Workflow Templates

Overview This workflow is designed for HR teams and payroll department to automate the monthly process of calculating employee attendance, salary deductionsm and personalized email notification. It seamlessly integrates Google Sheets, internal attendance data and GPT-4 (via AI Agent) to generate complete monthly payroll reports with professional summaries for each employees. Prerequisites Before using this workflow, ensure you have: A Google Sheet with the monthly attendance logs A secong Google Sheet containing salary, employee names and email addresses. Gmail or SMTP credentials for sending email OpenAI API key (for summarization) Crendentials for Google Sheet and Gmail Integration Google Sheet Structure 1. Attendance Sheet (Daily Log) EmpId Name Date InTime OutTime HoursWorked Status 2. Ouput Sheet (Generated by Workflow) EmpId Name OriginalSalary TotalMissingHours TotalAbsentDays Deduction FinalSalary EmpEmail How It Works 1. Retrieve Attendance & Employee Master Data The workflow fetches all employee attendace logs and thier corresponding salary, name and email details from Google Sheets. 2. Calculate Work Hours & Absences The workflow computes total worked hours per day, missing hours and identifies absent days, It then calculates the total missing hours and absences for the entire month. 3. Salary Deduction Calculation Each employee's hourly and daily rate is determined from thier salary, and deductions are calculated based on missing hours and absences. 4. Prepare Final Dataset A structured JSON dataset is generated combining attendace summary, deductions and final salary amounts. 5. Generate AI Summary Report (GPT-4) Using AI Agent GPT-4 creates a professional, HR-friendly summary paragraph for each employee's email report. 6. Send Salary Deduction Report Email Each employee receives a personalized email with thier final salary summary and monthly attendance report. 7. Log Email Status Email delivery details and summary text are stored in new Google Sheet for audit and HR tracking. User Cases Monthly attendance and payroll automation Automated HR communication Salary deduction reporting Attendace compliance monitoring Reducing manual calculation errors

📄 AI Proposal Generator with PDF Delivery & Team Notifications Description Creating client proposals manually is slow, repetitive, and often inconsistent. This AI-powered workflow transforms proposal creation from a manual task into a fully automated, professional process. With a single submission, this workflow generates a customized AI-written proposal, converts it into a polished PDF, emails it to the client, stores it in Google Drive, and notifies your internal team — ensuring faster turnaround, consistent quality, and zero missed steps. What This Workflow Does This workflow turns client requirements into ready-to-send proposals with minimal effort: 📝 Capture Client & Project Details – A webhook receives client information, project scope, budget range, and timeline. 🧠 AI-Powered Proposal Writing – AI generates a structured, client-ready proposal tailored to the project requirements. 📄 HTML Proposal Formatting – The proposal content is converted into a clean, professional HTML layout. 📑 PDF Generation – The HTML proposal is automatically converted into a downloadable PDF. 📧 Email Delivery – The proposal PDF is emailed directly to the client. ☁️ Google Drive Storage – A copy of the proposal is saved for record-keeping and reuse. 💬 Slack Notification – Your team is notified when a proposal is generated and sent. 🔁 Webhook Response – Returns a confirmation response for frontend or system integrations. Key Features 🤖 AI Proposal Generation – Automatically creates professional proposals based on project inputs. ⚙️ End-to-End Automation – From input submission to PDF delivery, everything runs automatically. 📄 Professional PDF Output – Client-ready proposals with clean formatting. 📧 Automated Email Sending – No manual follow-ups required. ☁️ Centralized Storage – All proposals stored securely in Google Drive. 💬 Team Notifications – Instant Slack alerts for visibility and tracking. 🔀 Flexible Integration – Can be triggered from forms, CRMs, or web apps. Perfect For 🚀 Freelancers & Consultants – Send proposals faster without writing from scratch. 