Workflow Templates

Generate and send personalized lead emails from Google Sheets via OpenAI to Gmail with Slack alerts Description This template triggers when a new row appears in Google Sheets (from any intake form that writes to the sheet). It validates key fields, performs light deduplication by email or phone, and sends the data to OpenAI to generate a concise, brand-safe first-touch email. At the same time, the model classifies each lead as High, Medium, or Low based on your criteria for budget, services, and timeline. The email is sent immediately from your connected Gmail (or SMTP) account. The sales team is notified in Slack with the lead’s name, contact details, services of interest, budget, and a deep link to the exact Google Sheets row. The Google Sheet is then updated with send status, lead type, and a timestamp for easy tracking. Setup: Connect Google Sheets (read/write), Gmail/SMTP, Slack (webhook or app), and an OpenAI API key. Provide brief classifier rules and a short tone guide with one clear CTA (reply or booking link). Include a one-line opt-out in the email body to stay compliant. Expected headers are: Timestamp, Name, Email Address, Phone Number, Services Interested In, Budget Range, Preferred Contact Time, Project Timeline, and Additional Comments. The trigger checks the sheet every minute and processes after-hours submissions right away. You can extend the flow with calendar booking links, territory routing, or rate limits as needed.

Workflow explaination video: https://youtu.be/z1grVuNOXMk Prerequisites Before running this workflow, you need to have the following set up: JotForm: A form with fields for describing the issue and optionally naming the team member involved. Google Sheet 1 (Issue Resolver Logic): A sheet with three columns: Issue Category, Normal Resolver, and Alternate Resolver. This sheet defines who handles which type of complaint. Google Sheet 2 (Issue Logs): A sheet to store all submitted complaints. It needs columns like: Issue, The person Caused by, case_awarded_to, resolver_email, email_subject, email_body_html, submitted_time, and status. Google Sheet 3 (Resolver Details): A simple sheet with two columns: resolver (e.g., "HR Team") and email (e.g., "hr@yourcompany.com"). Credentials: You need to have connected accounts (credentials) in n8n for JotForm, Google (a Service Account for Sheets and OAuth for Gmail), and a Gemini API Key. Part 1: Initial Complaint Processing This part of the workflow triggers when a new complaint is submitted, uses AI to process it, logs it, and sends an initial notification. 1. JotForm Trigger What it is:** The starting point of the workflow. How it works:** It constantly listens for new submissions on your specified JotForm. When someone fills out and submits the form, this node activates and pulls in all the submitted data (like the issue description and the person involved). 2. AI Agent What it is:** The "brain" of the operation, which orchestrates several tools to make a decision. How it works:** This node receives the complaint details from the JotForm Trigger. It follows a detailed prompt that instructs it to perform a sequence of tasks: Classify: Analyze the complaint description to categorize it. Reason: Use its connected "tools" to figure out the correct resolver based on your business logic. Generate: Create a complete email notification and format the final output as a JSON object. Connected Tools:** Google Gemini Chat Model: This is the actual language model that provides the intelligence. The AI Agent sends its prompt and the data to this model for processing. Issue Resolver Allotment Logic Sheets tool: This allows the AI Agent to read your first Google Sheet. It can look up the issue category and find the designated "Normal Resolver" or "Alternate Resolver." Resolver Details Sheets tool: This allows the AI Agent to read your third Google Sheet. Once it knows the name of the resolver (e.g., "HR Team"), it uses this tool to find their corresponding email address. Structured Output Parser: This ensures that the AI's response is perfectly formatted into the required JSON structure (email, case_awarded_to, email_subject, etc.), making it reliable for the next steps. 3. Save Complaint (Google Sheets Node) What it is:** The record-keeping step. How it works:* This node takes the structured JSON output from the *AI Agent* and the original data from the *JotForm Trigger**. It then adds a new row to your second Google Sheet ("Issue Logs"), mapping each piece of data to its correct column (Issue, case_awarded_to, submitted_time, etc.). 4. Send a message (Gmail Node) What it is:** The initial notification step. How it works:* After the complaint is successfully logged, this node sends an email. It uses the resolver_email, email_subject, and email_body_html fields generated by the *AI Agent** to send a formal assignment email to the correct department or person. Part 2: Daily Follow-Up This second, independent part of the workflow runs every day to check for unresolved issues that are older than three days and sends a reminder. 