-in Converts base64 images to proper binary format Displays guest photos as thumbnails in Discord notifications Supports JPEG, PNG, and other image formats 🎨 Smart Lead Scoring System 🔴 HOT Leads**: No agent + high rating (4-5 stars) → Immediate follow-up priority 🟠 WARM Leads**: Has agent but no buyer agreement → Potential opportunity 🟡 MEDIUM Leads**: Standard engagement level 🔵 COLD Leads**: Has agent with signed agreement OR low rating (1-2 stars) Color-coded Discord embeds for instant visual prioritization 📊 Rich Discord Notifications Beautiful embed cards with all guest information Guest photo thumbnail displayed inline Conditional fields (rating only shows if you have it enabled) Custom field support - ANY extra form fields automatically included Timestamp, contact info, property details Lead priority badge and color coding 📱 Intelligent SMS Follow-up (via Twilio) Sends personalized text message if phone number provided Different messaging for leads with/without agents Professional, warm tone that encourages response Simple "thank you for visiting" approach 📧 Professional Email Follow-up Beautiful HTML email template with gradient header Conditionally shows rating if available Different call-to-action based on agent status Branded footer with SignSnap Home mention Only sends if no phone number (SMS takes priority) Fallback to email if SMS not available ⚙️ Flexible Custom Field Support Automatically detects and processes ANY custom fields No workflow modification needed for new form fields Formats field names nicely (snake_case → Title Case) Displays all custom fields in Discord notification Perfect for additional questions like buyer agreements, prequalification status, etc. 📋 Workflow Structure Node Breakdown Webhook Trigger - Receives POST data from SignSnap Home Parse & Enrich Data - Extracts and processes all form data Separates standard vs custom fields Calculates lead priority score Formats timestamps and names Detects optional fields (like rating) Convert Image to Binary - Transforms base64 photo to n8n binary format Discord Notification - Sends rich embed with photo thumbnail Has Phone Number? - Conditional routing based on contact preference Send SMS (Twilio) - Priority follow-up via text message Has Email? - Fallback check if no phone provided Send Welcome Email - Professional HTML email follow-up ✨ Key Highlights Dynamic & Flexible No hardcoded fields** - automatically adapts to YOUR SignSnap form Works with default fields AND any custom fields you add Rating field is completely optional Handles missing data gracefully Smart Routing SMS-first approach (higher engagement rates) Automatic fallback to email if no phone Only sends what makes sense for each lead Professional Presentation Discord: Visual dashboard for your team SMS: Quick, personal outreach Email: Professional, branded communication Lead Intelligence Automatic qualification based on agent status Rating consideration (when available) Buyer agreement detection Priority-based follow-up suggestions 🔧 Setup Requirements Services Needed SignSnap Home Account - For open house sign-in app Discord Webhook - For team notifications Twilio Account - For SMS (optional but recommended) SMTP Email - For email follow-ups (optional) Configuration Steps Import this workflow into your n8n instance Set up Discord webhook: Create a webhook in your Discord channel Replace YOUR_WEBHOOK_ID/YOUR_WEBHOOK_TOKEN in the HTTP Request node Configure Twilio (if using SMS): Add Twilio credentials in n8n Set your Twilio phone number Configure Email (if using email): Add SMTP credentials in n8n Update the "from" email address Activate your workflow Copy the webhook URL from n8n Configure SignSnap Home: Go to your open house settings Add the n8n webhook URL as your automation endpoint Enable "Send on each submission" (not batch) 📝 Optional Features You Can Add Rating Field Add a "What did you rate the house?" field (1-5 scale) Workflow automatically detects and displays it Affects lead scoring (high ratings = hotter leads) Buyer Agreement Field Add "Do you have a signed buyer agreement?" field Helps identify truly available leads Factors into WARM vs COLD lead classification Any Custom Fields Add ANY additional questions to your form They'll automatically appear in Discord notifications No workflow changes needed! 