Workflow Templates

Error Handler: WhatsApp Alert & Gmail Report for Failed Workflows 🎯 What This Template Does / How it Works This template provides a robust, two-step system for handling critical errors in your n8n workflows. It ensures that no workflow failure goes unnoticed, immediately notifying your team via a fast, urgent channel and providing a detailed record via a formal channel. Instant Trigger & Data Capture: The Error Trigger automatically captures all necessary metadata when an assigned workflow fails, including the error message and ID. Contact Configuration: The Set node centralizes and prepares recipient contact information (email and phone number) from the error data. Rapid Response: An urgent notification is sent via WhatsApp for immediate team awareness. Traceability & Record-Keeping: A short Wait node introduces a delay to prevent notification spam. Following the pause, a comprehensive report is sent via Gmail, ensuring a detailed record of the incident is archived. This design guarantees high-priority alerts are handled rapidly, while still maintaining essential documentation. Who’s It For This template is ideal for Ops Teams, Developers, and Automation Engineers who rely on mission-critical n8n workflows (e.g., payment processing, lead capture, data synchronization). If a failure requires immediate human intervention, this system is essential. How to Set Up Setting up this robust error handler is quick and essential for workflow stability: Configure Credentials: Ensure you have the necessary credentials added to your n8n instance for: WhatsApp Business API (for the Send message node). Gmail (for the Send Email node). Define Recipients: In the set_recipient_EMAIL/NUMBER node, replace the placeholder values with the actual email address and phone number of your incident team. Activate the Listener: Open the settings of the primary workflow you wish to monitor.Go to settings ,navigate to the Error Workflow field and select the name of this template (the Error Handler). Save Changes: Save both this Error Handler workflow and the primary workflow. Done! Any failure in the primary workflow will now automatically trigger this alert system. Requirements Gmail Account (Configured as a resource). WhatsApp Business API Access (Configured as a resource and a pre-approved template available).

📧 AI-Powered Gmail Auto-Labeling with Smart Classification This n8n workflow automatically organizes your Gmail inbox by intelligently categorizing incoming emails and applying custom labels using AI-powered sentiment analysis. Say goodbye to manual email sorting and hello to an organized inbox! Use Cases Business Email Management**: Automatically sort partnership inquiries, meeting requests, and promotional emails Sales Team Automation**: Identify and label cold outreach and high-priority leads Executive Assistants**: Filter important meetings and urgent matters for busy professionals Marketing Teams**: Separate promotional content from genuine business communications Good to Know The workflow runs every minute to check for new emails Each email is processed only once - already labeled emails are automatically skipped Uses OpenAI's GPT model for accurate email classification (API costs apply) Processes emails in batches to handle multiple incoming messages efficiently How It Works Gmail Trigger continuously monitors your inbox for new emails every minute Switch Node checks if emails already have labels (Other, Promotion, or Meeting) to avoid duplicate processing Loop Node processes emails in batches for efficient handling AI Classification analyzes the email's sender, subject, and content using OpenAI's GPT model to categorize into: Partnerships - Collaboration opportunities and B2B proposals Promotional - Marketing emails and newsletters Cold Outreach - Unsolicited sales emails and prospecting Meeting - Calendar invites and scheduling requests High Priority - Urgent matters requiring immediate attention Other - Everything else that doesn't fit the above categories Label Application automatically applies the appropriate Gmail label based on AI classification Loop Completion returns to process the next email in the batch How to Use Set up your Gmail credentials to connect the workflow to your account Create custom labels in Gmail (or use the pre-configured label IDs in the workflow) Add your OpenAI API credentials for AI classification Activate the workflow and let it run automatically in the background Optionally adjust the polling frequency from "every minute" to your preference Requirements Gmail OAuth2** credentials for email access and label management OpenAI API** key for GPT-powered email classification Pre-created Gmail labels for each category (or modify label IDs in the workflow) Customizing This Workflow Add More Categories**: Extend the sentiment analysis node with additional email categories relevant to your business Adjust Classification Logic**: Modify the AI prompt to better match your specific email patterns Change Polling Frequency**: Update the Gmail trigger to check more or less frequently based on your email volume Add Actions**: Extend each label branch to trigger additional actions like Slack notifications, database updates, or auto-replies Filter by Sender**: Add conditions to the Switch node to handle VIP senders differently