1. Schedule Trigger What it is:** The starting point for the daily check-up. How it works:** Instead of waiting for a user action, this node activates automatically at a predefined time each day (e.g., 10:00 AM). 2. Get Complaint Logs (Google Sheets Node) What it is:** The data gathering step for the follow-up process. How it works:* When the schedule triggers, this node reads *all** the rows from your "Issue Logs" Google Sheet, bringing every recorded complaint into the workflow for evaluation. 3. If Node What it is:** The decision-making step. How it works:* This node examines each complaint passed to it from the previous step one by one. For each complaint, it performs a calculation: it finds the difference in days between the submitted_time and the current date. If that difference is *greater than or equal to 3**, the complaint is passed on to the next step. Otherwise, the workflow stops for that complaint. 4. Send a message1 (Gmail Node) What it is:** The reminder email step. How it works:* This node only receives complaints that met the "3 days or older" condition from the *If** node. For each of these old complaints, it sends a follow-up email to the resolver_email. The email body is dynamic, mentioning how many days have passed and including the original issue description to remind the resolver of the pending task.

This n8n template demonstrates how to create an automated construction progress notification system for real estate companies. The workflow triggers daily at 8:00 AM IST to check a Google Sheet for contractor construction reports, automatically processes the data, and sends comprehensive project updates to buyers via email and WhatsApp. Perfect for real estate developers wanting to maintain transparent communication with buyers and ensure timely project status updates. Good to know Daily automated monitoring ensures no construction updates are missed Multi-channel communication (Email + WhatsApp) reaches buyers through their preferred method Smart filtering system only processes today's reports for relevant updates Comprehensive logging tracks all notification activities for audit purposes Built-in alert system notifies administrators when contractors fail to submit reports Handles multiple projects and contractors simultaneously without data conflicts How it works Daily Monitoring Workflow System triggers automatically every day at 8:00 AM IST to check for new construction reports Google Sheet configuration is set with Sheet ID, sheet name, and today's date for filtering All construction data is read from the designated Google Sheet containing contractor submissions Advanced filtering isolates only today's reports based on the Date column for processing Report Processing Workflow System checks if any construction reports were submitted for the current date If reports are found: Detailed notifications are prepared and sent to all registered buyers If no reports are found: Alert notifications are sent to administrators about missing submissions All project data is compiled into comprehensive summaries with progress percentages and status updates Notification Distribution Workflow Email notifications contain detailed construction summaries with all project information WhatsApp messages provide concise updates with key progress indicators and status Messages are personalized with project names, completion percentages, and contractor details Multiple recipients receive notifications simultaneously through both communication channels Activity Logging Workflow All notification activities are logged with precise timestamps and recipient information Success logs record project count, recipient numbers, and delivery confirmation Warning logs capture instances when no reports are found for administrative follow-up Complete audit trail maintains compliance and tracking for project management Google Sheet Structure Construction Reports Sheet Date - Report submission date (DD/MM/YYYY format) Project_Name - Name of the construction project Contractor_Name - Name of the responsible contractor Location - Project location or site address Progress_Percentage - Current completion percentage (0-100%) Status - Current project status (On Track, Delayed, Completed, etc.) Work_Description - Detailed description of today's construction activities Issues - Any problems or challenges encountered (optional) Budget_Status - Financial status update (On Budget, Over Budget, Under Budget) Next_Milestone - Upcoming project milestone or target date How to use Import the workflow into your n8n instance and configure Google Sheets integration Set up your Google Sheet with the required column structure for construction reports Configure email SMTP settings for professional construction update delivery Set up WhatsApp Business API for instant mobile notifications to buyers Add buyer email addresses and WhatsApp numbers to the notification recipient lists Contractors submit daily reports to the Google Sheet before 8:00 AM for same-day processing System automatically processes and distributes updates to all registered buyers Monitor logs for