🎨 Customization Ideas Modify Lead Scoring Edit the JavaScript in the "Parse & Enrich Data" node to adjust: Lead priority thresholds Color coding Scoring criteria Change Message Templates SMS message in "Send SMS (Twilio)" node Email HTML in "Send Welcome Email" node Discord embed structure in "Discord Notification" node Add More Automation Save to Google Sheets/Airtable Create tasks in your CRM Send to Slack instead of/in addition to Discord Add to email marketing list Trigger other workflows 💡 Use Cases Real Estate Agents**: Instant lead capture and follow-up Property Managers**: Track open house attendance Real Estate Teams**: Centralized lead dashboard Brokerages**: Multi-agent lead distribution Home Builders**: Model home visitor tracking 🚀 Why This Workflow Rocks ✅ Zero Manual Work - Completely automated from sign-in to follow-up ✅ Intelligent - Smart lead scoring and routing ✅ Flexible - Adapts to YOUR form fields ✅ Professional - Polished notifications and outreach ✅ Multi-Channel - Discord, SMS, and Email coverage ✅ Visual - See guest photos instantly ✅ Scalable - Handle unlimited open houses ✅ Customizable - Easy to modify for your needs 📊 What You Get Instant Visibility**: See every visitor as they sign in Lead Intelligence**: Know who's hot and who's not Fast Follow-up**: Reach out while interest is hot Team Coordination**: Everyone sees the same data Professional Image**: Automated, timely communication Time Savings**: Hours of manual work eliminated 🔗 Integration Details Webhook Endpoint: /signsnaphome-sign-in-trigger Method: POST Content-Type: application/json Expected Format: SignSnap Home standard output 📞 Support & Customization This workflow is designed to work out-of-the-box with SignSnap Home, but can be adapted for: Other open house sign-in apps Different notification platforms Custom CRM integrations Additional automation steps ⚡ Quick Start Summary Import workflow Add Discord webhook URL (Optional) Configure Twilio for SMS (Optional) Configure SMTP for email Activate workflow Copy webhook URL Add to SignSnap Home settings Start collecting leads! 🎯 Perfect For Solo agents wanting to professionalize their follow-up Teams needing centralized lead management Brokerages tracking multiple open houses Anyone using SignSnap Home for open house sign-ins Transform your open house visitors into qualified, followed-up leads automatically. Never miss an opportunity again! Tags: real-estate, lead-management, automation, discord, twilio, sms, email, webhook, signsnap, open-house, crm Difficulty: Intermediate Nodes Used: 8 External Services: SignSnap Home, Discord, Twilio (optional), SMTP (optional)

📰 Reddit to Newsletter (Automated Curation with Open AI 4o Mini ) Turn the best posts from a subreddit into a ready-to-send HTML newsletter — no copy-pasting, no wasted time. This workflow fetches new posts, filters by topic of interest, analyzes comments, summarizes insights, and composes a clean HTML email delivered straight to your inbox with Gmail. 💡 What this workflow does ✅ Fetches posts from your chosen subreddit (default: r/microsaas, sorted by “new”) 🏆 Selects the Top 10 by upvotes, comments, and recency 🧭 Defines a topic of interest and runs a lightweight AI filter (true/false) without altering the original JSON 💬 Pulls and flattens comments into a clean, structured list 🧠 Summarizes each post + comments into main_post_summary, comment_insights, and key_learnings ✍️ Generates a newsletter in HTML (not Markdown) with headline, outline, sections per post, quotes, and “by the numbers” 📤 Sends the HTML email via Gmail with subject “Reddit Digest” (editable) 🛠 What you’ll need 🔑 Reddit OAuth2 connected in n8n 🔑 OpenAI API key (e.g., gpt-4o-mini) for filtering and summarization 🔑 Gmail OAuth2 to deliver the newsletter 🧵 A target subreddit and a clearly defined topic of interest 🧩 How it works (high-level) Manual Trigger → Get many posts (from subreddit) Select Top 10 (Code node, ranking by ups + comments + date) Set topic of interest → AI filter → String to JSON → If topic of interest Loop Over Items for each valid post Fetch post comments → Clean comments (Code) → Merge comments → Merge with post Summarize post + comments (AI) → Merge summaries → Create newsletter HTML Send Gmail message with the generated HTML ⚙️ Key fields to adjust Subreddit name* and “new” filter in *Get many posts Ranking logic* inside *Top 10 Code node Text inside Set topic of interest** Prompts* for *AI filter, Summarize, and Create newsletter (tone & structure) Recipient & subject line* in *Send Gmail message ✨ Use cases Weekly digest** of your niche community Podcast or newsletter prep** with community insights Monitoring specific themes** (e.g., “how to get first customers”) and delivering insights to a team or client 🧠 Tips & gotchas ⏱️ Reddit API limits: tune batch size and rate if the subreddit is very active 🧹 Robust JSON parsing: the String to JSON node handles clean, fenced, or escaped JSON; failures return error + raw for debugging 📨 Email client quirks: test long newsletters; some clients clip lengthy HTML 💸 AI cost: the two-step (summarization + HTML generation) improves quality but can be merged to reduce cost 🧭 Quick customization Change microsaas to your target subreddit Rewrite the topic of interest (e.g., “growth strategies”, “fundraising”, etc.) Adapt the newsletter outline prompt for a different tone/format Schedule with a Cron node for daily or weekly digests 📬 Contact & Feedback Need help tailoring this workflow to your stack? 📩 Luis.acosta@news2podcast.com 🐦 @guanchehacker If you’re building something more advanced with curation + AI (like turning the digest into a podcast or video), let’s connect — I may have the missing piece you need.

