Workflow Templates

🤝🖊️🤖 This workflow automates the process of retrieving meeting transcripts from Fireflies.ai, extracting and summarizing relevant content using Google Gemini, and sending or drafting well-formatted summaries and emails via Gmail. Fireflies is an AI-powered meeting assistant that automatically records, transcribes, and summarizes meetings. It integrates with popular video conferencing tools like Zoom, Google Meet, and Microsoft Teams, helping teams capture key insights and action items without manual note-taking. This workflow automates meeting recap generation, from email detection to AI-powered summarization and delivery. Key Benefits 💡 Automated Insight Extraction**: Uses AI (OpenAI & Gemini) to extract and summarize key insights from meetings automatically. 📩 Instant Client Communication**: Generates ready-to-send meeting summaries and drafts without human intervention. 📥 Email Monitoring**: Listens to Gmail for specific meeting recap messages and reacts accordingly. 🔗 Seamless Fireflies Integration**: Dynamically pulls transcript data 🧠 Dual AI Models**: Combines the strengths of OpenAI and Gemini for rich, contextual summaries in multiple formats. 🛠 Modular Design**: Easily customizable and extensible for adding more destinations (e.g., Slack, Notion, CRM). 🧑‍💼 Ideal for Teams & Consultants**: Great for sales teams, project managers, or consultants who handle multiple client meetings daily. How It Works Trigger: The workflow starts with a Gmail Trigger node that monitors incoming emails with the subject "Your meeting recap". It checks for new emails every hour. Alternatively, it can be manually triggered using the "When clicking ‘Execute workflow’" node for testing. Alternatively, via Webhook. Email Processing: The "Get a message" node fetches the full email content. The "Set Meeting link" node extracts the meeting link from the email. The "Information Extractor" (powered by OpenAI) processes the email text to identify the meeting URL. Transcript Retrieval: A Code node parses the meeting ID from the URL. The "Get a transcript" node (Fireflies.ai integration) fetches the full meeting transcript using the extracted meeting ID. Transcript Processing: The "Set sentences" and "Set summary" nodes extract structured data (sentences, short summary, overview) from the transcript. The "Full transcript" node combines all transcript segments into a readable format. AI Summarization & Email Generation: Google Gemini models analyze and summarize the transcript in Italian ("Expert Meeting transcripts") and generate a client-friendly recap ("Meeting summary expert"). The "Email writer" node combines summaries into a cohesive email draft. The Markdown to HTML nodes format the content for email readability. Output: A "Draft email to client" node prepares the final recap. Two Gmail nodes ("Send Full meeting summary" and "Send a message1") dispatch the summaries to the specified recipient. Set Up Steps Configure Credentials: Ensure the following credentials are set up in n8n: Fireflies.ai API (for transcript retrieval). Gmail OAuth2 (for email triggering/sending). OpenAI API (for initial text extraction). Google Gemini (PaLM) (for summarization). Adjust Nodes: Update the "Gmail Trigger" node with the correct email filter (subject:Your meeting recap). Replace YOUR_EMAIL in the Gmail Send nodes with the recipient’s address. Verify the Code nodes (e.g., meeting ID extraction) match your URL structure. Deploy: Activate the workflow. Test using the Manual Trigger or wait for the Gmail trigger to execute automatically. Optional Customization: Modify the Google Gemini prompts for different summary styles. Adjust the email templates in the final Gmail nodes. Need help customizing? Contact me for consulting and support or add me on Linkedin.