delivery confirmation and missing report alerts Requirements Google Sheets account for construction report data storage and management Email service integration (Gmail, SMTP, or corporate email system) WhatsApp Business API account for mobile messaging capabilities n8n instance with Google Sheets, Email, and WhatsApp connectors properly configured Valid credentials for all integrated services (Google OAuth, SMTP, WhatsApp API) Customising this workflow Construction update automation can be adapted for different project types and development scales Try popular use-cases such as weekly progress summaries, milestone notifications, or emergency construction alerts The workflow can be extended to include photo attachments from construction sites, weather impact assessments, and safety compliance reporting Integration possibilities include CRM systems for buyer management, project management tools for contractor coordination, and financial systems for budget tracking Notification scheduling can be adjusted for different time zones, multiple daily updates, or project-specific timing requirements Advanced features can include buyer feedback collection, contractor performance ratings, and automated delay notifications with mitigation plans

How it works Checks if a website is up, sends the HTTP result to an AI model (ChatGPT) for analysis, and emails a clear success or failure message. Great for a quick “is this site up?” check you can trigger from any system via HTTP. Webhook — Receives a POST with the target URL. HTTP Request — Attempts to fetch the URL. Message a model — Uses ChatGPT to explain the status and cause of any error. IF — Checks if the HTTP status code equals 200. Gmail Success — Sends a success email with AI explanation. Gmail Error — Sends an error email with AI explanation and next steps. Set up steps Estimated setup: 5–10 minutes. Beginner friendly — no advanced config required. Add your Webhook URL where needed and connect your Gmail account. Keep detailed instructions and configuration notes inside Sticky Notes in your workflow. Inputs Send a POST request to your Webhook with: { "url": "https://example.com" }

Automated Support Ticket & Customer Notification System Let's build this workflow to streamline your customer support. Here is a detailed, node-by-node explanation of how it works and how to set it up in n8n. How It Works This workflow transforms your support inbox into a structured ticket system. When a new email arrives at your support address, the system automatically creates a new ticket (e.g., a Trello card), sends an instant confirmation email to the customer, and notifies your support team. This ensures every customer inquiry is captured, organized, and confirmed, guaranteeing no request gets missed. Setup Steps 1. Gmail Trigger: Watch Support Inbox Node Type:** Gmail Trigger Credentials:** YOUR_GMAIL_CREDENTIAL Parameters:** Operation: Watch for New Mails Folder: Inbox (or a specific folder for support emails, like Support) To: your-support-email@example.com Explanation:** This node is the starting point. It connects to your support email address and listens for new messages. As soon as a new email arrives, it triggers the rest of the workflow. 2. Trello: Create New Support Ticket Node Type:** Trello Credentials:** YOUR_TRELLO_CREDENTIAL Parameters:** Operation: Create Card Board ID: YOUR_SUPPORT_BOARD_ID List ID: YOUR_INCOMING_LIST_ID (e.g., "New Tickets") Name: New Support Request from {{ $json.from }} Description: Subject: {{ $json.subject }} Body: {{ $json.body }} Explanation:** This node takes the details from the incoming email and creates a new card on your Trello board. This turns every email into an actionable, trackable ticket for your support team. 3. Gmail: Send Automatic Confirmation Node Type:** Gmail Credentials:** YOUR_GMAIL_CREDENTIAL Parameters:** Operation: Send To: ={{ $json.from }} Subject: Re: {{ $json.subject }} Body: Hi there, thanks for reaching out. We've received your request and have created a new ticket. Our team will get back to you shortly. Explanation:** This node sends a quick, professional, and automated email back to the customer. This provides immediate peace of mind for the customer and confirms that their inquiry was successfully received. 4. Slack: Notify Support Team (Optional) Node Type:** Slack Credentials:** YOUR_SLACK_CREDENTIAL Parameters:** Operation: Post Message Channel: YOUR_SUPPORT_CHANNEL_ID (e.g., #support-channel) Text: New Support Ticket! A new ticket from {{ $json.from }} has been created in Trello. Explanation:** This optional but recommended node sends a real-time notification to your support team on Slack, letting them know that a new ticket is waiting for their attention. Final Step: Activation After configuring the nodes and connecting all credentials, click "Save" at the top of the canvas. Click the "Active" toggle in the top-right corner. The workflow is now live! Note: You can easily swap out the Trello node with a Zendesk or Jira node, and the Slack node with a Telegram or Microsoft Teams node, depending on your team's tools.