🗓 Preventive Maintenance Scheduler via ICS Email (n8n | Google Sheets | Gmail) This workflow automatically reads your daily preventive maintenance schedule from Google Sheets and sends each assigned team member a personalized calendar invite (.ICS) as an email attachment. No more manual reminders or copying events — your operations and field teams will always be on schedule with clear, actionable reminders! Who’s it For Maintenance teams at plants, renewable sites, factories. Facility and operations managers. Any field crew, service team or org using Google Sheets and email for coordination. Businesses wanting reliable, zero-touch preventive maintenance notifications. How it Works Daily Trigger: Workflow runs automatically every morning at 7:00 AM. Read Maintenance Tasks: Pulls all scheduled maintenance for today from Google Sheets. Generate ICS Data: Prepares universal calendar event details: summary, location, time, assignee, etc. Create ICS File: Converts event data into a standard .ics calendar invite file with correct timings and description. Send Calendar Invite Email: Sends a personalized email to each assignee, with the .ics file attached — ready to add to Outlook, Gmail or mobile calendar. How to Set Up Import the workflow JSON into your n8n instance. Set up connections in n8n: Authenticate Google Sheets (read access) and Gmail (send access). Format your Google Sheet with headers: date, asset, task, location, email Activate the workflow. It runs daily on schedule. You can test it manually for validation. Each day: Team members with tasks scheduled for that date are sent their personalized event invite. Requirements | Tool | Purpose | |-----------------|---------------------------------------| | n8n Instance | Run and schedule the automation | | Google Sheets | Source of maintenance schedule/tasks | | Gmail (or SMTP) | Email platform to send calendar files | How to Customize | Customization | How | |----------------------------------------|------------------------------------------------------------| | Change calendar invite/event wording | Edit title or description in the "Create ICS File" node | | Adjust event start/end times | Modify time logic in "Generate ICS Data" node | | Change daily send time | Tweak time in "Daily Trigger" node | | Use a different email provider (SMTP) | Swap Gmail node for SMTP node; link correct credentials | | Add extra notifications (SMS/Slack) | Add appropriate node after or before Send Email node | Add‑ons | Add-on | Description | |-------------------------|----------------------------------------------| | Recurring Tasks | Automate repeated tasks via your sheet/setup | | Email Logging | Log sent invites in another sheet/db | | WhatsApp/SMS Alerts | Add Twilio or WhatsApp for instant alerts | | Manager Summary | Send daily reports or dashboards to leads | | Pre-alerts | Add reminder emails 1hr / 1 day before event | Use Case Examples Wind turbine engineers receive daily calendar invites for inspections. Solar O&M operators are automatically reminded for inverter cleaning via calendar sync. Facility staff gets scheduled reminders for HVAC or safety checks without manual admin. Managers have a clear audit trail of which reminders were sent on time. Common Troubleshooting | Issue | Possible Cause | Solution | |-------------------------------------|---------------------------------------|-------------------------------------------------------| | No email received | Gmail/SMTP misconfigured | Check node credentials, token or SMTP settings | | Calendar file comes as .txt | Wrong file type/extension/MIME | Ensure "Create ICS File" outputs .ics and text/calendar | | No invites sent for today | No matching rows in Google Sheet | Check date/value format; add sample data for today | | Google Sheets returns error | Wrong Sheet ID/tab, access issue | Confirm correct Google Sheet is linked and shared | | Event time/zone is incorrect | Code node’s time logic not matching | Adjust start/end time settings in the code node | Need Help? Want guided setup, advanced reporting, Outlook synchronization or a full preventive maintenance dashboard? 👉 Contact WeblineIndia — Your n8n Automation partner for smart preventive maintenance and calendar-driven ops!

