Workflow Templates

Overview Streamline your entire client onboarding process with a single workflow. When a new client submits the intake form, this automation creates a Monday.com item, generates a complete Google Drive folder structure from your template, updates the Monday item with the folder link, and sends a personalized welcome email—all automatically. What This Workflow Does Displays a professional intake form (client name, email, project type) Creates a new item in your Monday.com board with all details Generates a Google Drive folder for the client Duplicates your template folder structure using Apps Script Updates the Monday.com item with the Google Drive folder link Sends a welcome email to the client with folder access Key Features End-to-end automation** — From form submission to welcome email CRM integration** — All client data captured in Monday.com Organized file storage** — Consistent folder structure for every client Professional onboarding** — Clients receive immediate welcome email with resources Fully customizable** — Add more form fields, notifications, or integrations Prerequisites Monday.com account with API credentials Google Drive account with OAuth2 credentials Gmail account with OAuth2 credentials Google Apps Script deployment (code below) Template folder in Google Drive with {{NAME}} placeholders Setup Step 1: Get your Monday.com IDs Open your Monday.com board Board ID: Check the URL → monday.com/boards/BOARD_ID Group ID: Use Monday API Explorer or browser dev tools Column IDs: Found in column settings or via API Step 2: Create your Drive template folder 📁 {{NAME}} - Client Files ├── 📁 01. Contracts & Agreements ├── 📁 02. {{NAME}} - Assets ├── 📁 03. Deliverables ├── 📁 04. Communications └── 📄 {{NAME}} - Project Brief.gdoc Step 3: Deploy Apps Script Go to script.google.com Create new project → Paste code below Deploy → New deployment → Web app Execute as: Me | Access: Anyone Copy the deployment URL Step 4: Configure the workflow Replace these placeholders: YOUR_BOARD_ID — Monday.com board ID YOUR_GROUP_ID — Monday.com group ID DESTINATION_PARENT_FOLDER_ID — Drive folder for new client folders YOUR_APPS_SCRIPT_URL — Apps Script deployment URL YOUR_TEMPLATE_FOLDER_ID — Template folder to duplicate Step 5: Connect credentials Monday.com API credentials Google Drive OAuth2 Gmail OAuth2 Apps Script Code function doPost(e) { try { var params = e.parameter; var templateFolderId = params.templateFolderId; var name = params.name; var destinationFolderId = params.destinationFolderId; if (!templateFolderId || !name) { return jsonResponse({ success: false, error: 'Missing required parameters: templateFolderId and name are required' }); } var templateFolder = DriveApp.getFolderById(templateFolderId); if (destinationFolderId) { var destinationFolder = DriveApp.getFolderById(destinationFolderId); copyContentsRecursively(templateFolder, destinationFolder, name); return jsonResponse({ success: true, id: destinationFolder.getId(), url: destinationFolder.getUrl(), name: destinationFolder.getName(), mode: 'copied_to_existing', timestamp: new Date().toISOString() }); } else { var parentFolder = templateFolder.getParents().next(); var newFolderName = replacePlaceholders(templateFolder.getName(), name); var newFolder = parentFolder.createFolder(newFolderName); copyContentsRecursively(templateFolder, newFolder, name); return jsonResponse({ success: true, id: newFolder.getId(), url: newFolder.getUrl(), name: newFolder.getName(), mode: 'created_new', timestamp: new Date().toISOString() }); } } catch (error) { return jsonResponse({ success: false, error: error.toString() }); } } function replacePlaceholders(text, name) { var result = text; result = result.replace(/\{\{NAME\}\}/g, name); result = result.replace(/\{\{name\}\}/g, name.toLowerCase()); result = result.replace(/\{\{Name\}\}/g, name); return result; } function copyContentsRecursively(sourceFolder, destinationFolder, name) { var files = sourceFolder.getFiles(); while (files.hasNext()) { try { var file = files.next(); var newFileName = replacePlaceholders(file.getName(), name); file.makeCopy(newFileName, destinationFolder); Utilities.sleep(150); } catch (error) { Logger.log('Error copying file: ' + error.toString()); } } var