🏢 Agencies & Service Providers – Standardize proposal quality across teams. 📈 Sales & Operations Teams – Reduce manual work and response time. 💻 Startups & Small Businesses – Look professional without extra overhead. 🧠 Remote Teams – Keep everyone aligned with automated notifications. What You’ll Need Required Integrations 🌐 Webhook Trigger – Receives client and project details. 🤖 OpenAI – Generates proposal content. 📄 HTMLCSS to PDF – Converts HTML proposals into PDFs. 📧 Gmail – Sends proposal emails to clients. ☁️ Google Drive – Stores generated proposal files. 💬 Slack – Sends internal notifications. Optional Enhancements 📊 CRM Integration – Save proposal data to HubSpot, Airtable, or Salesforce. 🎨 Brand Customization – Add logos, brand colors, and styling to proposals. 🌍 Multilingual Proposals – Generate proposals in different languages. 🔐 Approval Step – Add internal approval before sending proposals. 📈 Analytics Dashboard – Track proposal volume and turnaround time. 📎 File Attachments – Include additional documents with the proposal email. Quick Start 1️⃣ Import the workflow template into your n8n workspace 2️⃣ Connect credentials for OpenAI, Gmail, Google Drive, Slack, and HTMLCSS to PDF 3️⃣ Send test data to the webhook with client and project details 4️⃣ Review the generated proposal PDF 5️⃣ Activate the workflow and start sending proposals automatically Customization Options 1️⃣ Proposal Branding – Update HTML layout, fonts, and colors. 2️⃣ AI Prompt Tuning – Adjust tone, length, or structure of proposals. 3️⃣ Email Messaging – Customize email subject and content. 4️⃣ Slack Messages – Modify notification text or channels. 5️⃣ Drive Organization – Change folder structure for stored proposals. 6️⃣ Pricing Logic – Adjust calculations for budget or timeline. Expected Results ⚡ Faster Proposal Turnaround – Generate proposals in minutes instead of hours. 🤖 Consistent Quality – Every proposal follows a structured format. 📧 Instant Delivery – Clients receive proposals immediately. 🗂️ Organized Records – All proposals stored automatically. 💬 Better Team Visibility – Everyone stays informed with Slack alerts. Workflow Structure Visualization 📝 Webhook Input ↓ 🧠 AI Proposal Generation ↓ 📄 HTML Formatting ↓ 📑 PDF Conversion ↓ 📧 Email Delivery ↓ ☁️ Google Drive Storage ↓ 💬 Slack Notification ↓ 🔁 Webhook Response 🚀 Ready to Automate Proposal Creation? Import this template and let AI handle proposal writing, formatting, delivery, and tracking — so you can focus on closing deals faster. ✨

Automate your lead qualification process by connecting Jotform to Gemini AI. This workflow instantly analyzes new form submissions, assigns a priority score, filters out spam, and routes legitimate leads for immediate action. Stop manually sorting through submissions and let your sales team focus on what matters: closing deals with hot leads. This template captures a lead from a "Talk to an Expert" form, uses AI to determine its quality, sends a real-time notification to your sales team on Slack, and automatically sends a tiered, personalized email response to the lead based on their qualification score. Features Automated Spam Filtering: Uses Gemini AI to analyze incoming leads and automatically discard spam. AI-Powered Lead Scoring: Assigns a priority score (1-10) to every legitimate lead based on the content of their inquiry. Instant Team Notifications: Sends a detailed alert for every qualified lead to a designated Slack channel. Tiered Email Responses: Automatically sends a different, personalized email to hot, warm, and cold leads. Seamless Jotform Integration: Triggers the moment a new form is submitted. Nodes Used 🟣 Jotform Trigger: Starts the workflow when a new form submission is received. 🧠 AI Agent / Google AI: Connects to Gemini to analyze the form data. ❓ IF: Filters out submissions flagged as spam. 📣 Slack: Sends a real-time notification to your team. 🔀 Switch: Routes the lead down different paths based on its AI-generated score. ✉️ Gmail: Sends a personalized follow-up email to the lead. How to use this template This workflow is designed to be easy to set up. Follow these steps to get it running: 1. Set up your Jotform Trigger: In the Jotform Trigger node, connect your Jotform account. Select the specific form you want to use for lead capture from the dropdown list. Ensure your form has the required fields as described in the "Required Jotform Fields" section below. 