Description This n8n template automates prospect research and personalized follow-up writing right after a sales call is booked. It gathers company background, tech stack, and updates; suggests relevant solutions; and then drafts a handcrafted email, subject line, and SMS, all saved back into Google Sheets. Benefits Always show up to calls with prepared context. Ensure no follow-up slips through the cracks. Keep all notes, research, and outreach in a single system of record. Scale personalized outreach without losing the human touch. Use cases Prep for sales calls with richer prospect context. Save hours writing personal follow-ups. Keep sales records neatly in one shared sheet. Requirements Google Sheets with: Meeting Data → prospect info + enrichment fields Success Stories → testimonials (company, industry, results, solution used) Tavily API key OpenAI API key (GPT-4.1 or later recommended) n8n account with Google Sheets + LangChain enabled Google Sheets Template You’ll need two sheets inside one Google Spreadsheet: 1. Meeting Data (input + output) Columns: Name Email Company Website Job Title Meeting Date Company Overview (AI-filled) Tech Stack (AI-filled) Company Updates (AI-filled) Primary Solution (AI-filled) Solution 2 (AI-filled) Solution 3 (AI-filled) Email Subject (AI-filled) Follow-up Email (AI-filled) Follow-up SMS (AI-filled) 2. Success Stories (for testimonials) Columns: Company Industry Results Solution Used You can copy this structure into a fresh Google Spreadsheet before starting. How it works Trigger → Pulls new rows from Google Sheets (or connects to your booking system). Research Agent → Uses Tavily for company overview, tech stack, and updates. Product Suggestions → Pulls from Product List sheet to propose 3 tailored solutions. Save Research → Updates the row with the six research fields. Sales Writing Assistant → Drafts subject, email, and SMS using context + testimonials. Update Sheet → Writes final outputs (subject, email, SMS) into Google Sheets. Setup Steps Prepare Google Sheets Create a new spreadsheet with the Meeting Data and Success Stories tabs. Add the required columns (see template above). Fill in at least one success story for the workflow to use. Connect Google Sheets in n8n Add Google Sheets credentials under Settings → Credentials. Make sure n8n has access to your spreadsheet. Add API Keys In n8n, create credentials for OpenAI (GPT-4.1 or later). Create credentials for Tavily. Import the workflow Load the JSON file (this template) into n8n. Replace any placeholder spreadsheet IDs with your own. Map the correct sheet/tab names. Test the Research Agent Run the workflow manually. Check that Company Overview, Tech Stack, and Company Updates populate. Test the Writing Assistant Ensure the workflow uses at least one testimonial from Success Stories. Run it again and confirm Email Subject, Follow-up Email, and SMS are written. Automate Replace the Manual Trigger with your preferred trigger: Google Calendar / Calendly → Google Sheets CRM → Google Sheets Directly from n8n integrations Customization This workflow is designed as a flexible foundation. Here are ways to adapt it: Change AI prompts** Update the Research Agent prompt to focus on specific industries or data points. Edit the Sales Writing Assistant to match your tone of voice. Swap success stories** Add more detailed case studies to the Success Stories sheet for stronger personalization. Add integrations** Send follow-up emails automatically with Gmail or Outlook nodes. Push SMS directly via Twilio. Sync enriched data into HubSpot, Salesforce, or Notion. Error handling** Add retry logic for API calls. Include a notification node (Slack/Email) if the workflow fails. Tips & Troubleshooting If research doesn’t update → confirm Email is the matching column in your Update Sheet nodes. If follow-up copy is blank → ensure at least one testimonial exists in Success Stories. Use Debug Mode to inspect AI Agent or Sales Writing Assistant outputs.