subfolders = sourceFolder.getFolders(); while (subfolders.hasNext()) { try { var subfolder = subfolders.next(); var newSubfolderName = replacePlaceholders(subfolder.getName(), name); var newSubfolder = destinationFolder.createFolder(newSubfolderName); Utilities.sleep(200); copyContentsRecursively(subfolder, newSubfolder, name); } catch (error) { Logger.log('Error copying subfolder: ' + error.toString()); } } } function jsonResponse(data) { return ContentService .createTextOutput(JSON.stringify(data)) .setMimeType(ContentService.MimeType.JSON); } Use Cases Agencies** — Automate client onboarding with CRM tracking Freelancers** — Professional intake process for new projects Consulting firms** — Standardized client setup workflow Creative studios** — Organize assets and deliverables from day one Service businesses** — Streamline customer setup and communication Customization Ideas Add more form fields: phone, company size, budget, deadline Add Slack notification to alert your team Create tasks in Monday.com sub-items Add to Google Calendar for kickoff meeting Integrate with invoicing (Stripe, QuickBooks) Notes Apps Script may take 30-60 seconds for large folder structures Monday.com column IDs must match your board's actual columns The welcome email can be customized with your branding Test with a single client before full deployment

How it works Gmail is monitored every minute for new incoming emails Automated and irrelevant emails are filtered out (newsletters, noreply senders, out-of-office replies, bounce notifications) AI reads the email and drafts a reply based on your company documentation - embedded directly in the system prompt, no vector database needed The original email and the draft reply are logged to a Google Sheet for human review Type "send" in the Send column to approve a reply - the workflow detects it and sends it via Gmail The row is updated to "Replied" to prevent duplicate sends Set up steps Connect your Gmail, OpenRouter, and Google Sheets credentials (~5 min) Create a Google Sheet with columns: Message ID, From, Subject, Body, Reply, Send In the Draft AI Reply node, replace the sample company documentation in the system prompt with your own In the Filter Unwanted Emails node, update the first condition with your own email address Activate the workflow

How it works This workflow fires whenever a visitor submits a contact form on your website. Webhook receives the POST payload (Name, Email, Phone, Message, Date, Time) from your website form. Log Submission to SharePoint writes each field into a SharePoint list for permanent record-keeping. Build Branded Email HTML — Code node constructs a fully branded HTML notification email (customize colors and logo to match your brand). Send Email Notification delivers the notification via Gmail to your designated recipient address, with Reply-To automatically set to the submitter's email so you can respond in one click.

Description This n8n workflow automates a speed-to-lead system, capturing form submissions and quickly routing qualified leads to tools like Trello and Gmail for fast follow-up. Good to Know Speed-to-lead focuses on minimizing time from lead capture to sales engagement, boosting conversion rates. How it works Triggers on form submission, feeding data into an AI Agent powered by an OpenAI Chat Model with chat memory. The AI processes leads via a structured output parser, then a switch (rules mode) decides actions like editing fields or sending messages. Outputs route to Trello (task creation), Gmail (notifications/emails), and possibly other apps for lead nurturing. How to use Import the workflow into your n8n instance and connect credentials for OpenAI, Trello, Gmail, and your form tool (e.g., Google Forms). Test by submitting a form; monitor the AI agent for lead qualification and verify outputs in Trello/Gmail. Activate the workflow to run live, ensuring webhooks or triggers are set for production forms Requirements n8n account (self-hosted or cloud); API keys for OpenAI, Trello, Gmail OAuth2. Form tool integration (e.g., Google Forms webhook). For verified creator status: Submit 2-3 approved public workflows via n8n Creator Portal, including this one, to gain the badge and directory listing.