YouTube Transcription, Summarization & Translation to Google Docs This workflow automates the end-to-end process of converting YouTube videos into structured, multilingual written content. It transcribes the video's speech, optionally summarizes it, translates it into the chosen language and stores the result in a well-formatted Google Doc—ready for review, sharing or publication. Who’s It For Content creators and bloggers repurposing video content. Educators and researchers converting lectures into readable notes. Marketing teams localizing video material for international audiences. Students summarizing and translating study material. YouTube viewers who want written notes or blog-ready formats. How It Works A Webhook triggers the flow with inputs: youtube_url, language and enable_summary. A Code node formats these inputs into videoId, originalUrl, language and enable_summary. An HTTP Request node sends the video to Supadata API for full transcription. Another Code node combines all transcript segments into one body of text. The Basic LLM Chain node uses the Google Gemini Chat Model to summarize and translate the transcript if requested. A Google Docs node creates a new document with a title based on videoId and language. A final Google Docs node appends the processed summary and translation into the created document. How to Set Up Webhook Input: Send a POST request with three fields: youtube_url, language, enable_summary. Configure Supadata API: Add the HTTP URL and Authorization Header for transcription. Set up Gemini Chat Model: Use Google Vertex AI/Gemini integration in the Basic LLM Chain node. Create Google Docs Credentials: Connect your Google account using OAuth2. Document Naming Logic: You may adjust document titles using expressions (e.g., {{ videoId }} - {{ language }}). Requirements Supadata API key (or any video-to-text API). Google account with Google Docs access. Google Gemini access via n8n’s LLM integration. n8n Cloud or self-hosted instance. Basic understanding of webhook setup (or a form frontend). How to Customize Change LLM model:** Swap Gemini with GPT-4 or Claude in the LLM Chain node. Summarization toggle:** Use the enable_summary flag to control verbosity. Document layout:** Customize headings, font styles and content sections in Google Docs. Multiple languages:** Extend the workflow to translate into multiple languages and generate one document per language. Sharing options:** Add Gmail or Slack nodes to notify users once the document is generated. Add‑ons Notion Export:** Send the document summary directly into Notion using the Notion node. Slack Notification:** Notify your team with a link to the Google Doc using the Slack node. Google Sheets Logging:** Log video URLs, timestamps, and language used for auditing. n8n Forms Integration:** Allow users to submit video URLs and language via a hosted n8n form. Use Case Examples Repurposing Videos into Blogs:** Automatically convert YouTube podcasts into multilingual blog posts. Educational Notes:** Extract and translate lecture content into shareable study documents. International Marketing Teams:** Summarize and localize product explainer videos for different countries. Transcription Library:** Create a searchable database of translated transcripts from niche educational YouTube channels. Common Troubleshooting | Issue | Possible Cause | Solution | | ------------------------------- | ------------------------------------------ | ---------------------------------------------------------- | | Webhook not triggering | Incorrect webhook URL or POST format | Double-check payload and content-type (application/json) | | Transcription API fails | Invalid video ID or API key | Validate YouTube URL and Supadata API access | | Empty translation/summarization | Transcript was empty or prompt was weak | Ensure the video contains spoken content and refine prompt | | Google Doc not created | OAuth2 credentials not authorized properly | Reconnect Google Docs credentials in n8n | | Gemini LLM Chain fails | Model misconfigured or request malformed | Verify your model selection and payload structure | Need Help? Need help getting this set up or customizing it for your workflow? ✅ We can help you: Set up transcription and translation APIs Modify the summarization prompt Customize document layouts or automate sharing 👉 Contact WeblineIndia's automation experts !

Automate your payroll process with this efficient workflow. Triggered monthly on the 28th, it fetches employee data from a Google Sheet, uses AI to calculate net salaries with tax and deductions, structures payslip data, generates PDF payslips, and notifies employees via email while alerting HR on Slack. Ensure accurate payroll distribution with minimal manual effort. 💰📧 Good to Know The workflow runs on the 28th of each month to align with typical payroll cycles. Ensure AI credentials and Google Sheet access are configured for smooth operation. How It Works The Monthly Payroll Trigger initiates the process on the 28th. Gets Employee Data** by reading salary and deduction details from a Google Sheet. AI Calculates Salary** applies tax and deduction rules to compute net pay. Formats Payslip Data** prepares structured data for distribution. Generates PDF Payslip** creates individual payslip documents. Logs payroll data to a Google Sheet for records. Branches to: Sends Email Payslip to Employee with the PDF attachment. Notifies HR on Slack with payroll completion details. How to Use Use the manual trigger for testing, then set a monthly cron (e.g., 0 0 28 * *) for live runs on the 28th. Adjust tax and deduction rules in the AI node to match local regulations. Requirements GOOGLE_SHEET_ID**: Your Google Sheet ID (structured as below) Credentials Needed:** Google Sheets OAuth2 Gmail API Key OpenAI API Key (or similar) Slack Bot Token (with chat:write permissions) Customize:** • Employee data columns (e.g., ID, Name, Base Salary, Deductions) • Tax and deduction formulas • Email subject and Slack message format Google Sheet Structure: Create a sheet with columns: Employee ID Name Base Salary Deductions Net Salary Payslip Status Updated At Customizing This Workflow Adapt for bi-weekly payroll by adjusting the trigger to the 14th and 28th. Integrate with HR systems like BambooHR for real-time employee updates.