Description: This is a Production-Grade Multi-Agent Content Engine designed for creators who prioritize technical authority over generic AI output. Unlike standard "one-shot" prompts, this system uses a Chain-of-Thought (CoT) architecture to separate logical blueprinting from creative writing. It features a Persistent Memory loop via Google Sheets to ensure topic variety and a dedicated Compliance Editor to enforce strict branding rules (e.g., "Sentence Case" and spaced hyphens). Built with enterprise resiliency in mind, it includes Global Error Handling and a Human-in-the-Loop Gmail approval gate with a 48-hour auto-timeout. I built this to solve the 'Technical Content' bottleneck. It ensures that my social presence reflects the same high-quality engineering standards I apply to my client's n8n workflows. Key features: Persistent Topic Memory: Automatically scans your Google Sheets history to prevent repeating technical topics. Multi-Agent Pipeline: Specialized agents for Topic Selection, Structural Architecture, Copywriting, and Brand Compliance. Style Enforcement: A final "Editor" agent that strips AI fluff and ensures a professional, human-sounding tone. Resilient Design: Features a global Error Trigger for instant failure notifications and an Approval Timeout to maintain system resources. Human-in-the-Loop: Sends a clean draft to Gmail for manual image pairing and final review before posting. How to setup Google Sheets: Prepare a sheet with columns for Topic, Status, and Difficulty. Credentials: Connect your OpenAI (or Gemini) and Gmail accounts. IDs: Replace the placeholder Sheet ID and Recipient Email address in the nodes. Error Handling: Point the Error Trigger notification to your preferred email or Slack channel.

🤖 AI Contact Creator for LEDGERS (Works with Any Trigger) ### Before using this template: #### 👉 Search for LEDGERS in the nodes list and install it from Community Nodes (required for this workflow to run).== 🔧 What This Workflow Does: This smart n8n template automatically creates contacts in LEDGERS using AI, triggered by any node (like Google Sheets, Webhook, Airtable, Forms, etc.). It’s designed for teams who maintain contact data across platforms and want to auto-parse raw data using AI and sync it to LEDGERS—without manual entry. ⚙️ Flow Overview: Trigger Node – Can be anything: Google Sheets, Webhook, API call, etc. Chat Model (Claude / GPT-4o) – Uses AI to generate structured contact data from raw inputs. Structured Output Parser – Parses AI response into clean JSON. Form Loop & Iteration – Loops through fields in the structured output. Create a Contact – Sends the data to LEDGERS via API. LEDGERS Loop & Iteration – Supports bulk contact creation if needed. Success/Failure Path – Sends email notifications via Gmail node depending on the outcome. 💡 Use Case: Automate contact creation from form submissions, CRM exports, sheet updates, webhook data, etc. Clean and structure messy data with AI before syncing to LEDGERS. Save manual hours and reduce errors in contact data entry.

Description This workflow automatically validates email addresses stored in a Google Sheet using Hunter Email Verifier, enriches the valid ones with Dropcontact, updates the sheet with verification and enrichment results, and sends a Slack summary showing total emails checked, valid emails, and enriched profiles. It helps teams clean their data, improve outreach accuracy, and eliminate the manual effort of checking and researching email contacts one by one. How It Works The workflow triggers whenever a new row is added or updated in your Google Sheet. It reads any emails that still need to be processed. Each email is validated using Hunter Email Verifier, which returns validity and a confidence score. Emails marked as valid and above the confidence threshold are enriched with Dropcontact to gather additional profile information, including: Full name Job title Company Domain Country Invalid or low-confidence emails are marked as invalid and skipped. Verification and enrichment results are written back into the corresponding row in your Google Sheet. A Slack summary message is sent showing: Total emails processed Number of valid emails Number of enriched profiles Credential Requirements Hunter Email Verifier:** Required for the email validation step. Dropcontact:* Requires a *business email address** (non-Gmail, non-Outlook, non-Yahoo) to create an account and use their API. Google Sheets:** Required for reading and updating your contact list. Slack:** Required to send the summary notification. Why This Is Helpful Automates a repetitive and error-prone workflow. Saves Dropcontact credits by enriching only valid, high-quality emails. Improves data accuracy for outreach, lead generation, and CRM imports. Keeps your Google Sheet updated with clean, structured verification and enrichment results. Sends a summary to Slack so your team gets instant visibility without opening the sheet. Ideal for teams preparing outbound lists, cleaning CRM data, or verifying large batches of emails before campaigns. Customization Ideas Add a second enrichment provider** (such as Clearbit or People Data Labs) to fill in missing fields when Dropcontact does not return enough data. Send enriched contacts to a CRM**, such as HubSpot, Airtable, Pipedrive, or Notion, instead of keeping everything in Google Sheets. Create separate Slack channels** for valid vs. invalid contacts to help teams prioritize follow-up. Add quality tiers** by creating categories such as "High Confidence," "Medium Confidence," and "Low Confidence" based on the verification score. Auto-tag enriched leads** with fields like industry, employee count, or revenue if you integrate additional enrichment sources. Trigger this workflow nightly** using a Schedule node if you want to process batches instead of reacting to row updates. Automatically send outreach emails** to enriched leads using Gmail, Outlook, or Resend, after adding a safety check or approval step. Export enriched contacts to CSV** or Google Drive for easy sharing with other teams. Add duplicate detection logic** to avoid enriching the same contact multiple times. Add a notification for “no enrichments found”** so your team knows when Dropcontact fails to return details.