Sync n8n Workflow Schedules to Google Calendar Reads every workflow on your n8n instance every 30 minutes, extracts their schedule triggers, and keeps a matching recurring event on Google Calendar — one event per workflow, forever in sync. How it works Schedule Trigger (30 min) → GET /api/v1/workflows — fetch all workflows → Code: parsing — extract scheduleTrigger / cron nodes → Sheets: Lookup — read saved state (schedule, On Calendar, EventID) → Code: detect changes — create / update / skip ├─ create → build RRULE payload → Create event → write EventID to Sheets └─ update → delete old event (parallel) + create new event → write to Sheets State is stored in a Google Sheets tab (n8n Scheduling). The sheet acts as the single source of truth between runs. What gets a Calendar event | Schedule type | Result | | -------------------------------------- | ---------------------------------------------------------- | | Daily | DAILY recurring event | | Weekly (with or without specific days) | WEEKLY recurring event | | Monthly | MONTHLY recurring event | | Hourly | 1 DAILY event at 00:MM (not 24 — avoids GCal rate limit) | | Cron / minutely | Skipped — not supported by Google Calendar RRULE | | This workflow itself | Always skipped | Prerequisites n8n instance with API enabled Google Cloud project with: Service Account (for Sheets — never expires) OAuth 2.0 client (for Google Calendar — expires periodically) A Google Sheets spreadsheet shared with the Service Account A Google Calendar to write events to Credentials | n8n credential type | Used for | | -------------------------- | ------------------------------------------ | | n8n API | Reading the workflow list | | Google Calendar OAuth2 API | Creating / deleting Calendar events | | Google Service Account | Reading and writing the Sheets state store | > ⚠️ The Google Calendar OAuth2 credential expires. Reconnect it from Settings → Credentials when Calendar nodes start failing. Setup Full step-by-step setup in documentation.md. Known limits OAuth token expiry breaks sections D/E silently — set up the error workflow to get notified Hourly schedules map to a single daily event (label includes ogni ora :MM) The disconnected Webhook sub-flow (section F) is a manual maintenance utility — not part of the main pipeline

Transform YouTube Videos to Social Media Content with Vizard AI and GPT‑4.1 Overview This n8n template fetches new YouTube videos, enriches them with Vizard AI metadata, generates social‑media captions using GPT‑4.1, logs everything to Google Sheets, and notifies you by email. It’s a turnkey solution for content creators and marketers who need an end‑to‑end automated pipeline from video publishing to post scheduling. Setup Instructions Import the Template In n8n, click Import from JSON, paste this workflow, and save. Configure Credentials Vizard AI: Create an HTTP Request credential named Vizard API and set your VIZARDAI_API_KEY. OpenAI: Add a new OpenAI credential for GPT‑4.1. Google Sheets: Create a Google Sheets OAuth2 credential with read/write access or just sign in if your on cloud hosting Gmail: Add a Gmail OAuth2 credential for email notifications or just sign in if you are on cloud hosting Adjust Limits In the Limit Videos node, set maxItems to control batch size. Google Sheets Column Structure | Column | Description | | ------------------ | ---------------------------------------------------- | | videoId | Unique YouTube video identifier | | projectId | Vizard AI project ID returned | | videoUrl | Original YouTube video URL | | title | Video title | | transcript | Transcribed text from Vizard AI | | viralScore | Vizard AI’s viral‑score metric | | viralReason | Explanation for viral score | | generatedCaption | GPT‑4.1–generated caption in JSON { "caption": ""} | | clipEditorUrl | URL to Vizard’s clip editor | Workflow Steps Read YouTube RSS Feed (Read YouTube RSS Feed) Limit Videos (Limit Videos to N) Send to Vizard (Create Vizard Project & Retrieve Vizard Metadata) Split Items for Processing (Iterate Each Video) Generate Captions (Generate Social Media Captions) Append Row in Sheet (Log to Google Sheets) Send Notification (Email Summary) Customization Tips Alternate Caption Styles**: Modify the AI prompt for tone, length, or brand voice. Localization**: Extend prompts for other languages. Notification Channels**: Swap Gmail for Slack, Teams, or SMS via webhook nodes.