🎁 Automate YouTube Giveaway Winner Selection with YouTube Comments Scraper API Description: Easily automate your YouTube video giveaways using n8n and the YouTube Comments Scraper API. This workflow fetches comments, selects a random winner, logs results to Google Sheets, and notifies the admin—all hands-free! 🧩 Node-by-Node Breakdown | Node | Name | Purpose | | ---- | -------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------- | | 1️⃣ | Form Trigger | Captures a YouTube video URL from a user via form submission. | | 2️⃣ | Fetch YouTube Comments | Makes a POST request to YouTube Comments Scraper API to retrieve comments. | | 3️⃣ | Check API Response Status | Ensures that the response status is 200 before proceeding. | | 4️⃣ | Select Random Commenter | Parses the comments and selects a random commenter as the giveaway winner. | | 5️⃣ | Log Winner to Google Sheet | Appends winner name, video URL, and date to a Google Sheet for record-keeping. | | 6️⃣ | Notify Winner Email | Sends a congratulatory email to the admin with the selected winner's name. | | 7️⃣ | Notify: Invalid API Response | If the API fails, sends an alert to the admin about the issue. | 🔑 How to Get Your RapidAPI Key To use the YouTube Comments Scraper API, follow these steps: Go to YouTube Comments Scraper API. Sign in or create a free RapidAPI account. Click the "Subscribe to Test" button. Copy your x-rapidapi-key from the "Code Snippets" or "Header Parameters" section. Paste it into your HTTP Request node in n8n. 🎯 Use Case & Benefits ✅ Use Case: Automatically pick a random commenter from a YouTube video as a giveaway winner. 🚀 Benefits: Fully automated** – no manual comment scanning or random selection. Accurate & fair** – random selection from valid commenters only. Time-saving** – especially for creators running multiple giveaways. Integrated logging** – keep a historical record of all winners in Google Sheets. Email alerts** – get notified whether the flow succeeds or fails. 👥 Who Is This For? YouTube Content Creators** running giveaways. Marketing Teams** promoting products via YouTube contests. Agencies** managing influencer campaigns. Developers & Automation Enthusiasts** looking to simplify giveaway processes. 💡 Why Use YouTube Comments Scraper API? The YouTube Comments Scraper API offers a simple and effective way to extract public YouTube comments programmatically. It’s fast, reliable, and integrates smoothly with platforms like n8n. You’ll use this API: To retrieve all comments from a YouTube video. To power fair and transparent giveaways. To trigger downstream automations like winner logging and notification. Create your free n8n account and set up the workflow in just a few minutes using the link below: 👉 Start Automating with n8n Save time, stay consistent, and grow your LinkedIn presence effortlessly!