Multi-Level Document Approval & Audit Workflow This workflow automates a document approval process using Supabase and Gmail. Who it’s for Teams that need structured multi-level document approvals. Companies managing policies, contracts, or proposals. Medical document need multiple lavel of review and approval. How it works Form Trigger – A user submits a document via the form. Supabase Integration – The document is saved in the documents table. Supabase Storage – The document is saved in the bucket. Workflow Levels – Fetches the correct approval level from workflow_levels. Assign Approvers – Matches approvers by role from the users table. Approval Record – Creates an approvals record with a unique token and expiry. Email Notification – Sends an email with Approve / Reject links. Audit Logs – Records every approval request in audit_logs. Repeat - repeat the flow till all the aproval level is comepted How to set up Configure your Supabase credentials. Create tables as per data model given. Create a storage bucket in Supabase Storage. Connect your Gmail account. Adjust approval expiry time (48h default). Deploy and test via the Form Trigger. Customization Add multiple approval levels by chaining workflow_levels. Replace Gmail with Slack, Teams, or another notification channel. Adjust audit logging for compliance needs. Update the endpoint http://localhost:5678/webhook-test/ based on instance and env (remove test if you run in prod) Update the bucket name. Important steps 1. Form Submit Triggered when by submiting form Captures form parameters: Title (Document Title) Description (Document Description) file (Document need for approval) 2. Webhook Entry Point Triggered when an approver clicks the Approve or Reject link in email. Captures query parameters: token (approval token) decision (approved/rejected) 3. Approval Data Retrieval & Update Fetch approval record from Supabase (approvals) using token. Update approval status: Approved → moves to next workflow level or final approval. Rejected → document marked as rejected immediately. Records acted_at timestamp. 4. Decision Check IF Node* checks whether the decision is *approved* or *rejected**. Reject Path* → Update document status to *Rejected** in documents. Approve Path** → Continue workflow level progression. 5. Workflow Level Progression Fetch details of the current workflow level. Identify the next level (workflow_levels) based on level_number. ✅ If Next Level Exists: Retrieve approvers by role_id. Generate unique approval tokens. Create new approval records in approvals. Send email notifications with approval/reject links. ❌ If No Next Level (Last Level): Update document status to Approved in documents. 6. Audit Logging Every approval action is logged into audit_logs table: document_id action (e.g., approval_sent, approved, rejected) actor_email (system/approver) details (workflow level, role info, etc.) 📨 Email Template Approval request email includes decision links: Please review the document: ✅ Approve | ❌ Reject Happy Automating! 🚀

iOS App Store Review Monitor & Notifier – Automated User Feedback Tracking This workflow runs on a scheduled basis (default: every 6 hours, customizable) and monitors new App Store reviews for your iOS apps. It fetches reviews via Apple’s iTunes RSS API, filters only new reviews since the last run and sends real-time notifications to your team via email, Slack, Telegram or other channels. Never miss important user feedback again. Who’s it for iOS developers** tracking user sentiment and bug reports. Product managers monitoring customer satisfaction and feature requests. Customer support teams responding quickly to complaints and issues. Marketing teams collecting testimonials and case studies from positive reviews. DevOps teams automating review monitoring as part of release processes. How it works Schedule Trigger** runs every 6 hours (cron configurable). App Configuration:** Define monitored apps with {appId, country, lang}. Fetch Reviews:** Call Apple’s iTunes RSS API for latest customer reviews. Extract & Parse:** Convert JSON into structured review data (rating, content, author, date, version). Filter New Reviews:** Compare with last run using timestamps → only new reviews pass. Format Notifications:** Build rich messages with review details. Send Alerts:** Deliver via Email, Slack, Telegram, Teams, etc. Track State:** Last check time to prevent duplicates. How to set up Find your App Store ID Go to your app’s App Store page. Example URL: https://apps.apple.com/us/app/app-name/id123456789 The number after id is the App Store ID (123456789). Configure App Settings In the App Config node set: appId = App Store ID country = Country code (us, gb, de, etc.) lang = Language code (en, es, fr, etc.) Set Up Notifications Choose your notification method: Email: configure Gmail/SMTP credentials Slack: add Slack webhook URL Telegram: set up bot token + chat ID Teams: configure Teams webhook Customize Schedule In the Schedule Trigger node: Every 6 hours → 0 */6 * * * Daily at 9 AM → 0 9 * * * Every 2 hours → 0 */2 * * * Test the Workflow