Who is this for? This workflow is ideal for freelancers, accountants, and finance teams who receive invoices in Gmail and want to automate their tracking process with AI. If your inbox fills up with invoice-related messages and you want to automate how they’re handled, this AI-powered solution is for you. What does it solve? Automatically detects and processes invoices from your Gmail inbox. Uses OpenAI GPT-4o to extract payment amount, due date, subject line, and sender details. Sends real-time Slack notifications so you never miss a payment. Eliminates manual sorting of invoice-related emails. Great for improving productivity and ensuring timely payment tracking. How it works Every hour, the workflow checks for unread emails in your Gmail inbox. It sends the email content to OpenAI to determine if it's invoice-related email. If it is: It extracts key fields like due date, amount due, subject, and sender. Then sends a Slack message with these details. If it's not invoice-related, it simply ignores the email. How to setup? Connect these accounts: Gmail using OAuth2 Slack using OAuth2 OpenAI (API Key under credentials) Customize the Slack message (optional): In the Slack node, you can modify the text to show more fields or personalize the formatting. Adjust the schedule: By default, the workflow runs hourly. You can change the frequency in the Schedule Trigger node. Modify the AI logic (optional): Update the AI Agent prompt to detect additional types like receipts or payment confirmations. How to customize this workflow to your needs Notify a Slack channel instead of a user:** Just switch the recipient in the Slack node. Add labels in Gmail:** Add nodes to label or archive invoice emails once detected. Expand detection:** Modify the AI prompt to detect other financial or transactional emails.

This workflow contains community nodes that are only compatible with the self-hosted version of n8n. Automated Review Intelligence System Transform customer feedback into actionable intelligence with this Automated Review Intelligence System! This workflow collects reviews from platforms like Trustpilot using advanced web scraping, analyzes sentiment and patterns with AI, and generates comprehensive business intelligence reports. Perfect for customer experience teams monitoring brand reputation and customer satisfaction across review platforms. What This Template Does Triggers manually to start review collection from specified sources. Validates URL format to ensure proper review source configuration. Uses AI agent with Decodo scraper to extract review data from platforms. Parses and structures review data (ratings, comments, dates, locations). Enriches review data with metadata and quality metrics. Stores all review data in Google Sheets for historical tracking. Reads aggregated reviews for comprehensive analysis. Generates AI-powered summaries and key insights from review patterns. Sends email reports with actionable business intelligence. Provides error alerts for processing issues and invalid URLs. Key Benefits Automated collection of customer reviews from multiple platforms AI-powered sentiment analysis and pattern recognition Historical tracking of review trends and customer satisfaction Actionable business intelligence from customer feedback Real-time alerting for review processing issues Centralized review database for team visibility Features Manual trigger for on-demand review intelligence URL validation and error handling AI-powered review collection and analysis Decodo web scraping for reliable data extraction Structured data parsing for consistent formatting Google Sheets integration for data centralization Automated summary generation with key insights Email reporting for stakeholder communication Multi-platform review source support Historical trend analysis capabilities Requirements Decodo API credentials for web scraping OpenAI API credentials for AI analysis Google Sheets OAuth2 credentials with edit access Gmail OAuth2 credentials for email reports Environment variables for configuration settings Review source URLs (Trustpilot, etc.) Target Audience Customer experience and success teams Product management and development teams Marketing and brand reputation managers Business intelligence and analytics teams Customer support operations teams E-commerce and retail businesses Step-by-Step Setup Instructions Connect Decodo API credentials for review scraping functionality Set up OpenAI credentials for AI analysis and summary generation Configure Google Sheets with required review data headers Add Gmail credentials for report delivery and error notifications Set your target review source URLs (Trustpilot, etc.) Test with sample review pages to verify data extraction Customize summary reports for your business intelligence needs Define alert recipients for error notifications and reports Run manually to generate your first review intelligence report Pro Tip: Use coupon code "YARON" to get 23K requests for testing the workflow using Decodo This workflow ensures you stay informed about customer sentiment with automated review collection, intelligent analysis, and actionable business insights!