2. Configure the AI Agent / Google AI Node: Connect your Google AI credentials to the node. Ensure the prompt is set up to analyze the message from your form and return a JSON object with is_spam (a boolean) and lead_score (an integer) keys. 3. Set up the IF Node: This node should check the is_spam value from the AI node. The workflow should only continue on the false path. 4. Configure the Slack Node: Connect your Slack account credentials. In the "Channel" field, select the channel where you want lead notifications to be sent (e.g., #sales-leads). 5. Configure the Switch Node: This node should be set to route based on the lead_score from the AI node. The template is pre-configured with three paths: Hot: Score is 8 or higher. Warm: Score is between 5 and 7. Cold: Score is 4 or lower (the "Default" path). 6. Configure the Gmail Nodes Connect your Gmail account credentials to each of the three Gmail nodes. This step is critical for personalization, and you must adapt the content to fit your business. The provided text is a template; its effectiveness depends on your customization. For each of the three email templates (Hot, Warm, and Cold), be sure to: Update the Email Body:** Rewrite the text to match your company's tone and brand voice. Change Company/Team Information:** Replace placeholder text like [Your Company Name] and update the signature from The Team to your specific team or company name (e.g., The Sales Team at Acme Corp). Customize Your Links:** In the 'Hot' lead email, replace the placeholder [Your Calendly/Booking Link] with your actual link from Calendly, HubSpot Meetings, or another scheduling tool. In the 'Warm' lead email, replace [Link to a resource or case study] with a real link to a relevant blog post, whitepaper, or case study on your website. 7. Activate your Workflow: Once all nodes are configured, save and activate your workflow. Now, every new Jotform submission will be processed automatically\! How to Adapt the Template This workflow is a powerful starting point. Here are a few ideas to customize it for your specific needs: Integrate Your CRM: Add a node for your CRM (like HubSpot, Salesforce, or Pipedrive) after the IF node. You can create or update a contact and a deal, and then include the link to the CRM record directly in the Slack notification for easy access. Use a Different Notification Service: If your team doesn't use Slack, you can easily replace the Slack node with one for Microsoft Teams, Discord, or even a simple email notification. Create Tiered Notifications: For a more advanced setup, use the Switch node's outputs to send notifications to different channels. For example, send "Hot" leads to a high-priority #sales-urgent channel with an @channel mention, and send "Warm" or "Cold" leads to a less noisy #leads-review channel. Adjust the Scoring Logic: Your definition of a "hot" lead might be different. Simply change the values in the Switch node to match your business rules (e.g., you might consider any score of 7 or higher to be a hot lead). Required Jotform Fields for this Workflow For this template to work correctly, your Jotform should have the following fields. The names in parentheses are the internal field names used in the n8n expressions. Full Name (Full Name): A text input for the user's name, used for personalizing emails. Work Email (Work Email): An email field, used as the recipient for the automated follow-up. Role (Role): A text input for the user's job title, providing context for your sales team. Number of Employees (Number of Employees): A dropdown or number input for company size, used for lead segmentation. How can we help you? (How can we help you?): A text area. This is the most critical field, as its content is sent to the AI for spam checking and lead scoring. More Information About Jotform Jotform is a powerful and easy-to-use online form builder that helps you create and publish online forms without writing a single line of code. It's an excellent tool for capturing leads, conducting surveys, accepting payments, and much more. Its seamless integration capabilities make it a perfect starting point for all kinds of n8n automations. If you don't have an account yet, you can get started with Jotform through the link above.