MR Daily Visit Assignment, Reminder & AI Summary Reporting (Google Sheets + Gmail + OpenAI) This workflow automates the entire daily reporting cycle for field representatives. It assigns daily visits from Google Sheets, emails each MR their task details, sends reminders to those who haven't submitted updates and uses an AI agent to convert form responses into structured summaries. Finally, it sends a clear end-of-day report to the manager, reducing manual coordination and ensuring consistent reporting. Quick Implementation Steps Connect Google Sheets credentials in all relevant nodes. Update documentId and sheetName (gid) for MR Plan and Form Responses sheets. Add Gmail OAuth credentials for sending emails. Ensure your Google Form link is present in the MR plan sheet. Add OpenAI credentials for the AI Agent and Chat Model nodes. Adjust all three Schedule Trigger nodes to your preferred timings. Run a complete test execution. What This Workflow Does This workflow handles work assignment, reminders and summary reporting for daily field activities. Every morning, it reads Google Sheets data to determine which MRs have pending assignments and sends them their visit details along with the reporting form link. In the evening, it sends reminder emails to those who have not yet completed their visit updates. At night, the workflow collects all form responses and uses the built-in AI agent to convert raw entries into structured summaries. These summaries are automatically emailed to the manager, giving a clear overview of each MR’s activity and outcomes. This workflow minimizes manual follow-up, improves reporting consistency, and ensures managers always receive timely and organized updates. Who’s It For Pharma field-force teams such as Medical Representatives (MRs), ASMs and RSMs. Organizations with daily client visits, service calls or appointment-based work. Automation teams using Google Sheets, Gmail and AI for workflow optimization. Requirements to Use This Workflow A Google Sheet containing MR visit assignments. A Google Sheet capturing Google Form responses. Valid Gmail OAuth credentials. Google Sheets OAuth credentials in n8n. OpenAI credentials for AI summarization. A working Google Form for visit reporting. Configured schedule triggers for morning, evening and night automation. How It Works & How To Set Up 1. Daily Visit Assignment (Morning) A Schedule Trigger runs at the configured hour (e.g., 9 AM). The workflow reads the MR Plan sheet and filters rows marked as Status = Pending. For each pending entry: The MR receives an email containing their doctor visit details and reporting link. The workflow updates the row in the sheet and sets Status = Assigned. 2. Reminder Flow (Evening) A second Schedule Trigger starts the reminder process at the configured evening time. The workflow reads all records where Status = Pending. A reminder email is sent to each MR who has not yet submitted their update. The row is updated with Reminder = Yes and Status = Assigned (as per your sheet mapping). 3. Reporting and Summary (Night) A third scheduled trigger activates at night. The workflow reads all form responses from the "Form Responses 1" sheet. Each response is passed to the AI Agent node, which: Normalizes the data Extracts key points Creates a structured summary JSON output The "Send Summary to Manager" node then formats these into a final daily summary email. How To Customize Nodes Google Sheets Nodes Change filters (e.g., by date, MR, region). Adjust column mapping directly in the node settings. Replace Status logic if your sheet uses different labels. Gmail Nodes Update subject, message formatting or add conditional messaging. Add CC/BCC fields using Gmail node options. AI Agent Node Modify the built-in instructions to customize: Summary style Bullet points Action items Urgency logic Extend prompt rules based on your form structure. Schedule Triggers Set specific hours (e.g., 08:45, 17:30, 23:00) based on your time zone and reporting schedules. Add-Ons (Optional Extensions) Add Slack or Microsoft Teams notifications for managers. Auto-export daily summaries to another Google Sheet or a shared folder. Add WhatsApp/SMS reminders via Twilio or other integrations. Push AI-generated summaries into CRM systems. Add automatic daily backups of MR plan and responses. Use Case Examples Pharma field-force visit planning and daily reporting. Sales teams performing client visits and follow-ups. Service engineers logging on-site work with daily summaries. Outreach teams conducting school, hospital or community visits. Real estate agents performing property visit updates. Many additional use cases are possible with slight adjustments to sheets and form fields. Troubleshooting Guide | Issue | Possible Cause | Solution | |------|----------------|----------| | Emails not sending | Gmail OAuth expired or not connected | Reconnect Gmail credentials in n8n | | Sheet data not loading | Wrong Sheet ID or GID | Confirm IDs directly from Google Sheets URL | | Rows not updating | Sheet column names differ from workflow mapping | Align column names exactly as defined in Google Sheets node | | AI summary missing | OpenAI credentials missing OR unexpected form structure | Check OpenAI credentials and ensure forms produce expected fields | | Summary email blank | Parsed output may not include expected fields | Inspect AI Agent output in execution logs | Need Help? If you would like assistance setting up, testing or extending this workflow — including adapting it to your organization, enhancing AI summaries or connecting it with external systems, our n8n workflow development team at WeblineIndia can help. Contact WeblineIndia for expert automation support, customizations and add-on development.