Template Overview This n8n workflow provides an intelligent, timezone-aware AI voice calling system for e-commerce businesses to automatically confirm customer orders via phone calls. The system uses VAPI (Voice AI Platform) to make natural, conversational calls while respecting customer time zones and business hours. 🎯 Use Case Perfect for e-commerce businesses that want to: Automatically confirm high-value or important orders via phone Reduce order cancellations and disputes Provide personalized customer service at scale Maintain human-like interactions while automating the process Respect customer time zones and calling hours ✨ Key Features Timezone Intelligence Automatically detects customer timezone from shipping address or phone number Only calls during appropriate business hours (10 AM - 3 PM local time, weekdays) Schedules calls for appropriate times when outside calling hours Uses timezone-aware greetings (Good morning/afternoon/evening) AI-Powered Conversations Natural, context-aware conversations using VAPI Personalized greetings with customer names and local time awareness Intelligent confirmation detection from call transcripts Handles customer concerns and change requests gracefully Smart Call Management Automatic retry logic with attempt tracking Call quality assessment and cost tracking Detailed transcript analysis and sentiment detection Follow-up alerts for calls requiring human intervention Comprehensive Tracking Complete call history and analytics in Airtable Real-time status updates throughout the process Detailed reporting on confirmation rates and call quality Cost tracking and ROI analysis 🏗️ Workflow Architecture Main Flow (Order Confirmation) Order Webhook - Receives order data from e-commerce platform Data Validation - Validates required fields (phone, status) Timezone Detection - Determines customer timezone and calling eligibility Call Routing - Either initiates immediate call or schedules for later VAPI Integration - Makes the actual AI voice call Status Tracking - Updates database with call results Scheduled Flow (Retry System) Runs every 15 minutes to check for scheduled calls Respects retry limits and calling hours Automatically processes queued confirmations Webhook Handler (Results Processing) Receives VAPI call completion webhooks Analyzes call transcripts for confirmation status Sends follow-up alerts or confirmation emails Updates final order status 🔧 Prerequisites & Setup Required Services VAPI Account - For AI voice calling functionality Airtable Base - For order tracking and analytics SMTP Server - For email notifications n8n Instance - Self-hosted or cloud

Overview This workflow automates weather forecast delivery by collecting city names, fetching 5-day forecasts from OpenWeatherMap, and generating professionally formatted HTML emails using GPT-4. The AI creates condition-based color-coded reports with safety precautions and sends them via Gmail. How It Works A form trigger collects up to three city names, which are geocoded via OpenWeatherMap API to retrieve coordinates and 5-day forecasts. JavaScript nodes process the raw weather data into daily summaries, calculating temperature ranges, precipitation levels, wind speeds, and dominant weather conditions. GPT-4 then generates professionally formatted HTML emails with condition-based color coding: The AI intelligently adds contextual safety warnings for heavy rain, extreme heat, high winds, and thunderstorms. A validation node ensures proper JSON formatting before Gmail sends the final briefing. Use Cases • Field ops & construction crew briefings • Travel planning and itinerary preparation • Outdoor event planning & coordination • Logistics and transportation route planning • Real estate property viewing scheduling • Sports and recreational activity planning Setup Requirements 1) OpenWeatherMap API credentials 2) OpenAI API key 3) Gmail OAuth2 authentication Need Help? Join the Discord or ask in the Forum! README file available at https://tinyurl.com/MulticityWeatherForecast

This workflow contains community nodes that are only compatible with the self-hosted version of n8n. Who is this for? Automation enthusiasts, content creators, or social media managers who post article-based threads to Bluesky and want to automate the process end-to-end. What problem is this solving? Manual content repackaging and posting can be repetitive and time-consuming. This workflow automates the process from capturing article URLs (via Telegram or RSS) to scraping content, transforming it into a styled thread, and posting on Bluesky platform. What this workflow does Listens on Telegram or fetches from RSS feeds (AI Trends, Machine Learning Mastery, Technology Review). Extracts content from URLs using JinaAI. Converts the article into a neat, scroll-stopping thread via LangChain + Gemini / OpenAI ChatGPT. Splits the thread into multiple posts. The first post is published with “Create a Post”, while subsequent posts are replies. Adds short delays between posting to avoid rate limits. Setup Add credentials for Telegram Bot API, JinaAI, Google Gemini, and Bluesky App Password. Add or customize RSS feeds if needed Test with a sample URL to validate posting sequence. How to customize Swap out RSS feeds or trigger sources. Modify prompt templates or thread formatting rules in the LangChain/Gemini node. Adjust wait times or content parsing logic. Replace Bluesky with another posting target if desired. Made by: Khaisa Studio Need customs workflows? Contact Me!