This n8n workflow monitors medical equipment usage by reading data daily at 6 AM from a Google Sheet, processes alerts for maintenance or calibration, and sends notifications to technicians and supervisors. Good to Know Runs daily at 6 AM via cron trigger. Requires Google Sheet with equipment data. Sends alerts via email and WhatsApp. Logs all activities in the Google Sheet. Google Sheet Structure Sheet: A: Equipment ID | B: Equipment Name | C: Last Maintenance Date | D: Usage Hours E: Calibration Due | F: Status | G: Technician Email | H: Supervisor Email | I: Last Alert Date Sample Data: E001 | MRI Machine | 2025-07-01 | 150 | 2025-08-15 | Active | tech1@hospital.com | sup1@hospital.com | 2025-08-01 E002 | X-Ray Unit | 2025-06-15 | 200 | 2025-08-10 | Overdue | tech2@hospital.com | sup2@hospital.com | 2025-08-05 How It Works Daily Equipment Check (6 AM)** - Triggers the workflow. Read Equipment Data** - Fetches data from Google Sheet. Process Equipment Alerts** - Identifies maintenance needs. Task Break For 5 Sec** - Adds a delay for processing. Filter Equipment with Alerts** - Filters equipment needing attention. Send Technician Email** - Notifies technicians via email. Send Message (message: send)** - Sends WhatsApp alerts to technicians. Send Critical Alert to Supervisors** - Escalates critical issues via email and WhatsApp. Filter Overdue Equipment** - Identifies overdue maintenance. Update Equipment Status** - Updates sheet with new statuses. Log Maintenance Alerts** - Logs alerts in the sheet. How to Use Import workflow JSON into n8n. Configure nodes with Google Sheet ID, email, and WhatsApp API credentials. Add equipment data to the Google Sheet. Test manually, then activate for daily runs. Requirements Google Sheet with specified structure. Google service account credentials. Email SMTP setup (e.g., Gmail). WhatsApp Business API token. n8n instance. Customizing This Workflow Adjust cron time for different schedules. Modify alert thresholds in the Process Equipment Alerts node. Update notification templates in email and WhatsApp nodes. Extend filters for additional equipment statuses. Want a tailored workflow for your business? Our experts can craft it quickly Contact our team

Gmail AI Email Classifier & Notifier Since Gmail inboxes can quickly become cluttered, this workflow provides an automated AI-based email classification system. It listens for new emails, categorizes them using an AI classifier, applies Gmail labels, and sends you a Telegram notification with a quick summary. If you often miss urgent client messages or struggle with sorting work vs. promotions, this workflow ensures you never overlook important emails. Use case: Especially useful for professionals who receive a high volume of mixed emails (clients, work, promotions). The workflow automatically labels and notifies you of new emails based on their category. How It Works Trigger Input The workflow starts with the Gmail Trigger node, which listens for new incoming emails. By default, it polls every minute, but you can adjust the polling frequency. Email metadata (from, subject, body) is passed downstream. Example JSON input: { "from": "client@example.com", "subject": "Urgent project deadline", "text": "Please review the attached contract ASAP" } Classify Email (AI) The Classification Agent (powered by OpenAI via LangChain) receives the email data. It sorts the email into one of four categories: High Priority – urgent, time-sensitive Work Related – general work emails Promotions – newsletters, offers, sales Other – uncategorized emails The classifier uses a system prompt to ensure output is returned in JSON format for downstream processing. Apply Gmail Labels Based on classification, the workflow applies the corresponding Gmail label: High Priority → “Important + Starred” Work Related → “Work” (custom Gmail label) Promotions → “Promotions” (custom Gmail label) Each label must already exist in Gmail for the operation to work. Generate Notification The AI Agent (notification assistant) takes the classified email and rewrites it into a short, casual notification. Example notification: [High Priority] New email from client@example.com Subject: Urgent project deadline "Please review the attached contract ASAP" Send to Telegram The Telegram node sends the generated notification to your personal chat ID. Requires a Telegram bot created with @BotFather and your chat ID configured. How to Use Import this workflow into n8n. Set up Gmail OAuth2 credentials and connect your Gmail account. Create Gmail labels: High Priority, Work Related, Promotions. Set up a Telegram bot in @BotFather and copy your chatId into the node. Run the workflow — every new email will now be classified, labeled, and notified. Requirements n8n Gmail Trigger** with Gmail OAuth2 credentials OpenAI API key** configured for LangChain nodes Telegram bot** created via @BotFather with your chat ID Existing Gmail labels (Work, Promotions, etc.) Customizing This Workflow You can extend it by: Adding more categories** – e.g., “Finance,” “Personal,” or “Spam.” Changing the notification channel** – send to Slack, Discord, or SMS instead of Telegram. Adjusting classification rules** – edit the system prompt for finer-grained AI sorting. Changing polling frequency** – set Gmail Trigger to every 5 minutes instead of every minute. Expanding extracted fields** – include attachments, links, or CC addresses in the notification.