📝 Description Automate your new employee onboarding process by instantly creating structured onboarding tasks, scheduling an intro meeting, updating HR records, and notifying stakeholders — all triggered by a single status change in Monday.com. 🚀 This automation ensures every new joiner receives a consistent onboarding experience, while HR teams gain full visibility and control without manual coordination. 🎯 ⚠️ Disclaimer This template uses community-supported nodes (Zoom & AI-related nodes, if extended). While stable, these nodes are not officially maintained by n8n and should be reviewed before use in production environments. 🔁 What This Automation Does 1️⃣ Triggers automatically when an employee’s status changes to “Joined” in Monday.com. 2️⃣ Creates a structured onboarding checklist task in Asana. 📋 3️⃣ Schedules a Zoom intro / welcome meeting automatically. 🎥 4️⃣ Updates the employee record in Monday.com with the Zoom join link. 🔗 5️⃣ Sends a welcome or notification email via Gmail. 📧 🧠 Key Design Decisions ✅ Monday.com is the source of truth for employee data ✅ Asana is used only for task tracking, not employee records ✅ Zoom links are stored centrally in Monday.com ✅ Uses participant-safe join_url (never host URLs) ✅ Avoids data duplication across tools ✅ Workflow runs once per employee lifecycle event ⭐ Key Benefits ✅ Zero manual onboarding coordination ✅ Consistent onboarding for every employee ✅ Clear ownership and task tracking ✅ Centralized HR records ✅ Faster first-day readiness ✅ Easily scalable for growing teams 🛠️ Tools & Services Used n8n – Workflow orchestration Monday.com – Employee & HR lifecycle management Asana – Onboarding task tracking Zoom – Intro / welcome meeting scheduling Gmail – Welcome and notification emails 🔐 Requirements Monday.com OAuth credentials Asana OAuth credentials Zoom OAuth credentials Gmail OAuth credentials n8n (self-hosted or cloud) HR board with: Status column (Joined) Email column Zoom Link column for Zoom meeting 🎯 Target Audience HR & People Operations teams Talent Acquisition teams Startup & scale-up organizations Operations & internal automation teams

📌 Overview This workflow provides an automated pipeline for processing medical X-ray images using VLM Run (model: vlmrun-orion-1:auto), and distributing the AI-generated analysis to multiple channels—email, Telegram, and Google Drive. ⚙️ How It Works 1. Upload X-Ray Image A Form Trigger allows the user to upload an X-ray file. Once the image is submitted, the workflow immediately starts processing. 2. Automated X-Ray Analysis The uploaded X-ray image is sent to VLM Run (vlmrun-orion-1:auto) via an OpenAI-compatible endpoint. The model returns: A text-based interpretation or description A disease-highlighted output image (if detected) A URL reference pointing to the annotated result image stored in Google Cloud 3. Extract Artifact From artifact reference, download file using artifact node. 4. Generate Report File The Convert to File node transforms the analysis text into a shareable .txt report. This file is used both for email and Drive storage. 5. Send Notifications to Gmail & Telegram The workflow automatically: 📧 Emails the doctor (or configured staff email): The diagnostic description The generated report file The annotated X-ray image 📨 Sends a Telegram message containing: The same report The disease-highlighted X-ray image This ensures instant notification and cross-platform availability. 6. Upload to Google Drive The final step uses Google Drive OAuth2 to store: The report file The annotated medical image These files are uploaded to a designated Drive folder for archiving and future reference. 🧩 Key Features ✔️ Automated X-ray processing using VLM Run ✔️ Structured extraction of annotated medical images ✔️ Multi-channel notification (Email + Telegram) ✔️ Centralized archive via Google Drive ✔️ Zero manual intervention after upload ✔️ Works with OpenAI-compatible VLM endpoints 🔧 Requirements VLM Run API Credentials** Required to call vlm-agent-1 for image analysis. Gmail OAuth2 Credentials** Needed to automatically email the diagnostic report. Telegram Bot Token** Sends analysis results to a Telegram chat or group. Google Drive OAuth2** Stores reports and annotated images in Google Drive. 📎 Notes This workflow automates image handling and communication. All AI-generated content must be reviewed by a qualified medical professional before any clinical use.