💥 Automate Scrape Google Maps Business Leads (Email, Phone, Website) using Apify 🧠 AI-Powered Business Prospecting Workflow (Google Maps + Email Enrichment) Who is this for? This workflow is designed for entrepreneurs, sales teams, marketers, and agencies who want to automate lead discovery and build qualified business contact lists — without manual searching or copying data. It’s perfect for anyone seeking an AI-driven prospecting assistant that saves time, centralizes business data, and stays fully compliant with GDPR. What problem is this workflow solving? Manually searching for potential clients, copying their details, and qualifying them takes hours — and often leads to messy spreadsheets. This workflow automates the process by: Gathering publicly available business information from Google Maps Enriching that data with AI-powered summaries and contact insights Compiling it into a clean, ready-to-use Google Sheet database This means you can focus on closing deals, not collecting data. What this workflow does This automation identifies, analyzes, and organizes business opportunities in just a few steps: Telegram Trigger → Send a message specifying your business type, number of leads, and Google Maps URL. Apify Integration → Fetches business information from Google Maps (public data). Duplicate Removal → Ensures clean, non-redundant results. AI Summarization (GPT-4) → Generates concise business summaries for better understanding. Email Extraction (GPT-4) → Finds and extracts professional contact emails from company websites. Google Sheets Integration → Automatically stores results (name, category, location, phone, email, etc.) in a structured sheet. Telegram Notification → Confirms when all businesses are processed. All data is handled ethically and transparently — only from public sources and without any unsolicited contact. Setup Telegram Setup Create a Telegram bot via BotFather Copy the API token and paste it into the Telegram Trigger node credentials. Apify Setup Create an account on Apify Get your API token and connect it to the “Run Google Maps Scraper” node. Google Sheets Setup Connect your Google account under the “Google Maps Database” node. Specify the target spreadsheet and worksheet name. OpenAI Setup Add your OpenAI API key to the AI nodes (“Company Summary Info” and “Extract Business Email”). Test Send a Telegram message like: restaurants, 5, https://www.google.com/maps/search/restaurants+in+Paris How to customize this workflow to your needs Change search region or business type** by modifying the Telegram input message format. Adjust the number of leads** via the maxCrawledPlacesPerSearch parameter in Apify. Add filters or enrichments** (e.g., websites with social links, review counts, or opening hours). Customize AI summaries** by tweaking the prompt inside the “Company Summary Info” node. Integrate CRM tools** like HubSpot or Pipedrive by adding a connector after the Google Sheets node. ⚙️ Expected Outcome ✅ A clean, enriched, and ready-to-use Google Sheet of businesses with: Name, category, address, and city Phone number and website AI-generated business summary Extracted professional email (if available) ✅ Telegram confirmation once all businesses are processed ✅ Fully automated, scalable, and GDPR-compliant prospecting workflow 💡 This workflow provides a transparent, ethical way to streamline your B2B lead research while staying compliant with privacy and anti-spam regulations. 🎥 Watch This Tutorial 👋 Need help or want to customize this? 📩 Contact: LinkedIn 📺 YouTube: @DRFIRASS 🚀 Workshops: Mes Ateliers n8n 📄 Documentation: Notion Guide Need help customizing? Contact me for consulting and support : Linkedin / Youtube / 🚀 Mes Ateliers n8n