Verified Parent Consent Form Automation for School Trips 🎯 Description This workflow automates the entire parent consent process for school field trips, replacing manual paper forms with a secure, verified, and legally compliant digital system. When a parent submits consent data via POST request (from Postman or any form), the workflow: Receives parent & trip details through a Webhook trigger. Verifies the parent’s email using the VerifiEmail API to prevent fake or disposable entries. Generates a unique Consent ID and timestamps for tracking and legal validation. Creates a professional HTML-based digital consent form, including child details, trip information, and a parent signature section. Converts the HTML document to a PDF using the HTMLCSSToPDF API (ready for printing or archiving). Uploads the PDF to Google Drive automatically, organizing it under a designated folder (e.g., /School_Consents/2025/November). Sends an automated Gmail notification to the respective class teacher, including all verified details and the Drive reference. Responds instantly to the original POST request with a success confirmation and all metadata (Consent ID, verification status, storage location, timestamp). Handles invalid emails gracefully, returning a 400 error response for unauthorized or unverified submissions. Provides complete traceability, digital audit, and tamper-proof documentation for school compliance. Use Case: Ideal for schools, institutions, or organizations that need paperless consent workflows with email verification, cloud storage, and automated staff alerts — ensuring authenticity, security, and compliance. 🧩 Features Email verification (VerifiEmail) Auto-generated unique Consent ID HTML-to-PDF conversion (HTMLCSSToPDF) Google Drive cloud storage integration Automated Gmail teacher notification API-friendly POST-based trigger Real-time error handling & response Legally formatted consent slip 🧪 Test Input Example (Postman) Use this JSON in Postman when testing the webhook: { "parent_name": "Ritu Sharma", "parent_email": "ritu.sharma@gmail.com", "child_name": "Aarav Sharma", "child_class": "Grade 5-A", "trip_name": "Science Museum Visit", "trip_date": "2025-11-10", "teacher_email": "teacher@school.edu" } ✅ Expected Output Success Response (200): { "status": "success", "message": "Parent consent form verified and stored successfully", "data": { "consent_id": "CONSENT-1699123456789", "child_name": "Aarav Sharma", "trip_name": "Science Museum Visit", "email_verified": true, "stored_at": "Google Drive", "teacher_notified": true } } Error Response (400): { "status": "error", "message": "Invalid email address provided. Please use a valid email.", "reason": "Email verification failed" } 🌐 Workflow Tags for n8n Creators #Education #Automation #EmailVerification #PDFGeneration #GoogleDrive #Webhook #SchoolAdmin #PaperlessWorkflow #Compliance

This automated n8n workflow securely backs up Gmail attachments to Google Drive by triggering on new emails, retrieving the attachments, and uploading them to a designated Drive folder. The process includes a delay to ensure reliable execution and notifies the user via WhatsApp upon completion. Good to Know The workflow triggers on new Gmail messages A short wait ensures proper processing Attachments are uploaded to Google Drive A WhatsApp message confirms the backup How It Works New Email Received** - Initiates the workflow on new Gmail messages Fetch Email Details** - Retrieves the new email message Wait for Processing** - Adds a short delay for reliable processing Process Attachment Data** - Processes the attachment data Upload to Google Drive** - Uploads the attachment to Google Drive Notify via WhatsApp** - Sends a WhatsApp message to confirm the backup How to Use Import the workflow into n8n Configure Gmail API credentials Set up Google Drive API credentials Configure WhatsApp API or integration credentials Test with a sample email containing an attachment Adjust the wait duration if needed Requirements Gmail API credentials Google Drive API credentials WhatsApp API or integration credentials Customizing This Workflow Modify the wait duration in the Wait node to optimize processing time Adjust the Code node to handle specific attachment types or folder destinations in Google Drive