How It Works ⚙️ This workflow streamlines your property tour scheduling into two main automated flows: A. Property Tour Request & Automated Scheduling 0. Form Trigger (Property Tour Request): 🚀 The workflow initiates immediately when a prospective client fills out a property tour interest form on your website or a dedicated landing page. This serves as the initial data input point. 1. Extract Prospect Data (Function): 🧹 This node processes the incoming form data, intelligently extracting essential details such as the prospect's full name, email, phone number, and the specific property they are interested in. 2. Generate Scheduling Link (Function): 🔗 This node dynamically constructs a personalized scheduling link (e.g., from Calendly or another scheduling tool) that is pre-configured to show your agent's real-time availability. 3. Send Scheduling Link (Gmail/SMS): 📧 An automated email or SMS containing this personalized scheduling link is instantly dispatched to the prospect, allowing them to conveniently select a tour time that fits their schedule and aligns with the agent's availability. B. Tour Confirmation & Reminders 4. Webhook: Schedule Confirmation (Waiting for Confirmation): ⏳ The workflow patiently waits for a webhook signal from your scheduling tool (e.g., Calendly) confirming that the prospect has successfully selected and confirmed a tour slot. 5. Add Event to Agent's Calendar (Google Calendar): 🗓️ Upon confirmation, the property tour event is automatically added to the relevant agent's Google Calendar, complete with all prospect and property details, ensuring no appointments are missed. 6. Send Confirmation Notification (Slack to Agent): 📢 A detailed notification is sent to the agent's Slack channel or email, immediately informing them about the newly scheduled tour and providing all pertinent information at a glance. 7. Wait (For Tour Reminder): ⏱️ This node intelligently waits for a calculated period (e.g., 1 hour) before the scheduled tour time, ensuring the reminder is sent precisely when it's most impactful. 8. Send Tour Reminder (Gmail): 🔔 A personalized reminder email or SMS is automatically sent to the prospect a set time before the scheduled tour, significantly helping to reduce no-shows and ensure timely attendance. How to Set Up 🛠️ Follow these steps carefully to get your "Property Tour Scheduling Automation" workflow up and running in n8n: Import Workflow JSON: Open your n8n instance. Click on 'Workflows' in the left sidebar. Click the '+' button or 'New' to create a new workflow. Click the '...' (More Options) icon in the top right. Select 'Import from JSON' and paste the entire JSON code for this workflow. Configure 0. Form Trigger (Property Tour Request): Locate the '0. Form Trigger (Property Tour Request)' node. Activate the workflow. n8n will provide a unique 'Webhook URL'. Crucial Step: Integrate this 'Webhook URL' into your website's property tour request form (e.g., via Elementor Forms, Gravity Forms, or any other form platform). Ensure your form sends data in JSON format. Form Fields: Adjust the 'Form Fields' in this node (e.g., "Full Name", "Email", "Phone Number", "Interested Property ID", "Property Name (optional)") to precisely match the input fields of your actual form. If they don't match, update them here. Configure 1. Extract Prospect Data (Function): Locate the '1. Extract Prospect Data' node. Adjust Field Names: Review the functionCode within this node. You MUST adjust the variable assignments (e.g., formData['Full Name'], formData['Interested Property ID']) to accurately match the exact field names sent by your Form Trigger. Use n8n's 'Test Workflow' feature (after submitting a test form entry) to inspect the incoming items[0].json.body data structure and make precise adjustments. Configure 2. Generate Scheduling Link (Function): Locate the '2. Generate Scheduling Link' node. Set Base Scheduling URL: Inside