How it Works This workflow automatically monitors competitor affiliate programs twice daily using Bright Data's web scraping API to extract commission rates, cookie durations, average order values, and payout terms from competitor websites. The AI analysis engine scores each competitor (0-100 points) by comparing their commission rates, cookie windows, earnings per click (EPC), and affiliate-friendliness against your program, then categorizes them as Critical (70+), High (45-69), Medium (25-44), or Low (0-24) threat levels. Critical and high-threat competitors trigger immediate Slack alerts with detailed head-to-head comparisons and strategic recommendations, while lower threats route to monitoring channels. All competitors are logged to Google Sheets for tracking and historical analysis. The system generates personalized email reports—urgent action plans with 24-48 hour deadlines for critical threats, or standard intelligence updates for routine monitoring. The entire process takes minutes from scraping to strategic alert, eliminating manual competitive research and ensuring you never lose affiliates to better-positioned competitor programs. Who is this for? Affiliate program managers monitoring competitor programs who need automated intelligence E-commerce brands in competitive verticals who can't afford to lose top affiliates Affiliate networks managing multiple merchants needing competitive benchmarking Performance marketing teams responding to commission rate wars in their industry Setup Steps Setup time: Approx. 20-30 minutes (Bright Data setup, API configuration, spreadsheet creation) Requirements: Bright Data account with web scraping API access Google account with a competitor tracking spreadsheet Slack workspace SMTP email provider (Gmail, SendGrid, etc.) Sign up for Bright Data and get your API credentials and dataset ID. Create a Google Sheets with two tabs: "Competitor Analysis" and "Historical Log" with appropriate column headers. Set up these nodes: Schedule Competitor Check: Pre-configured for twice daily (adjust timing if needed). Scrape Competitor Sites: Add Bright Data credentials, dataset ID, and competitor URLs. AI Offer Analysis: Review scoring thresholds (commission, cookies, AOV, EPC). Route by Threat Level: Automatically splits by 70-point critical and 45-point high thresholds. Google Sheets Nodes: Connect spreadsheet and map data fields. Slack Alerts: Configure channels for critical alerts and routine monitoring. Email Reports: Set up SMTP and recipient addresses. Credentials must be entered into their respective nodes for successful execution. Customization Guidance Scoring Weights:** Adjust point values for commission (35), cookies (25), cost efficiency (25), volume (15) based on your priorities. Threat Thresholds:** Modify 70-point critical and 45-point high thresholds for your risk tolerance. Benchmark Values:** Update commission gap thresholds (5%+ = critical, 2%+ = warning) and cookie duration benchmarks (30+ days = critical). Competitor URLs:** Add or remove competitor websites to monitor in the HTTP Request node. Alert Routing:** Create tier-based channels or route to Microsoft Teams, Discord, or SMS via Twilio. Scraping Frequency:** Change from twice-daily to hourly for competitive markets or weekly for stable industries. Additional Networks:** Duplicate workflow for different affiliate networks (CJ, ShareASale, Impact, Rakuten). Once configured, this workflow will continuously monitor competitive threats and alert you before top affiliates switch to better-paying programs, protecting your affiliate revenue from competitive pressure. Built by Daniel Shashko Connect on LinkedIn

How it works This workflow starts whenever a new lead comes in through Typeform (form submission) or Calendly (meeting booking). It captures the lead’s information, standardizes it into a clean format, and checks the email domain. If it’s a business domain, the workflow uses AI to enrich the lead with company details such as industry, headquarters, size, and website. Finally, it merges all the data and automatically saves the enriched contact in HubSpot CRM. Step-by-step Capture Leads The workflow listens for new form responses in Typeform or new invitees in Calendly. Both sources are merged into a single stream of leads. Standardize Data All incoming data is cleaned and formatted into a consistent structure: Name, Email, Phone, Message, and Domain. Filter Domains Checks the email domain. If it’s a free/public domain (like Gmail or Yahoo), the lead is ignored. If it’s a business domain, the workflow continues. AI Company Enrichment Sends the domain to an AI Agent (OpenAI GPT-4o-mini). AI returns structured company details: Company Name Industry Headquarters (city & country) Employee Count Website LinkedIn Profile Short Company Description Merge Lead & AI Data Combines the original lead details with the AI-enriched company information. Adds metadata like timestamp and workflow ID. Save to HubSpot CRM Creates or updates a contact record in HubSpot. Maps enriched fields like company name, LinkedIn, website, and description. Why use this? Automatically enriches every qualified lead with valuable company intelligence. Filters out unqualified leads with personal email addresses. Keeps your CRM updated without manual research. Saves time by centralizing lead capture, enrichment, and CRM sync in one flow. Helps sales teams focus on warm, high-value prospects instead of raw, unverified leads.

