Workflow Templates

Enterprise CLM: AI-Optimized Assembly, Multi-Stage Approvals & Audit Governance 🎯 Description This industrial-strength Contract Lifecycle Management (CLM) hub provides end-to-end automation for securing, optimizing, and archiving sensitive corporate agreements. It bridges the gap between initial sales triggers and final compliance archival with an AI-driven optimization layer. ✨ What This Workflow Does Intelligent Approval Gating - Automatically assigns a dynamic approval chain (2 to 6 levels) based on the contract value tier ($50k - $500k+), ensuring high-value deals receive proper executive oversight. Complexity-Aware Compression - Analyzes the document (page count/complexity) and recipient ISP limits (Gmail/Outlook) to apply optimal compression ratios via the HTML to PDF (Compress) node. Automated Compliance Auditing - Generates a secondary, immutable "Audit PDF" that captures all approval metadata, timestamps, and digital fingerprints for legal non-repudiation. Secure Multi-Cloud Archival - Automatically uploads final signed documents and audit trails to specific Google Drive folder structures. Bi-Directional CRM Sync - Updates the HubSpot deal stage to "Contract Signed" and attaches the direct link to the audit record for immediate visibility. Instant Financial Notification - Alerts the Finance and Legal teams via Slack the moment a contract is fully executed and archived. 💡 Key Features ISP Optimization:** Prevents email delivery failures by dynamically scaling file quality to stay within provider attachment limits. Audit Readiness:** Every contract lifecycle is documented in a secondary "Black Box" PDF, making regulatory audits seamless. Self-Healing Updates:** CRM and storage systems are updated simultaneously, eliminating manual data entry across departments. 📦 Requirements HTML to PDF Node** - Essential for both document compression and audit trail generation. HubSpot** - For deal tracking and CRM synchronization. Google Drive** - For secure, long-term document archival. Slack** - For real-time stakeholder notifications. 🚀 Benefits ✅ Reduced Legal Risk - Every stage of approval is logged in an immutable PDF audit trail. ✅ Guaranteed Deliverability - Smart compression ensures contracts always reach the recipient's inbox. ✅ Centralized Governance - One workflow manages the transition from Sales to Finance and Legal departments. Tags: #legal-ops #clm #pdf-automation #compression #governance #hubspot #slack #enterprise Category: Legal & Compliance Difficulty: Advanced Ready to stop email bounces? Import this template, connect your accounts, and ensure your large PDF attachments are always delivered.

Who is this for? This is for creators who run Patreon and/or Kofi pages, support donations and want to automate their communication process. About This system is listening for webhooks from patreon and kofi. Once received, it detects the service by looking at headers. For Kofi it parses and validates the payload to make sure it's not fake. Once validated, it checks whether the person is on your newsletter lead list. If not, it adds person to your newsletter list. Then it checks the status of the payload, either it's a donation, subscription or shop purchase. For Patreon it checks whether the person is on your newsletter lead list and adds him if not. Then it checks the payload type using AI and returns a status, e.g. new patron, cancelled subscription etc. Customization For Kofi you can customize emails that you'll be sending to members. For shop orders you can add invoice generation, supplier file generation, connect with your stock etc. For Patreon you can customize emails you'll send to followers and patrons. For both you can enable a crm where you'll track how much each person paid you so you know whether somebody upgrades or downgrades their subscription based on CRM data.

This automated n8n workflow processes any inquiry emails using AI-powered intelligence to determine customer intent and provide appropriate responses. The system analyzes incoming emails, performs availability checks or direct booking processing, and sends personalized responses based on the customer's specific requirements across any industry vertical. Good to Know Uses Google Gemini Chat Model for intelligent email analysis and response generation Automatically detects customer intent (availability check vs direct booking request) Includes conditional routing for different response types based on AI analysis Integrates with external booking systems through HTTP requests Provides seamless email automation with personalized customer communication How It Works Gmail Trigger: Initiates the workflow upon receiving a new email. AI Agent: Analyzes the email content to determine the customer's intent (availability check or direct booking). Code: Parses the JSON output from the AI Agent. Wait for Data - Ensures proper data synchronization before proceeding with conditional logic If: Routes the workflow based on the detected intent. Gmail Nodes: Sends appropriate responses or forwards booking details. How to Use Import workflow into n8n Configure Gmail API credentials for email monitoring and sending Set up Google Gemini Chat Model API access Customize AI prompts based on your industry and booking requirements Test with sample inquiry emails to verify intent detection accuracy Configure external booking system integration if needed Monitor email processing and response quality Requirements Gmail API credentials Google Gemini Chat Model API access Email monitoring and sending permissions Optional: External booking system API integration Customizing This Workflow Modify AI prompts for different industries (hotels, restaurants, services, appointments) Adjust conditional logic based on specific business requirements Configure custom email templates for various response scenarios Add integration with CRM or booking management systems Set up additional data processing nodes for complex booking workflows Implement custom validation rules for booking requests