This workflow contains community nodes that are only compatible with the self-hosted version of n8n. Workflow*: **Daily News Aggregator & MongoDB Storage This workflow is designed to run seamlessly in the background, automating the full cycle of news aggregation, storage, and reporting with precision and reliability. Daily Trigger (Cron Node) The process kicks off every morning at 8:00 AM UTC. This scheduling ensures that fresh global news is captured consistently at the start of each day. Perplexity Node At the heart of the workflow, a Perplexity node queries the latest global news. The prompt specifies both the type of news and the JSON structure required, guaranteeing the output is ready for structured storage. The result is a clean feed of headlines, timestamps, sources, and URLs. Data Formatting (Code Node) Since Perplexity’s response is a string, the workflow includes a custom JavaScript function to clean and parse it into a valid JSON array. Each news item is then transformed into its own object, ready for iteration. MongoDB Insertion (Loop Node) Each news article is inserted into the daily_news collection in MongoDB. The workflow ensures that fields such as headline, timestamp, source, URL, and category are stored neatly, with additional metadata available for future filtering and analysis. Aggregation & Notification Prep (Code Node) Once all items are stored, the workflow aggregates the day’s results. This step prepares a digest of what was successfully processed, ensuring visibility into the pipeline’s performance. Email Notification (Gmail Node) Finally, a summary email is sent via Gmail. This message confirms the operation’s success and provides a quick snapshot of the news collected and stored that day. Workflow Flow Cron Trigger → Perplexity API → Format Data → MongoDB Insert → Aggregate Results → Send Email Notification This setup transforms what could be a manual, repetitive task into a streamlined daily routine. It not only guarantees timely and structured storage of news but also provides immediate confirmation, making it an elegant solution for automated information management.

Turn LinkedIn Noise Into Weekly Slack Insights 🚀 What if your team could skim the best of LinkedIn in 2 minutes instead of scrolling for hours? This workflow transforms raw LinkedIn posts into a bite-sized Slack digest — summarized, grouped, and delivered automatically every week. ⚡ What It Does Scrapes Posts Automatically**: Pulls fresh posts from LinkedIn profiles you specify (via Apify). Summarizes with AI: Condenses each post into **2–3 bullets (≤15 words). Keeps It Lean: Digest capped at **500 words total. Organized by Author**: See exactly who said what, without searching. Delivers to Slack**: Neatly formatted digest drops in your channel on schedule, with post links in thread replies. 🛠 How It Works Google Sheets → Profile URLs Add LinkedIn profile URLs into a Google Sheet tab — this is your watchlist. Apify Scraper → Posts Fetches up to 10 posts per profile within the past 7 days. Clean & Format Code nodes strip out clutter (hashtags, broken links, escapes). OpenAI Summarizer AI rewrites posts into concise bullets and trims the digest under 500 words. Slack Delivery Digest posts directly in Slack every Sunday morning, with original links attached as thread replies. ✅ Pre-conditions / Requirements Google Sheets API credentials** connected in n8n. Apify account + API Token** for the LinkedIn profile posts actor. OpenAI API Key** for summarization. Slack Bot Token** with permission to post messages in your chosen channel. Profiles you want to track must be publicly viewable or accessible to Apify. 🎛 Customization Options Schedule**: Change the Cron node if you prefer daily or monthly digests. Batch Size**: Default is 5 profiles per batch — increase or decrease for performance. Summaries**: Adjust OpenAI system prompt to allow longer or shorter bullet points. Filters**: Extend extendOutputFunction to exclude reposts, sponsored posts, or keep specific authors only. Slack Output**: Change formatting, channel, or send as direct message instead of posting in a channel. 💡 Why This Is Valuable Saves your team 3–5 hours/week of scrolling. Keeps everyone updated with actionable insights, not filler. Turns a chaotic LinkedIn feed into a signal-only digest. Positions you as the one who always brings the smartest highlights to the table. 🎯 Best For Founders who want LinkedIn insights without endless scrolling. Marketing and growth teams tracking thought leaders. Operators who want signal over noise, delivered straight to Slack. No more mindless scrolling. Just sharp insights, automatically packaged. ✅