Use a known App ID (e.g., WhatsApp: 310633997) for testing. Run manually to verify notifications are formatted correctly. Requirements n8n (cloud or self-hosted) with HTTP Request + notification nodes. App Store ID** for each monitored app. Notification credentials (Email, Slack, Telegram, etc.). Internet access to query Apple’s iTunes API. How to customize the workflow Multiple Apps** Monitor multiple apps by extending config:** [ {appId: "310633997", country: "us", lang: "en"}, {appId: "389801252", country: "gb", lang: "en"}, {appId: "544007664", country: "de", lang: "de"} ] Notification Templates** Add-ons to level up Sentiment Analysis:** AI-based scoring per review. Auto-Reply Integration:** Respond via App Store Connect API. Analytics Dashboard:** Store in Sheets/Airtable for trends. Competitor Monitoring:** Track rival app reviews. Translation:** Auto-translate to English. Escalation Rules:** Different alerts by rating severity. Common Troubleshooting No reviews returned** → app may not have recent reviews, try other country codes. JSON parsing errors** → check App Store ID validity. Duplicate notifications** → confirm time filtering works correctly. API rate limits** → Apple may throttle, add delays. Missing metadata** → some apps don’t return all fields. Need Help? If you’d like to customize this automation flow to suit your needs, write to our n8n automation team at WeblineIndia and we’ll adapt the template to your exact use case.

Who's it for This template is designed for professionals, entrepreneurs, and busy individuals who receive high volumes of emails and want to automate their email management. Perfect for freelancers, small business owners, project managers, and anyone who struggles with email overload and wants AI-powered assistance for prioritizing and responding to messages. How it works The workflow creates an intelligent email processing system that monitors your Gmail inbox in real-time and categorizes every incoming email using Google Gemini AI. Here's what happens: Real-time Processing: Every minute, the system checks for new emails and uses AI to classify them into three categories: Category 0 (Needs Reply)**: Questions, meeting requests, urgent business matters Category 1 (Important Notifications)**: Bills, confirmations, system alerts, order updates Category 2 (Spam/Unimportant)**: Marketing emails, newsletters, promotional content Smart Response Generation: For emails requiring replies, AI generates professional responses and sends them to your Telegram for approval. Once approved, the reply is automatically sent from your Gmail account. Instant Notifications: Important emails get summarized and sent as quick Telegram notifications so you stay informed without checking email constantly. Daily Email Digest: Every morning at 8 AM, you receive a comprehensive summary of the previous day's emails, including action items, issues requiring attention, and follow-up tasks. How to set up Step 1: Gmail Configuration Connect your Gmail account using OAuth2 authentication Ensure Gmail API access is enabled in your Google Cloud Console Step 2: Telegram Setup Create a new Telegram bot using @BotFather Get your bot token and personal chat ID Configure the Telegram credentials in n8n Step 3: AI Configuration Set up Google Cloud account with Gemini API access Create API credentials for Google Palm/Gemini Add the credentials to your n8n instance Step 4: Workflow Customization Update all Telegram chat IDs with your personal chat ID Configure the daily trigger schedule according to your timezone Test the workflow with sample emails Requirements Gmail account** with API access enabled Telegram bot** and personal chat ID Google Cloud account** with Gemini API access n8n instance** (self-hosted or cloud) All sensitive information like API keys, chat IDs, and email addresses should be configured using n8n's credential system rather than hardcoding them in the workflow. How to customize the workflow Modify Classification Logic Edit the AI Email Classifier node's system prompt to adjust how emails are categorized based on your specific industry or email patterns. Adjust Scheduling Change the Daily 8AM Trigger to your preferred time zone and schedule for receiving email summaries. Personalize Response Style Customize the AI reply generator's system prompt to match your communication style, tone, and professional voice. Enhance Filtering Add additional filtering logic to process emails from specific senders, domains, or with particular keywords differently. Extend Notifications Configure multiple Telegram chats for different types of notifications (personal vs work) or add other messaging platforms. Security Best Practices Use n8n environment variables for sensitive configuration Store all credentials securely using n8n's credential management Avoid hardcoding personal information in node parameters Test thoroughly in a development environment before production use The workflow is designed to be flexible and easily adaptable to different email management needs while maintaining security and privacy standards.