Complete Calendly automation that handles confirmations, cancellations and reschedules in a single workflow. WHAT IT DOES: Logs all meetings to Google Sheets automatically Creates events in organizer's Google Calendar Sends professional HTML emails to guests Notifies your team on Slack (#meetings) Handles errors with Slack alerts (#errors) INCLUDED FLOWS: New booking: Sheets + Calendar + Slack + Confirmation email Cancellation: Sheets (updates status) + Slack + Cancellation email Reschedule: Sheets + Slack + Email with new date/time SETUP: Connect Google Sheets (create sheet with columns: Event ID, Date Logged, Name, Email, Meeting Type, Date, Time, Status, Meeting URL, Timezone) Connect Google Calendar Connect Slack (create channels #meetings and #errors) Connect Gmail Configure webhook in Calendly > Integrations > Webhooks CUSTOMIZABLE: Emails include professional HTML design with editable colors and text directly in the code nodes. IDEAL FOR: Consultants, coaches, agencies and sales teams using Calendly.

Overview Impress your leads with ultra-personalized “thank you” emails that look hand-written — sent automatically seconds after they submit your intake form. This workflow instantly scrapes the prospect's website, extracts meaningful copy, and uses AI to write a custom thank-you message referencing something specific from their site. It gives the impression you immediately reviewed their business and crafted a thoughtful reply — without lifting a finger. Who’s it for Agencies and consultants using intake forms Freelancers booking discovery calls B2B businesses that want high-touch first impressions Sales teams automating initial follow-ups How it works Triggered when a form (e.g. Tally, Typeform) is submitted Scrapes the website URL provided in the form Converts HTML to Markdown and extracts plain copy Uses AI to write a personalized thank-you message referencing the site Waits briefly to simulate real typing delay Sends the message via Gmail (or any email provider) Example use case > Prospect submits a form with their website: coolstartup.ai > > 30 seconds later, they receive: > > “Thanks for reaching out! I just checked out Cool Startup’s homepage — love the clean UX and mission around AI for teams. Looking forward to diving into how we might collaborate!” How to set up Connect your form tool (e.g. Tally or Typeform) Connect Gmail or another email provider Customize the AI prompt to match your tone Set the wait time (e.g. 30 seconds) for a realistic delay Update your website scraping logic if needed Requirements Form tool with webhook support OpenAI (or other LLM) credentials Email sending integration (Gmail, Mailgun, Postmark, etc.) How to customize Edit the email tone (casual, formal, funny, etc.) Add CRM integration to log form submission and response Trigger additional workflows like lead scoring or Slack alerts Add fallback logic if the website doesn’t scrape cleanly

🎧 Convert Unread Newsletters into Conversational AI Podcasts Turn email overload into audio insights — automatically. This workflow transforms unread newsletters sitting in your inbox into engaging, human-like audio conversations between two AI voices. It’s perfect for listening during your commute, workout, or while multitasking. Inspired by Google's NotebookLM, this automation brings long-form content to life by summarizing dense text into a natural dialogue using OpenAI and generating high-quality voice narration with ElevenLabs. The result? A dynamic audio file sent right back to your inbox — hands-free, screen-free, and stress-free. 💡 What this workflow does ✅ Connects to your Gmail inbox to fetch unread newsletters 🤖 Uses GPT-4o Mini to summarize and rephrase content as a conversation 🗣️ Sends the dialogue to ElevenLabs to generate voice clips (voice1 + voice2) 🔁 Merges all audio segments into a single podcast-like MP3 using FFmpeg 📬 Emails the final audio back to you for easy listening 🛠️ What you'll need A Gmail account with IMAP enabled An OpenAI API key (GPT-4o Mini recommended for cost/performance) An ElevenLabs API key + selected voice IDs A self-hosted or local n8n instance with FFmpeg installed Basic knowledge of binary data and audio handling in n8n ✨ Use cases Convert long newsletters into hands-free listening experiences Repurpose Substack or Beehiiv content for podcast-like distribution Build an internal voice dashboard for teams who prefer audio updates 🙌 Want to go further? This workflow is modular and extensible. You can add steps to: Upload the final audio to Spotify, SoundCloud, or Telegram Publish to a private podcast RSS feed Create a daily audio digest from multiple newsletters 📬 Contact & Feedback Need help customizing it? Have ideas or feedback? Feel free to reach out: 📩 Luis.acosta@news2podcast.com If you're building something more advanced with audio + AI, like automated podcast publishing to Spotify — let me know and I’ll figure out how I can help you!