the functionCode, replace 'YOUR_CALENDLY_BASE_LINK_FOR_AGENT' with the base URL of your Calendly or other scheduling tool link (e.g., https://calendly.com/your-agent-name). Adjust Parameters: If your scheduling tool supports URL parameters for pre-filling information (e.g., prospect name, email), adjust the code to include them (e.g., ?name=${encodeURIComponent(prospectData.clientName)}&email=${encodeURIComponent(prospectData.clientEmail)}). Configure 3. Send Scheduling Link (Gmail): Locate the '3. Send Scheduling Link (Gmail)' node. Credentials: Select your existing Gmail OAuth2 credential or click 'Create New' to set one up. You'll need to replace YOUR_GMAIL_CREDENTIAL_ID with the actual ID or name of your credential from your n8n credentials list. From Email: Replace your-agent-email@example.com with the desired sending email address for tour requests. The 'To Email', 'Subject', and 'HTML' body fields will be dynamically populated from the previous 'Function' node. (Optional: Switch to SMS): Delete this Gmail node and add a Twilio node. Configure its credentials, 'From Phone Number', 'To Phone Number' (from prospect data), and 'Message' (include the scheduling link). Configure 4. Webhook: Schedule Confirmation (Waiting for Confirmation): Locate the '4. Webhook: Schedule Confirmation (Waiting for Confirmation)' node. Activate the workflow. n8n will provide a unique 'Webhook URL'. Crucial Step: In your scheduling tool (e.g., Calendly), configure a webhook to send data to this n8n URL whenever an event is scheduled or confirmed. This is vital for the workflow to proceed after the prospect selects a time. Configure 5. Add Event to Agent's Calendar (Google Calendar): Locate the '5. Add Event to Agent's Calendar (Google Calendar)' node. Credentials: Select your existing Google Calendar OAuth2 credential or create a new one. Replace YOUR_GOOGLE_CALENDAR_CREDENTIAL_ID with the actual ID or name of your credential. Calendar ID: Replace YOUR_AGENT_CALENDAR_ID with the specific calendar ID of the agent where you want to add the event. Adjust Event Details: Ensure 'Event Name', 'Start Date & Time', 'End Date & Time', and 'Description' use the correct expressions to pull data from the incoming scheduling tool webhook (e.g., {{ $json.payload.event.start_time }}). Configure 6. Send Confirmation Notification (Slack to Agent): Locate the '6. Send Confirmation Notification (Slack to Agent)' node. Credentials: Ensure your Slack API credential is selected. Channel: Replace YOUR_AGENT_SLACK_CHANNEL_ID_OR_NAME with the exact ID or name of the Slack channel where agents receive tour scheduling notifications (e.g., #tour-bookings). (Optional: Switch to Email): Delete this Slack node and add a Gmail or SendGrid node. Configure its credentials, 'To Email' (agent's email), 'Subject', and 'HTML' body. Configure 7. Wait (For Tour Reminder): Locate the '7. Wait (For Tour Reminder)' node. Time Calculation: The node is set to wait until 1 hour before the scheduled tour start time ({{ $json.payload.event.start_time }}). Timezone: Replace YOUR_TIMEZONE_LIKE_Asia/Jakarta with your actual timezone (e.g., America/New_York, Europe/London). This is crucial for accurate timing. Configure 8. Send Tour Reminder (Gmail): Locate the '8. Send Tour Reminder (Gmail)' node. Credentials: Ensure your Gmail API credential is selected. From Email: Replace your-agent-email@example.com with the sending email address. (Optional: Switch to SMS): Delete this Gmail node and add a Twilio node, configuring it similarly to step 5 for SMS reminders. Review and Activate: Thoroughly review all node configurations. Ensure all placeholder values (like YOUR_...) are replaced with your actual information and settings are correct. Click the 'Save' button in the top right corner. Finally, toggle the 'Inactive' switch to 'Active' to enable your workflow. 🟢 Your "Property Tour Scheduling Automation" workflow is now live!