From Leads to Smiles – Automated Patient Engagement______Turn every lead into a booked appointment with AI 💡 Why this workflow? Dental clinics lose 50%+ of leads due to slow response. This template ensures instant engagement with AI-powered personalization. Works for dentists, beauty clinics, physiotherapists, or any appointment-based business. Description: When a new patient submits a form (e.g., teeth whitening, Invisalign, implants), the workflow: Captures and stores the lead in Google Sheets. 2.Uses an AI Agent to generate a friendly, personalized welcome message. Instantly sends tailored notifications to both the patient and the dentist. No more generic thank-you emails → engage leads before they go cold! 🚀 Category: Marketing & Sales Customer Engagement Healthcare Automation 📖 Step-by-Step Guide (for beginners) Trigger (Google Sheets): Every time a new patient submits a Google Form, the lead is automatically captured in Google Sheets. AI Agent (OpenAI Chat Model): Generates a personalized welcome message Patient Notification (Email): Sends a warm, engaging welcome message with appointment details instantly. Dentist Notification (Email): Alerts the dentist with lead details so they can follow up quickly. Execution: Just hit Execute Workflow → watch as your clinic never loses another lead. 👉 Perfect for beginners in AI + n8n automation. You can duplicate this template, connect your Google Sheet + Gmail + OpenAI API key, and start converting leads today. Tags: lead generation dentist crm google sheets ai agent chatgpt email automation

Hourly Email Summary: This agent scans your inbox every 4 hour and summarizes new emails into a clean, actionable Slack message. Powered by GPT-4, it classifies emails by Urgency (High, Medium, Low) and Intent (Awaiting Reply, To Respond, Comment, Notification, Marketing). No more inbox FOMO — just what you need to act fast. Main Use Cases: • Stay on top of important threads without refreshing your inbox constantly • Prioritize tasks and replies based on urgency and context • Catch missed follow-ups by surfacing emails that need a response • Filter out noise like marketing emails or low-priority notifications • Enable async decision-making by keeping the team updated on critical emails via Slack • Reduce cognitive load by letting AI handle sorting and triaging ⸻ ✅ Steps to Use Connect Your Accounts: Add your Gmail, Slack, Google Sheets, and OpenAI credentials inside n8n. Create Gmail Labels (Required): Go to your Gmail settings and create labels matching the following format: AI Agent/To Respond, AI Agent/Awaiting Reply, AI Agent/Notification, AI Agent/Marketing, etc. These are used by the workflow to auto-tag emails based on intent. Create a Google Sheet with 2 Tabs • Name the sheet something like “N8N - Emails”. • Add two sheets/tabs inside: • Sheet1 → stores all processed emails • Sheet2 → stores only the latest batch for digest view • In both sheets, add these columns (first row): From | Summary | Intent | Category | TimeStamp | Urgency Import the Workflow: Upload or paste the .json file into your n8n instance. Make sure each node is linked to your active credentials. Configure Slack Channel: In the Slack node, select the channel where you want urgent alerts and digest summaries to be posted. Adjust Schedule (Optional): Default: runs every hour. You can tweak this to suit your preference (e.g., every 30 min or 2 hours). Run a Test: Execute manually once to check: • Emails are getting processed • Labels are added correctly in Gmail • Slack notifications are triggered • Data is logged in Google Sheets Turn It On • Once everything looks good, activate the workflow. • Your inbox will now be triaged in real-time — sorted, labeled, summarized. Step-by-Step Breakdown: ⏰ Schedule Trigger: Runs every hour to kick off the workflow automatically. 📩 Fetch Emails & Labels • Pulls all Gmail messages received in the last 4 hours. • Also fetches Gmail labels to use for tagging messages based on intent. 🤖 Analyze with GPT-4 • Each email is analyzed using GPT-4. • Output includes: • Summary • Urgency: High, Medium, Low • Intent: To Respond, Awaiting Reply, Marketing, Notification, etc. • Category: Customer, Investor, Spam, etc. Classify and Label • Emails are tagged with the right intent label inside Gmail. 