Description: This workflow automates team capacity monitoring using Jira data to identify over-allocated team members and alert managers instantly. It ensures proactive workload management by fetching active issues, calculating utilization rates, logging capacity metrics, and sending detailed email alerts when members exceed 100% capacity. It helps project managers prevent burnout, balance workloads, and maintain operational efficiency — all with zero manual tracking. What This Workflow Does (Step-by-Step) 🟢 Manual Trigger – Start the capacity analysis manually on demand. 📋 Fetch Active Jira Issues – Retrieves all “In Progress” tasks from Jira to analyze workloads. ✅ Data Validation – Checks whether Jira returned valid data before continuing. True Path: Moves to capacity calculation. False Path: Logs query failure to error tracking sheet. 📊 Capacity Calculator – Aggregates logged hours per user and calculates utilization percentage based on an 8-hour daily capacity. 📈 Log Capacity Data to Tracking Sheet – Appends capacity metrics (Assignee, Total Hours, Utilization %, Status) to a Google Sheet for historical tracking and trend analysis. ⚠️ Over-Allocation Check – Identifies team members exceeding 100% utilization (status = “Overallocated”). 📢 Alert Report Generator – Builds a dynamic report summarizing all over-allocated members, their logged hours, utilization %, and corrective suggestions. Generates both alert and “All Clear” reports based on findings. 📧 Send Over-Allocation Alert to Manager – Sends an automated Gmail alert to the project manager, including severity-based subject lines and detailed breakdown of each over-allocated member. 🚨 Log Query Failures to Error Sheet – Records any Jira API or data retrieval issues in the “error log sheet” for monitoring and debugging. Prerequisites Jira account with API access Google Sheets for “Team Capacity Tracking” and “Error Log” Gmail credentials for automated email delivery Key Benefits ✅ Early detection of team over-allocation ✅ Automated data logging and historical tracking ✅ Real-time email alerts to prevent burnout ✅ Data-driven sprint planning and workload balancing ✅ Zero manual monitoring required Perfect For Project Managers and Scrum Masters tracking team load Engineering teams managing multiple active sprints Organizations looking to automate workload visibility HR and PMOs monitoring resource utilization trends

Turn Your Reading Habit into a Content Creation Engine This workflow is built for one core purpose: to maximize the return on your reading time. It turns your passive consumption of articles and highlights into an active system for generating original content and rediscovering valuable ideas you may have forgotten. Why This Workflow is Valuable End Writer's Block Before It Starts:** This workflow is your personal content strategist. Instead of staring at a blank page, you'll start your week with a list of AI-generated content ideas—from LinkedIn posts and blog articles to strategic insights—all based on the topics you're already deeply engaged with. It finds the hidden connections between articles and suggests novel angles for your next piece. Rescue Your Insights from the Digital Abyss:** Readwise is fantastic for capturing highlights, but the best ones can get lost over time. This workflow acts as your personal curator, automatically excavating the most impactful quotes and notes from your recent reading. It doesn't just show them to you; it contextualizes them within the week's key themes, giving them new life and relevance. Create an Intellectual Flywheel:** By systematically analyzing your reading, generating content ideas, and saving those insights back into your "second brain," you create a powerful feedback loop. Your reading informs your content, and the process of creating content deepens your understanding, making every reading session more valuable than the last. How it works This workflow automates the process of generating a "Weekly Reading Insights" summary based on your activity in Readwise. Trigger:** It can be run manually or on a weekly schedule Fetch Data:** It fetches all articles and highlights you've updated in the last 7 days from your Readwise account. Filter & Match:** It filters for articles that you've read more than 10% of and then finds all the corresponding highlights for those articles. Generate Insights:** It constructs a detailed prompt with your reading data and sends it to an AI model (via OpenRouter) to create a structured analysis of your reading patterns, key themes, and content ideas. Save to Readwise:** Finally, it takes the AI-generated markdown, converts it to HTML, and saves it back to your Readwise account as a new article titled "Weekly Reading Insights". Set up steps Estimated Set Up Time:** 5-10 minutes. Readwise Credentials: Authenticate the two HTTP Request nodes and the two Fetch nodes with your Readwise API token Get from Reader API. Also check how to set up Header Auth AI Model Credentials: Add your OpenRouter API key to the OpenRouter Chat Model node. You can swap this for any other AI model if you prefer. Customize the Prompt: Open the Prepare Prompt Code node to adjust the persona, questions, and desired output format. This is where you can tailor the AI's analysis to your specific needs. Adjust Schedule: Modify the Monday - 09:00 Schedule Trigger to run on your preferred day and time.