This workflow is designed for Magento 2 merchants who want to automatically identify and deactivate products that haven't been sold in the past 12 months, helping to maintain a clean and optimised catalog. This automation includes order analysis, product comparison, management approval, and automated product deactivation, with full reporting and transparency. 🔧 What It Does 1st of Every Month at 8 AM, it triggers a scheduled cleanup. Calculates the date 12 months ago from the current day. Fetches all Magento 2 orders created in the last 12 months via REST API. Extracts all SKUs of products sold during that period. Fetches the entire product catalog from Magento 2. Compares all products with sold SKUs to determine which products had zero sales in the last year. Prepares an HTML email report (including SKU, Name, Price, Status) of the unsold products. Sends the report to the merchant (e.g., kmyprojects@gmail.com) for approval via interactive email (Approve / Decline). If approved, each product is automatically disabled (status updated to 1) in Magento 2 using the REST API. Aggregates all disabled products and sends a confirmation email with a summary and product table. Ensures safe operations with conditional logic and user review before taking any action. 🧠 Key Features ✅ Fully automated detection of inactive inventory. ✅ Uses n8n's Gmail Approval Node for human decision-making. ✅ Works with Magento 2’s REST API and handles large product sets with batching and aggregation. ✅ Includes fail-safe conditional checks (e.g., don’t run if no orders are found). ✅ Clean HTML email reports with product metadata. ✅ Modular and scalable for different business sizes or intervals. 📦 Use Case Perfect for: Magento 2 store owners or managers Digital operations teams aiming for lean product catalogs Agencies maintaining Magento-based ecommerce stores Any business needing automated product lifecycle management 🔐 Credentials Required Magento 2 API Bearer Token (for reading orders and updating products) Gmail OAuth2 (for sending approval and summary emails) 🛠️ Customizable Parameters Trigger interval (currently set to monthly at 8 AM) Email recipients for approval and notifications Product status change (can be extended to delete or archive instead of disabling) 🧩 Workflow Stack Trigger: Schedule (Monthly) Nodes Used: HTTP Request Code (JavaScript) IF Condition Gmail (Approval & Notification) Split Out / Split in Batches Aggregate Merge

Who is this for? This workflow is perfect for: Project managers and Agile teams who want to automate project setup and task creation Software development teams looking to standardize their project initialization process Business analysts and product owners who need to quickly convert project ideas into structured task breakdowns Companies using ClickUp for project management who want to leverage AI for intelligent project planning What problem is this workflow solving? Creating comprehensive project structures with detailed tasks and subtasks is time-consuming and often inconsistent. This workflow solves those issues by: Automating project creation** from initial concept to fully structured ClickUp project with tasks and subtasks Standardizing task breakdown** using AI to generate professional Agile user stories with proper descriptions Eliminating manual setup** while ensuring consistency across all projects and teams Improving project planning quality** through AI-driven task analysis and structured output What this workflow does This workflow transforms raw project ideas into complete, professional ClickUp projects with AI-generated task breakdowns and subtasks, following Agile best practices. Step by step: Form Trigger captures project details through a web form (Project Name and Full Features description) Project Naming AI Agent uses OpenAI to clean up project names, create professional descriptions, and generate random Jira-style project keys ClickUp Create List establishes the main project list in your ClickUp workspace Task Generator AI Agent analyzes project features and creates detailed task breakdown following Agile user story format Split Out breaks down the AI-generated task array into individual items for processing Loop Over Items processes each main task individually through batch processing ClickUp Create Task creates each main task with descriptions in the project list Split Out Subtasks extracts subtasks from each main task for individual processing Execute Sub-workflow triggers the subtask creation workflow to build parent-child task relationships Gmail Notification sends success notification email with project link and list ID Sub-workflow Loop handles individual subtask creation in ClickUp with proper parent task relationships How to set up Connect your OpenAI account by adding your API key to the OpenAI Chat Model node for AI-powered project analysis Configure ClickUp credentials by adding your ClickUp API key and updating team ID and space ID for your workspace Set up Gmail OAuth2 credential for sending notification emails Update email recipient in the Gmail node from the placeholder email to your actual email address Configure the Execute Workflow node to reference the correct sub-workflow ID for subtask creation Customize the form fields in the Form Trigger node based on your project input requirements Test the workflow with a sample project to ensure proper task generation and ClickUp integration Verify notifications are being sent correctly with proper project links How to customize this workflow to your needs Modify task generation prompts**: adjust the AI prompts in the Task Generator node to match your specific project methodology or industry requirements Add custom fields**: enhance the form trigger with additional project metadata fields like priority, team assignment, or project type Switch AI models**: replace the OpenAI Chat Model node with other AI providers like Google Gemini, Claude, or local models by using the appropriate n8n AI nodes for different cost and performance requirements Need help customizing? Contact me for consulting and support: 📧 billychartanto@gmail.com