Extract PDF Itineraries to Google Sheets with GPT-4.1-Mini & Gmail Notifications Overview Automates PDF data extraction using OpenAI GPT, saves to Google Sheets, sends email confirmations. Reduces manual entry by 90%. How It Works Receives PDF uploads via form Splits & loops through files AI extracts structured data Appends to Sheets with timestamps Sends confirmation email Prerequisites OpenAI API key (platform.openai.com) Google Workspace (Sheets & Gmail) n8n v1.0.0+ Setup Add OpenAI API key to n8n credentials Create Google Sheet with extraction columns, authorize OAuth2 Configure Gmail OAuth2 Import workflow JSON Edit AI prompt for your fields Activate & share form URL Customization Modify extraction prompts Adjust Sheets mapping Customize email templates Add error handling/validation Extend to Word/Excel files Use Cases Invoices, expense reports, resumes, contracts, forms, legal docs

Fill in a simple form with your event name, session recording URLs, and attendee emails — the workflow handles everything else. It sends each session video to WayinVideo AI, which generates a written summary and key highlights for each one. OpenAI then uses those summaries to write a professional HTML digest email, which Gmail sends to every attendee automatically. Built for event organisers, marketing teams, and agencies who want to follow up with attendees after a webinar, summit, or conference without writing a single word manually. What This Workflow Does Parallel session summarisation** — Submits all three session recordings to WayinVideo at the same time, so you don't wait for each one to finish before the next starts AI-written digest email** — Passes all three session summaries to OpenAI GPT-4o-mini, which writes a complete, formatted HTML email with key takeaways and recording links for each session Automatic attendee delivery** — Sends the finished digest email to every email address you entered in the form — no copy-paste, no manual sending Structured HTML output** — The email arrives with proper formatting, session headers, bullet points, and "Watch Recording" buttons — ready to read in any email client Form-based job submission** — Anyone on your team can trigger the workflow using a web form — no access to n8n required Three sessions in one run** — Handles up to three recording URLs per event in a single workflow execution Custom sender name** — The email is sent with the sender name you provide in the form, so it arrives looking like it came from your team Setup Requirements Tools you'll need: Active n8n instance (self-hosted or n8n Cloud) WayinVideo account + API key OpenAI account + API key Google account connected to n8n via Gmail OAuth2 Estimated Setup Time: 15–20 minutes Step-by-Step Setup Get your WayinVideo API key Log in at WayinVideo, go to your account settings or developer section, and copy your API key. Paste the API key into node "2. WayinVideo — Submit Session " Open this node, find the Authorization header, and replace YOUR_WAYINVIDEO_API_KEY with your actual key. Paste the API key into node "3. WayinVideo — Submit Session " Open this node, find the same Authorization header, and replace YOUR_WAYINVIDEO_API_KEY. Paste the API key into node "4. WayinVideo — Submit Session " Open this node and replace YOUR_WAYINVIDEO_API_KEY in the Authorization header. Paste the API key into node "6. WayinVideo — Get Session 1 Summary" Open this node and replace YOUR_WAYINVIDEO_API_KEY. Paste the API key into node "7. WayinVideo — Get Session 2 Summary" Open this node and replace YOUR_WAYINVIDEO_API_KEY. Paste the API key into node "8. WayinVideo — Get Session 3 Summary" Open this node and replace YOUR_WAYINVIDEO_API_KEY. > ⚠️ This key appears in 6 nodes — you must replace it in all of: "2. WayinVideo — Submit Session ", "3. WayinVideo — Submit Session ", "4. WayinVideo — Submit Session ", "6. WayinVideo — Get Session 1 Summary", "7. WayinVideo — Get Session 2 Summary", and "8. WayinVideo — Get Session 3 Summary". Missing even one will cause the workflow to fail. Connect your OpenAI account Open node "11. OpenAI — GPT-4o-mini Model". Click the credential field and connect your OpenAI account. You will need an active OpenAI API key from platform.openai.com. Connect your Gmail account Open node "13. Gmail — Send Digest Email". Click the credential field and connect your Google account via OAuth2. Follow the on-screen prompts to authorise n8n to send emails on your behalf. Activate the workflow Toggle the workflow to Active. Open the form URL generated by node "1. Form — Event Details + Session URLs1" and submit a test event with one real recording URL to confirm the full workflow runs end to end. How It Works (Step by Step) Step 1 — Form Trigger (Web Form) The workflow