Never worry about losing your n8n workflows again. This template provides a powerful, automated backup system that gives you the peace of mind of version control without the complexity of Git. On a schedule you define, it intelligently scans your n8n instance for new workflow versions and saves them as downloadable snapshots in a clean and organized Airtable base. But it’s more than just a backup. This workflow uses AI to automatically generate a concise summary of what each workflow does and even documents the changes between versions. The result is a fully searchable, self-documenting library of all your automations, making it the perfect "single source of truth" for your team or personal projects. Who is this for? Self-hosted n8n users:** This is an essential insurance policy to protect your critical automations from server issues or data loss. n8n developers & freelancers:** Maintain a complete version history for client projects, allowing you to easily review changes and restore previous versions. Teams using n8n:** Create a central, browseable, and documented repository of all team workflows, making collaboration and handovers seamless. Any n8n user who values their work:** Protect your time and effort with an easy-to-use, "set it and forget it" backup solution. What problem does this solve? Prevents catastrophic data loss:** Provides a simple, automated way to back up your most critical assets—your workflows. Creates "no-code" version control:** Offers the benefits of version history (like Git) but in a user-friendly Airtable interface, allowing you to browse and download any previous snapshot. Automates documentation:** Who has time to document every change? The AI summary and changelog features mean you always have up-to-date documentation, even if you forget to write it yourself. Improves workflow discovery:** Your Airtable base becomes a searchable and browseable library of all your workflows and their purposes, complete with AI-generated summaries. How it works Scheduled check: On a recurring schedule (e.g., daily), the workflow fetches a list of all workflows from your n8n instance. Detect new versions: It compares the current version ID of each workflow with the snapshot IDs already saved in your Airtable base. It only proceeds with new, unsaved versions. Generate AI documentation: For each new snapshot, the workflow performs two smart actions: AI Changelog: It compares the new workflow JSON with the previously saved version and uses AI to generate a one-sentence summary of what’s changed. AI Summary: It periodically re-analyzes the entire workflow to generate a fresh, high-level summary of its purpose, ensuring the main description stays up-to-date. Store in Airtable: It saves everything neatly in the provided two-table Airtable base: A Workflows table holds the main record and the AI summary. A linked Snapshots table stores the version-specific details, the AI changelog, and the actual .json backup file as an attachment. Setup Duplicate the Airtable base: Before you start, click here to duplicate the Airtable Base template into your own Airtable account. Configure the workflow: Connect your n8n API credentials to the n8n nodes. Connect your Airtable credentials and map the nodes to the base you just duplicated. Connect your AI provider credentials to the OpenAI Chat Model nodes. Important: In the Store workflow file into Airtable (HTTP Request) node, you must replace <AIRTABLE-BASE-ID> in the URL with your own base ID (it starts with app...). Set your schedule: Configure the Schedule Trigger to your desired frequency (daily is a good start). Activate the workflow. Your automated, AI-powered backup system is now live! Taking it further Add notifications:* Add a *Slack* or *Email** node at the end of the workflow to send a summary of which workflows were backed up during each run. Use different storage:* While designed for Airtable, you could adapt the logic to store the JSON files in *Google Drive* or *Dropbox* and the metadata in *Google Sheets* or *Notion**. Optimize AI costs:* The *Check workflow status** (Code) node is set to regenerate the main AI summary for the first few snapshots and then every 5th snapshot. You can edit the code in this node to change this frequency and manage your token consumption.