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

Try It Out! This n8n templates assists with keeping track of mobile payments within a fundraising WhatsApp group. Use cases: We fundraise alot using whatsapp groups in East Africa, especially in Kenya ! Keeping track of each payment and the tallying requires alot of manual effort and brings unnecessary tension in cases of Errors of Commision or Ommision. Works with MPESA and AIRTEL MONEY, for now. How it works Connect you twillio account / mobile number to the webhook. Send whatsapp message or web chat. We use simple regex to classify the text of the message. A switch node routes payment messages based on the payment service provider. The message may be a request for the current total or an instruction to end the campaign and clear the payment logs. A Gemini node will handle deviations from payments topic Clearing may be necessary in case of mistakes since we provide no edit function. It may also be necessary to avoid mixing payments of a previous fundraising campaign with the current one. Payment information is extracted from the message accoding to the SMS format of the service provider. This is then saved to a data table. After each payment, or a request for summary, all payments related to the sender/groupid are fetched and taken to the next node for summarization. A merge node is used to bring in the message metadata (from, to, ) to assist in whatsapp reply via twillio How to use As the treasurer / payee keep SMS receipts of all incoming mobile payments. Each SMS receipt will contain the amount and the senders details, among other info. Send each one by one via whatsapp to the phone number above or web chat. Requirements Twillio account - for whatsapp Accessible webhook url This example uses a data table payment_table but an SQL node is recommended for production use Need Help? Join the Discord or ask in the Forum! Happy Hacking!

Transform your morning routine with an automated personal assistant that delivers everything you need to know directly to WhatsApp. This workflow aggregates live data from multiple sources and uses OpenAI to greet you with a context-aware, motivational message based on your specific day. 🎯 What This Workflow Does This template creates a highly personalized "Daily Digest" that saves you from checking multiple apps every morning: ⚡ Dual Entry Points The briefing can be automated to fire every morning at 7 AM via a Schedule Trigger, or it can be requested on-demand by texting the word brief to your WATI number. 🌤️ Real-time Environment Data Fetches current weather conditions (temperature, humidity, and wind speed) for your specific city using the OpenWeatherMap API. 📰 Custom News Feed Pulls the top 3 headlines based on your personal interests (e.g., technology, business) via NewsAPI. 📅 Agenda Integration Syncs with Google Calendar and Google Tasks to list your upcoming meetings and high-priority to-do items for the day. 🤖 AI-Powered Greetings OpenAI (GPT-4o) analyzes your weather and schedule to write a unique, 15-word opener that sets the tone for your day. ✨ Key Features Self-Service Subscription:** Users can join or leave the service themselves by texting subscribe or stop. Subscriber-Specific Config:** Supports multiple users, each with their own city and news interest preferences. Intelligent Assembly:** A central Code Node formats all data into a clean, emoji-rich WhatsApp card for easy reading. Reliability Fallbacks:** Designed with error-handling to ensure the briefing still sends even if one data source (like weather) is temporarily unavailable. 💼 Perfect For Busy Professionals:** Getting a snapshot of your day before your first coffee. Remote Workers:** Staying connected to global news and local weather. Productivity Enthusiasts:** Consolidating multiple task and calendar apps into one interface. Community Groups:** Providing a daily value-add service to WhatsApp group members. 🔧 What You'll Need Required Integrations WATI:** For WhatsApp messaging and command triggers. Google OAuth2:** For Calendar and Tasks access. OpenAI API:** For generating the daily personalized opener. Configuration Steps API Keys: Obtain free keys for OpenWeatherMap and NewsAPI. Subscriber List: Update the Load User Config node with your phone number and city. Credentials: Connect your Google and OpenAI accounts in n8n. Ready to wake up to a better morning? Import this template and connect your accounts to start receiving your daily briefings!