starts when someone fills in the web form. You enter the event name, up to three session recording URLs and their titles, a comma-separated list of attendee email addresses, and the sender name. All fields for Session 2 and Session 3 are optional — but note that leaving them blank may cause errors (see Troubleshooting). The form is hosted by n8n and can be shared with anyone on your team. Step 2, 3, 4 — Submit Sessions to WayinVideo (Three parallel submissions) As soon as the form is submitted, the workflow sends all three session recording URLs to WayinVideo simultaneously — one request per session. Each request goes to the WayinVideo Summaries API, asking it to analyse the video and generate a written summary in English. WayinVideo returns a unique task ID for each session, which the workflow uses later to retrieve the results. Step 5 — Wait 90 Seconds The workflow pauses for 90 seconds to give WayinVideo time to process all three videos before it tries to fetch the results. This is a fixed wait — there is no retry loop in this workflow. If your session recordings are very long and take more than 90 seconds to process, some summaries may come back empty (see Troubleshooting for the fix). Steps 6, 7, 8 — Fetch All Three Summaries (Three parallel fetches) After the wait, the workflow calls the WayinVideo results endpoint for each session using the task IDs from Steps 2–4. Each call returns the session summary text, a list of highlight descriptions, tags, and other metadata. All three fetches run at the same time. Step 9 — Merge All 3 Summaries The three separate results are combined into a single data package. This step ensures that the AI email writer in the next step has access to all three summaries at once to write a unified, coherent digest email. Step 10 — AI Agent Writes the Digest Email (OpenAI GPT-4o-mini) The merged summaries, session titles, recording URLs, event name, and sender name are passed to an OpenAI GPT-4o-mini agent. The agent is given a detailed prompt and an exact HTML email template to follow. It fills in all the session details — key takeaways, bullet points from highlights, and recording links — and returns the finished HTML email as a structured JSON object. Step 11 — OpenAI Language Model This is the GPT-4o-mini model that powers the AI agent in Step 10. It processes the prompt and generates the email content. Step 12 — Output Parser This step ensures the AI's response is returned as a clean, structured JSON object with a single key called html_email. It prevents formatting errors before the email is sent. Step 13 — Gmail Sends the Digest Email The finished HTML email is sent via Gmail to every address you entered in the form. The email subject line uses the event name you provided, and the sender name matches what you typed in the form. Every attendee receives the same formatted digest with all three session summaries, takeaways, and recording links. The final result is a professional post-event digest email delivered to all attendees — written and sent entirely without manual effort. Key Features ✅ Three sessions in one run — Submit up to three recording URLs and get all three summarised and emailed in a single workflow execution ✅ Parallel processing — All three WayinVideo submissions and all three result fetches run at the same time, cutting total wait time significantly ✅ GPT-4o-mini email writing — OpenAI writes the complete HTML email body from the summaries — you never touch a keyboard after submitting the form ✅ Pre-formatted HTML email — The email arrives with a dark header, session blocks, bullet points, and "Watch Full Recording" buttons — no design work needed ✅ Custom sender name — The email is sent under your brand name or team name, not a generic n8n address ✅ Recording links included — Each session block in the email includes a direct link back to the original recording URL ✅ Team-friendly form — Any team member can trigger the workflow without needing access to n8n or knowing how automation works ✅ Structured output guaranteed — The Output Parser ensures the AI always returns clean HTML — no broken email formatting Customisation Options Upgrade to GPT-4o for better email quality In node "11. OpenAI — GPT-4o-mini Model", change the model value from gpt-4o-mini to gpt-4o for richer, more detailed email copy — useful for high-value client events. Add a BCC to copy your internal team In node "13. Gmail — Send Digest Email", open the options and add a BCC field with your team's internal email address — so your team always gets a copy of every digest sent. Log all digests to Google Sheets After node "13. Gmail — Send Digest Email", add a Google Sheets "Append Row" step to record the event name, session titles, send date, and recipient