Who’s it for This workflow is ideal for sysadmins, DevOps engineers, and IT teams who want to monitor server health automatically and receive instant email notifications if any server goes down. It’s perfect for anyone managing multiple servers or services without setting up a full-fledged monitoring tool. How it works / What it does The workflow periodically sends HTTP requests to your server endpoints to check availability and response times. If a server responds with an error code or times out, the workflow automatically sends an email alert with the server details, including the endpoint, status, and timestamp. Multiple servers can be monitored in parallel, ensuring that issues are detected and reported in real time. How to set up Import the workflow template into n8n. Replace the credentials with your credentials. Configure the Email node with your SMTP credentials stored securely in n8n Credentials. Set the Cron node interval to the frequency you want the checks to run (e.g., every 5 minutes). Requirements n8n instance (self-hosted or cloud) SMTP email credentials (Gmail, Outlook, or any SMTP server) Servers with endpoints accessible by n8n

This workflow automates the process of transcribing audio/video files into text using ElevenLabs Speech-to-Text, saving the transcripts to Google Docs, and generating AI-powered summaries and analysis, which are then emailed to a specified address. This ElevenLabs Speech-to-Text model excels in scenarios requiring accurate speech-to-text conversion: Transcription Services: Perfect for converting audio/video content to text Meeting Documentation: Ideal for capturing and documenting conversations Content Analysis: Well-suited for audio content processing and analysis Multilingual Recognition: Supports accurate transcription across 99 languages Files up to 3 GB in size and up to 10 hours in duration are supported. This API supports uploading both audio and video files for transcription. Key Advantages ✅ Automation of Repetitive Tasks: Eliminates manual transcription, note-taking, and reporting. ✅ High-Accuracy Transcription: Powered by ElevenLabs, supporting multiple languages and long files. ✅ Structured Insights: AI-powered analysis (Gemini) transforms raw transcripts into professional summaries with action items and key decisions. ✅ Seamless Integration: Works with Google Sheets, Google Docs, and Gmail for easy workflow adoption. ✅ Scalable & Reusable: Handles multiple recordings in batch and integrates smoothly into existing processes. ✅ Improved Productivity: Teams save time by receiving clear, well-structured meeting recaps without effort. How It Works The workflow operates in a linear sequence, processing one audio URL at a time from a Google Sheet. Trigger & Data Fetch: The process starts manually. It first reads from a specified Google Sheet to get a list of audio file URLs that haven't been processed yet (marked with "DONE"). Transcription: For each audio URL, it sends a request to the ElevenLabs Speech-to-Text API, passing the cloud storage URL of the audio file. Document Creation & Storage: Upon receiving the transcription text from ElevenLabs, the workflow: Creates a new Google Doc named after the transcription ID. Writes the full raw transcript text into this newly created document. Analysis & Summary: The raw transcript text is passed to Google Gemini AI. The AI analyzes the text based on a detailed, pre-defined system prompt that instructs it to extract key points, decisions, action items, and insights, formatting the output as a structured summary. Notification: The AI-generated analysis (converted from Markdown to HTML) is sent via Gmail as an email to a predefined address. Status Update: Finally, the workflow updates the original row in the Google Sheet, marking it as "DONE" (with an 'x') and recording the ID of the newly created Google Doc for future reference. This ensures