5.🚨 Slack Alerts for High Urgency • If an email is marked High Urgency, it sends an alert to a designated Slack channel with all key details. 📊 Google Sheets Logging • All emails are logged to two Google Sheets: • Sheet1: All messages, for long-term record. • Sheet2: Temporary sheet to collect latest batch for digest. ⏳ Wait + Digest Preparation • After logging, the workflow waits 30 seconds. • It then fetches recent entries from Sheet2, filters out older messages, and groups them by Medium and Low urgency. 📬 Slack Digest Summary • A clean digest is posted on Slack showing only the Medium and Low urgency messages from the past hour — helping you catch up without inbox overload. Uses a System Prompt to define its role as an AI Chief of Staff. Uses a User Prompt that instructs GPT-4 to analyze each email and return a structured JSON with the following: • summary – One-line summary of the email • urgency – High / Medium / Low • category – Investor, Customer, Support, Spam, Other • Intent – One of: • To Respond: Needs your reply • Awaiting Reply: You’re waiting for a response • Notification: Auto-updates from tools or services • Meeting Update: Calendar or schedule changes • Marketing: Promotional or cold emails • FYI: Informational emails that don’t need action The output is clean JSON with built-in guardrails to avoid hallucinations or irrelevant content. Only real message data is used for summaries and classification. Sections with no relevant data are omitted to keep it concise. 🧩 What’s Next This agent already cuts through inbox noise and gives you clarity — but there’s more you can build on top: 💡 Suggestions to Improve: • Train on your past threads to make prioritization even smarter • Allow custom rules per sender or domain (e.g. always mark investor emails as High) • Add emoji tags or reactions in Slack to quickly mark emails as done or follow-up • Support voice summary via Slack audio snippet or Loom integration 🚀 Next Features You Could Add: • Reply-from-Slack: One-click smart reply suggestions that can be sent right from Slack • Cross-inbox support: Add Outlook or multiple Gmail accounts • Weekend Digest: A weekly email or Slack drop with trends (top senders, most flagged categories) • Daily Timeline View: Generate a Notion page that logs the day’s most critical communication

This n8n workflow sends a real-time Slack notification when a user submits a contact form on your website. It also optionally sends a confirmation email via either Outlook or Gmail. You can embed the form directly into your website and route all submissions to your preferred Slack channel for quick follow-up. ✅ Key Features 🌐 Website Form Trigger**: A no-code form that can be embedded directly on your website. ⚡ Slack Integration**: Instantly posts lead details to a designated Slack channel. 📧 Email Follow-Up (Optional)**: Sends a thank-you email to the user via either Gmail or Microsoft Outlook. 🔗 Easy to Connect**: Requires minimal setup with OAuth for Slack and email APIs. 🧰 What You'll Need Slack Bot Token & Permissions** Gmail or Outlook account (optional)** n8n instance (cloud or self-hosted)** 🛠️ Step-by-Step Setup 1️⃣ Embed Contact Form on Website Node**: Form Submission on Website What it does**: Captures user inputs — Name, Email, and Phone. How to use**: Grab the public webhook URL from this node. Embed it as a form action on your website (HTML form or no-code builder). API**: None required. Webhook-based. 2️⃣ Send to Slack Node**: Slack What it does**: Posts a message to your Slack #leads channel with submission details. Message format**: You have a form submission with these details. Name: {{ Name }} Email: {{ Email }} Phone: {{ Phone }} API**: Slack Bot Token (OAuth2) 3️⃣ Optional: Send Confirmation Email Node**: Send Email - Gmail Sends email using Gmail API. Node**: Send Email - Outlook Sends email using Microsoft Outlook API. Message**: Hi {{ Name }}, Thank you for reaching out on our website. We'll be in touch soon! API**: Gmail or Microsoft Outlook OAuth2 👤 Created By Robert Breen Automation Consultant | AI Workflow Designer | n8n Expert 📧 rbreen@ynteractive.com 🌐 ynteractive.com 🔗 LinkedIn 🏷️ Tags slack lead alerts website form n8n email automation real-time notification lead generation form trigger webhook