count — useful for tracking what was sent and when. Support a fourth session Duplicate node "4. WayinVideo — Submit Session " and node "8. WayinVideo — Get Session 3 Summary", connect them in the same pattern, add a Session 4 URL field to the form, and change the Merge step to accept 4 inputs instead of 3. Send in a language other than English In nodes "2. WayinVideo — Submit Session ", "3. WayinVideo — Submit Session ", and "4. WayinVideo — Submit Session ", change "target_lang": "en" to any supported language code (e.g. "hi" for Hindi, "es" for Spanish) to receive summaries in another language. Add a Slack notification after sending Insert a Slack node after "13. Gmail — Send Digest Email" to post a message in your team channel confirming the digest was sent, including the event name and number of recipients. Troubleshooting WayinVideo API key not working: Check that you replaced YOUR_WAYINVIDEO_API_KEY in all six nodes: "2. WayinVideo — Submit Session ", "3. WayinVideo — Submit Session ", "4. WayinVideo — Submit Session ", "6. WayinVideo — Get Session 1 Summary", "7. WayinVideo — Get Session 2 Summary", and "8. WayinVideo — Get Session 3 Summary" Confirm your WayinVideo account is active and the key has not expired Make sure there are no extra spaces before or after the key when pasting Email sent with blank session content: This happens when WayinVideo has not finished processing within 90 seconds — long recordings take more time Open the output of any "Get Summary" step and check if data.summary is empty Fix: Increase the wait time in "5. Wait — 90 Seconds" to 120 or 180 seconds for longer videos Workflow fails when Session 2 or Session 3 URL is left blank: Nodes "3. WayinVideo — Submit Session " and "4. WayinVideo — Submit Session " always run, even if the URL field is empty A blank URL will cause WayinVideo to return an error and stop the workflow Fix: Only use this workflow when you have all three session URLs ready, or add an IF check before each optional session submission step Gmail not sending: Make sure the Gmail OAuth2 credential in "13. Gmail — Send Digest Email" is connected and not expired — reconnect it in n8n credentials if needed Check that the attendee email addresses in the form are comma-separated and correctly formatted (e.g. one@email.com, two@email.com) Confirm your Gmail account has not hit its daily sending limit OpenAI step returning an error: Check that the OpenAI credential in "11. OpenAI — GPT-4o-mini Model" is connected and your API key is valid at platform.openai.com Make sure your OpenAI account has available credits — a depleted account will cause the AI step to fail silently If the structured output fails to parse, the html_email key may be missing — check the raw output of "10. AI Agent — Build Digest Email1" for error messages Support Need help setting this up or want a custom version built for your team or agency? 📧 Email:info@isawow.com 🌐 Website:https://isawow.com

Title: Gracewell Automated Registration Tracker Suite version: 1.0 tags: [education, automation, google-sheets, gmail, dashboard, form-tracking, workflow-suite] category: Academic Automation Description: Automate the real-time tracking of Google Form submissions using Google Sheets and n8n. This 3-workflow suite includes a live dashboard with submission statistics and two companion workflows To send acknowledgement and reminder emails to students — all seamlessly connected through n8n webhooks. 🚀 Gracewell Automated Registration Tracker Suite A fully automated, real-time monitoring system for student form submissions — built with Google Sheets, Gmail, and n8n. The suite provides a live dashboard, auto-generated summary analytics, and instant messaging (email or WhatsApp) capabilities. 🧩 Workflow Suite Overview | Workflow | Purpose | Webhook | Output | |-----------|----------|----------|----------| | 1️⃣ Live Dashboard | Displays summary of submissions and includes trigger buttons | /live-tracking | HTML Dashboard | | 2️⃣ Send Acknowledgements | Sends thank-you emails to completed respondents | /send-acknowledgements | HTML Confirmation Page | | 3️⃣ Send Reminders | Sends personalized reminders to pending students | /send-reminders | HTML Confirmation Page | 🧠 Who Is This For Educators managing student registration or feedback Department coordinators tracking submission completion EdTech and training institutions handling digital enrolments Universities automating exam registration or attendance forms ⚙️ Problem It Solves Manual form tracking is slow, repetitive, and prone to error. This workflow suite provides: ✅ Automated reconciliation of student vs. response data ✅ Instant calculation of pending and completed submissions ✅ One-click acknowledgement and reminder