the same audio file is not processed again on the next run. Set Up Steps To configure this workflow, you need to complete the following steps: Credentials Setup: ElevenLabs API: In the "Speech-to-Text" HTTP Request node, configure the HTTP Header Auth credentials. The header name should be xi-api-key and the value should be your valid ElevenLabs API key. Google Services: Ensure your Google Sheets, Google Docs, and Gmail nodes are connected to valid Google OAuth2 credentials with the necessary permissions to read, write, and send emails. Google Gemini AI: The "Transcript Analysis" node must be connected to valid Google Gemini (PaLM) API credentials. Google Sheet Configuration: Make a copy of the provided Google Sheet template. In the "Get audio urls" node, update the documentId parameter to match the ID of your new Google Sheet. Similarly, update the documentId in the "Update row" node. Populate your sheet with the URLs of the audio/video files you want to process in the 'AUDIO URL' column. Output Configuration: In the "Send email" node, change the sendTo parameter to the email address where you want to receive the analysis summaries. The "Create Doc" node specifies a folderId; change this to the ID of the specific Google Drive folder where you want the transcripts to be saved. Need help customizing? Contact me for consulting and support or add me on Linkedin.

Description Automated workflow that generates a Sprint Report from Jira and delivers it by Gmail. The flow fetches sprint issues from Jira, validates and normalizes the data, calculates metrics (tickets, story points, blockers, completion rate), generates an HTML report, and sends it by email. Context This template helps teams keep stakeholders updated automatically of the current sprint. Instead of manually compiling Jira data, the report is generated and sent on schedule (e.g., every Friday at 17:00). It’s production-friendly, reusable, and works across Jira projects. Target Users Scrum Masters and Agile Coaches who need sprint reports for retrospectives. Product Owners who want a weekly overview of sprint progress. Project Managers tracking Jira delivery KPIs. Engineering teams wanting automated status reporting without extra overhead. Technical Requirements Jira Cloud project + API email + API token + permission to read issues. Gmail credential for notifications. Workflow Steps Trigger – Schedule (e.g., Friday at 17:00). Edit Fields – Configure Jira base URL, project key, email recipients. Get Many Issues – Fetch sprint issues with JQL (project = <KEY> AND sprint in openSprints()). Validation & Normalization – Clean/validate fields (status, assignee, priority, story points, sprint info). Metrics Calculation – Aggregate KPIs (done, in progress, blockers, story points, completion %). HTML Report Generation – Build a styled email-friendly HTML summary + detailed table. Send Gmail – Deliver report to stakeholders. Key Features Automated Sprint Reports: No manual copy-paste. Metrics overview: Tickets done vs total, blockers, story points. Detailed table: Issue key, summary, status, assignee, priority, SP. Email delivery: HTML report with Jira links sent to stakeholders. Fully customizable: Adjust fields, KPIs, and recipients easily. Expected Output 📊 HTML Sprint Report with KPIs and issue table. ✅ Email delivered to stakeholders via Gmail. 🔗 Jira links embedded for easy navigation. How it works ⏰ Trigger – Runs on schedule (e.g., every Friday at 17:00). 🧾 Fetch Issues – JQL filters sprint tickets. 📊 Metrics – Done vs total, SP progress, blockers. 💻 Generate HTML – Clean, styled table and summary. ✉️ Notify – Send Gmail with full sprint report to stakeholders. Tutorial video: Watch the Youtube Tutorial video About me : I'm Yassin, IT Project Manager, Agile & Data specialist. Scaling tech products with data-driven project management. 📬 Feel free to connect with me on Linkedin