How it works This workflow receives messages from Telegram using the Telegram Trigger node. It detects the user’s action (/start or customer name) and decides whether to send a welcome message or perform a customer search. The system fetches customer and access information from Google Sheets, checks if the user is authorized (based on chat IDs in the “Access” sheet), and then proceeds accordingly. If access is granted, the workflow aggregates financial and weight data, formats a summary report, and sends it back to the same Telegram chat automatically. If access is denied or customer data is not found, it sends an appropriate “no permission” or “incorrect name” message to the user. ⚙️ Set up steps Connect your Telegram Bot API credentials in the Input user2, Send Report2, and related Telegram nodes. Connect your Google Sheets account and update: documentId → link to your Google Sheet sheetName → replace with your actual sheet/tab names (“Access”, “Sheet1”, etc.) lookupColumn → update to match column names used in your sheet (e.g., Customer name, Groups). Replace placeholder text such as Your Custom Message and Your Custom Name with your actual message texts or variable names. Test by sending a message to your Telegram bot with either /start or a known customer name. Expected setup time: 10–15 minutes depending on how your Google Sheets and Telegram bot are configured. Keep detailed field mapping or transformation logic (column names, sheet IDs) inside sticky notes within your workflow.

Fetch Property Listings from 99Acres & MagicBricks with Apify and Google Sheets Who’s it for Users who want to automatically fetch and organize property listings from 99Acres and MagicBricks into Google Sheets without manual copying. How it works / What it does Users submit search URLs via a form. The workflow uses Apify scrapers to fetch listings from 99Acres & MagicBricks. Data is cleaned, standardized (ID, Title, Price, Price per Sqft, URL), and deduplicated. Listings are automatically appended to their respective Google Sheets tabs. How to set up Connect your Google Sheets account in all Google Sheets nodes. Open the form trigger and submit valid search URLs. Run the workflow or submit the form live. A new spreadsheet is created and populated automatically. Requirements Google Sheets account Apify API key for 99Acres & MagicBricks scrapers Valid property search URLs How to customize the workflow Change sheet names or spreadsheet title in the “Create Master Spreadsheet” node. Adjust API parameters in the HTTP Request nodes (like max retries or proxy settings). Modify the Code nodes to include additional fields or filters.

Automated TikTok Real Estate Research for Couples This workflow automates the process of finding real estate (rental) videos on TikTok, filtering them for a specific target audience (couples in their 20s), generating an explanation of why they are recommended, and saving the results to Google Sheets and Slack. Who’s it for Real Estate Agents & Marketers:** To research trending rental properties and video styles popular on social media. Content Curators:** To automatically gather and summarize niche content from TikTok. House Hunters:** To automate the search for "rental" videos tailored to couples. How it works / What it does Trigger: The workflow starts manually (on click). Scrape TikTok: It connects to Apify to run a "TikTok Scraper". It searches for videos with the hashtag 賃貸 (Rental) and retrieves metadata. Filter & Extract (AI Agent 1): An AI Agent (using OpenRouter) analyzes the retrieved video data to select properties suitable for "couples in their 20s" and outputs the video URL. Generate Insights (AI Agent 2): A second AI Agent reviews the URL/content and generates a specific reason why this property is recommended for the target audience, formatting the output with the URL and explanation. Save to Database: The final text (URL + Reason) is appended to a Google Sheet. Notify Team: The same recommendation text is sent to a specific Slack channel to alert the user. Requirements n8n:** Version 1.0 or later. Apify Account:** You need an API token and access to the clockworks/tiktok-scraper actor. OpenRouter Account:** An API Key to use Large Language Models (LLMs) for the AI Agents. Google Cloud Platform:** A project with the Google Sheets API enabled and OAuth credentials. Slack Workspace:** Permission to add apps/bots to a channel. How to set up Import the Workflow: Copy the JSON code and paste it into your n8n editor. Configure Credentials: Apify: Create a new credential in n8n using your Apify API Token. OpenRouter: Create a new credential using your OpenRouter API Key. Google Sheets: Connect your Google account via OAuth2. Slack: Connect your Slack account via OAuth2. Configure Nodes: Google Sheets Node: Select your specific Spreadsheet and Sheet from the dropdown lists (replace the placeholders YOUR_SPREADSHEET_ID etc. if they don't update automatically). Slack Node: Select the Channel where you want to receive notifications (replace YOUR_CHANNEL_ID). Test: Click "Execute Workflow" to run a test. How to customize the workflow Change the Search Topic:* Open the *Apify** node and change the hashtags value in the "Custom Body" JSON (e.g., change "賃貸" to "DIY" or "Travel"). Adjust the Persona:* Open the *AI Agent** nodes and modify the text prompt. You can change the target audience from "20s couples" to "students" or "families." Increase Volume:* In the *Apify** node, increase the resultsPerPage or maxProfilesPerQuery to process more videos at once (note: this will consume more API credits). Change Output Format:* Modify the *Google Sheets** node to map specific fields (like Video Title, Author, Likes) into separate columns instead of just one raw output string.