Sync Gmail emails to PostgreSQL with S3 attachment storage Automated Gmail Email Processing System Who's it for Businesses and individuals who need to: Archive email communications in a searchable database Backup email attachments to cloud storage Analyze email patterns and communication data Comply with data retention policies Integrate emails with other business systems What it does This workflow automatically captures, processes, and stores Gmail emails in a PostgreSQL database while uploading file attachments to S3/MinIO storage. It handles both individual emails (via Gmail Trigger) and bulk processing (via Schedule Trigger). Key features: Dual processing: real-time individual emails + scheduled bulk retrieval Complete email metadata extraction (sender, recipients, labels, timestamps) HTML to plain text conversion for searchable content Binary attachment processing with metadata extraction Organized S3/MinIO file storage structure UPSERT database operations to prevent duplicates How it works Email Capture: Gmail Trigger detects new emails, Schedule Trigger gets bulk emails from last hour Parallel Processing: Emails with attachments go through binary processing, others go directly to transformation Attachment Handling: Extract metadata, upload to S3/MinIO, create database references Data Transformation: Convert Gmail API format to PostgreSQL structure Storage: UPSERT emails to database with linked attachment information Requirements Credentials needed: Gmail OAuth2 (gmail.readonly scope) PostgreSQL database connection S3/MinIO storage credentials Database setup: Run the provided SQL schema to create the messages table with JSONB fields for flexible data storage. How to set up Gmail OAuth2: Enable Gmail API in Google Cloud Console, create OAuth2 credentials PostgreSQL: Create database and run the SQL schema provided in setup sticky note S3/MinIO: Create bucket "gmail-attachments" with proper upload permissions Configure: Update authenticatedUserEmail in transform scripts to your email Test: Start with single email before enabling bulk processing How to customize Email filters**: Modify Gmail queries (in:sent, in:inbox) to target specific emails Storage structure**: Change S3 file path format in Upload node Processing schedule**: Adjust trigger frequencies based on email volume Database fields**: Extend PostgreSQL schema for additional metadata Attachment types**: Add file type filtering in binary processing logic Note: This workflow processes emails from the last hour to avoid overwhelming the system. Adjust timeframes based on your email volume and processing needs.

Overview This workflow automates the discovery, extraction, enrichment, and storage of business information from Google Maps search queries using AI tools, scrapers, and Google Sheets. It is ideal for: Lead generation agencies Local business researchers Digital marketing firms Automation & outreach specialists 🔧 Tools & APIs Used Google Maps Search (via HTTP)** Custom JavaScript Parsing** URL Filtering & De-duplication** Google Sheets (Read/Write)** APIFY Actor** for business scraping LangChain AI Agent** (OpenRouter - Gemini 2.5) n8n Built-in Logic** (Loops, Conditions, Aggregators) 🧠 Workflow Summary Trigger The automation starts via schedule (every hour). Read Queries from Google Sheet Loads unprocessed keywords from a Google Sheet tab named keywords. Loop Through Keywords Each keyword is used to search Google Maps for relevant businesses. Extract URLs JavaScript parses HTML to find all external website URLs from the search results. Clean URLs Filters out irrelevant domains (e.g., Google-owned, example.com, etc.), and removes duplicates. Loop Through URLs For each URL: Checks if it already exists in the Google Sheet (to prevent duplication). Calls the APIFY Actor to extract full business data. Optionally uses AI Agent (Gemini) to provide detailed insight on the business, including: Services, About, Market Position, Weaknesses, AI suggestions, etc. Converts the AI result (text) to a structured JSON object. Save to Google Sheet Adds all extracted and AI-enriched business information to a separate tab (Sheet1). Mark Queries as Processed Updates the original row in keywords to avoid reprocessing. 🗃️ Output Fields Saved The following information is saved per business: Business Name, Website, Email, Phone Address, City, Postal Code, Country, Coordinates Category, Subcategory, Services About Us, Opening Hours, Social Media Links Legal Links (Privacy, Terms) Logo, Languages, Keywords AI-Generated Description** Google Maps URL 📈 Use Cases Build a prospect database for B2B cold outreach. Extract local SEO insights per business. Feed CRMs or analytics systems with enriched business profiles. Automate market research for regional opportunity detection. 📩 Want a Similar Workflow? If you’d like a custom AI-powered automation like this for your business or agency, feel free to contact me: 📧 msaidwolfltd@gmail.com