dispatch ✅ Web-based dashboard with summary visualization 📊 Workflow 1: Live Tracking Dashboard Steps Google Sheets – Student List → Reads master student sheet Google Sheets – Form Responses → Reads live form entries Code Node → Compares Register Nos. and generates HTML dashboard Respond to Webhook → Displays HTML with summary and control buttons Output A clean web dashboard showing: Total, Submitted, Pending, Completion % ✅ Completed list and ⚠️ Pending list Two buttons: Send Acknowledgements Send Reminders 💌 Workflow 2: Send Acknowledgements Steps Webhook Trigger → /send-acknowledgements Google Sheets – Student List & Form Responses Merge Node → Combines matching rows Code Node → Generates personalized thank-you emails Gmail Node → Sends messages Respond Node → Displays confirmation message Email Template > Subject: ✅ Thank You for Your Submission > Body: > Dear {{name}}, > Thank you for completing your form (Reg No: {{reg}}). > We appreciate your prompt response. > – Gracewell ⚠️ Workflow 3: Send Reminders Steps Webhook Trigger → /send-reminders Google Sheets – Student List & Form Responses Merge Node → Aligns both data sets Code Node → Identifies pending students Gmail Node → Sends customized reminder Respond Node → Confirms completion Email Template > Subject: ⚠️ Reminder: Please Complete Your Form > Body: > Dear {{name}}, > You haven’t yet completed your form (Reg No: {{reg}}). > Please complete it at the earliest. > – Gracewell 🛠️ Setup Instructions Step 1 – Connect Accounts Connect Google Sheets (OAuth2) Connect Gmail for sending messages Step 2 – Prepare Sheets Student List Sheet:** Columns → Register No., Student Name, Contact, Email Form Response Sheet:** Columns → Timestamp, Reg No, Email Address Step 3 – Deploy URLs | Workflow | Webhook Endpoint | |-----------|------------------| | Dashboard | /live-tracking | | Acknowledgements | /send-acknowledgements | | Reminders | /send-reminders | 🎨 Optional Customizations Add institution name/logo to dashboard HTML Include charts (Chart.js) for submission visualization Auto-refresh every 60 seconds Integrate WhatsApp messaging via Twilio or Gupshup Log emails into a “Mail Logs” sheet 🧩 Version Summary | Workflow | Version | Description | |-----------|----------|-------------| | Live Dashboard | v3 | Interactive HTML dashboard with controls | | Send Acknowledgements | v1 | Personalized thank-you email sender | | Send Reminders | v1 | Automated reminder email sender | Need help customizing? ✉️ Contact Me 💼 LinkedIn ✨ Credits Developed by Dr. J. Jeffin Gracewell Empowering education through intelligent automation 💡 We are open for and Customizing development

Streamline your content pipeline by bridging Notion and Instagram with a professional "review-before-publish" safeguard. This workflow allows team members to submit content via a simple form, generates AI-optimized captions, and pauses for human approval before going live. 🎯 What This Workflow Does This template manages the end-to-end lifecycle of a Reel, from submission to final community notification: 📝 Submission & Notion Integration n8n Form Trigger:** Public form to submit a Notion Page ID and select caption tone (Hype, Minimal, Storytelling). Data Extraction:** Pulls video file, cover image, and metadata (Title, Description, Tags) from Notion. Validation:** Ensures content is not already published or failed. 🤖 AI Creative & Media Hosting Claude AI Captions:** Uses Anthropic Claude-Haiku to generate brand-safe, tone-specific captions under 2,200 characters. Mandatory CDN Hosting:** Uses UploadToURL to convert Notion files into public HTTPS URLs required by Instagram. 📧 The Approval Gate Email Approval Step:** Sends preview email with: AI-generated caption Video preview link Approve / Reject buttons 🚀 Publication & Multi-Channel Sync Instagram Publishing:** Polls encoding status before publishing Reel. Notion Audit Trail:** Updates page with Permalink, Post ID, and Published status. Discord Alerts:** Sends notifications for success, rejection, or failure. ✨ Key Features Human-in-the-Loop:** Combines AI automation with manual approval. High-Quality AI Captions:** Uses Claude for nuanced storytelling. CDN Media Bridge:** UploadToURL ensures valid public media URLs. Error Resiliency:** Handles encoding failures with retries and alerts. 🔧 Setup Requirements Required Credentials Notion:** Integration token Instagram Graph API:** Business/Creator account token Anthropic API:** For Claude captions UploadToURL:** API key Environment Variables IG_USER_ID IG_ACCESS_TOKEN NOTION_API_KEY ANTHROPIC_API_KEY APPROVER_EMAIL DISCORD_WEBHOOK_URL Empower your content team today. Import this template to turn your Notion database into a high-powered social media command center!