Who this workflow is for This template is for teams who want a lightweight “daily icebreaker” in Slack and creators who’d like to build a reusable trivia database over time. It works well for remote teams, communities, and any workspace that enjoys a quick brain teaser each day. What this workflow does The workflow fetches a random multiple-choice question from the Open Trivia Database (OpenTDB), posts a nicely formatted trivia message to a Slack channel, and logs the full question and answers into a Google Sheets spreadsheet. Over time, this creates a searchable “trivia archive” you can reuse for quizzes, content, or community events. How it works A Schedule Trigger runs once per day at a time you define. A Set node randomly chooses a difficulty level (easy, medium, or hard). A Switch node routes to the matching OpenTDB HTTP request. Each branch normalizes the API response into common fields (timestamp, date, difficulty, category, question, correct, incorrect, messageTitle, messageBody). A Merge node combines the three branches into a single stream. Slack posts the trivia message. Google Sheets appends the same data as a new row. How to set up Connect your Slack OAuth2 credentials and choose a target channel. Connect your Google Sheets credentials and select the spreadsheet and sheet. Adjust the schedule (time and frequency) to match your use case. How to customize Change the Slack message format (for example, add emojis or hints). Filter categories or difficulty levels instead of picking them fully at random. Add additional logging (e.g., user reactions, answer stats) in Sheets or another datastore.

How it works Please send a corporate website URL via chat. The AI will investigate the company website on your behalf and return the extracted company information. Since this is set up as a conversational workflow, retrying or trying another URL is simple. How to use To get started, please set up the Credential in the Gemini node attached to the AI Agent node. You can obtain an API key from Google AI Studio. Once configured, the workflow will run when you send a corporate website URL (e.g., https://example.com/) via chat. Customizing this workflow You can change the settings in the Config node. You can modify targetCompanyFields to customize which company data fields are extracted. You can modify language to receive the results in a language other than English.

This workflow pulls all tasks from your Monday.com board each day and logs them into a Google Sheet. It creates a daily snapshot of your project’s progress and statuses for reporting, tracking, or analysis. ⚙️ Setup Instructions 1️⃣ Connect Monday.com API In Monday.com → go to Admin → API Copy your Personal API Token Docs: Generate Monday API Token In n8n → Credentials → New → Monday.com API → paste your token and save 2️⃣ Prepare Your Google Sheet Copy this template to your own Google Drive: Google Sheet Template Add your data in rows 2–100. Make sure each new task row starts with Added = No. Connect Google Sheets in n8n Go to n8n → Credentials → New → Google Sheets (OAuth2) Log in with your Google account and grant access In the workflow, select your Spreadsheet ID and the correct Sheet Name 🧠 How it works Trigger**: Runs on click or via schedule (e.g., daily at 9 AM). Get many items (Monday.com)**: Fetches all tasks and their current status. Today's Date Node**: Adds the current date for snapshot logging. Map Fields**: Normalizes task name and status. Google Sheets (Append)**: Saves all tasks with status + date into your sheet for historical tracking. 📬 Contact Need help customizing this (e.g., filtering by status, emailing daily reports, or adding charts)? 📧 robert@ynteractive.com 🔗 Robert Breen 🌐 ynteractive.com