Workflow Templates

Who is this for? This workflow is designed for Customer Success Managers (CSM), sales, support, or marketing teams using HubSpot CRM who want to automate customer engagement tracking when new emails arrive. It’s ideal for businesses looking to streamline CRM updates without manual data entry. Problem Solved / Use Case Manually logging email interactions in HubSpot is time-consuming. This workflow automatically parses incoming emails, checks if the sender exists in HubSpot, and either: Creates a new contact + logs the email as an engagement (if the sender is new). Logs the email as an engagement for an existing contact. What This Workflow Does Triggers when a new email arrives in a connected IMAP inbox. Parses the email using AI (OpenAI) to extract structured data. Searches HubSpot for the sender’s email address. Updates HubSpot: Creates a contact (if missing) and logs the email as an engagement. Or logs the engagement for an existing contact. Setup Configure Email Account: Replace the default IMAP node with your email provider HubSpot Credentials: Add your HubSpot API key in the HubSpot nodes. OpenAI Integration: Ensure your OpenAI API key is set for email parsing. Customization Tips Improve AI Prompt**: Modify the OpenAI prompt to extract specific email data (e.g., customer intent). Add Filters**: Exclude auto-replies or spam by adding a filter node. Extend Functionality**: Use the parsed data to trigger follow-up tasks (e.g., Slack alerts, tickets). Need Help? Contact thomas@pollup.net for workflow modifications or help. Discover my other workflows here

👤 Who’s it for This workflow is for content creators, marketers, educators, or anyone who wants to instantly summarize YouTube videos and repurpose them into different formats (LinkedIn post, tweet, etc.) via a simple Telegram chatbot. ⚙️ How it works This n8n automation listens for messages in Telegram. If the message contains a YouTube link, it: Extracts the video ID Fetches the video transcript using RapidAPI Cleans the transcript of any special characters Sends it to OpenAI to generate a summary If the message is not a link, it simply acts as an AI chatbot using OpenAI with memory support. ✅ Supports follow-up prompts like: “Make it shorter” “Turn this into a LinkedIn post” “Create a tweet thread” 🧑‍🤝‍🧑 Multi-User Support This Telegram bot supports multiple users simultaneously. It tracks memory and context separately for each user using Telegram's unique chat_id. ✅ Each user gets personalized AI replies ✅ Follow-up commands work per user ✅ No interference between users 🛠️ Requirements A Telegram bot token (get via @BotFather) An OpenAI API Key (from https://platform.openai.com/account/api-keys) A RapidAPI Key and Host (typically youtube-transcript3.p.rapidapi.com) > 🚨 API keys must be added manually — they are not included in the template. 🧩 How to Set It Up Configure the Telegram Trigger node with your bot token. In the HTTP Request node, set: X-RapidAPI-Key: your RapidAPI key X-RapidAPI-Host: your RapidAPI host URL Add your OpenAI API credentials to the AI Agent node. Use the provided sticky notes for guidance inside the workflow itself. 🎛️ How to Customize Modify AI prompt behavior in the AI Agent node Change the text formatting in the Code node Use a different transcript API if preferred Add commands like make it into a blog post, summarize in bullet points, etc. 📌 Notes All nodes are renamed to reflect their function API credentials are removed for security Includes colored boxes and sticky notes to guide the user Compatible with n8n cloud and self-hosted setups

Use case When collecting leads via an online form, you often need to manually add those new leads into your Pipedrive CRM. This not only takes a lot of time but is also error-prone. This workflow automates this tedious work for you. What this workflow does The workflow is triggered each time a form is submitted in n8n. It validates the email address using Hunter.io. If the email is valid, the workflow checks for an existing person with that email in Pipedrive. If no existing person is found, it utilizes Clearbit to enrich the person's information. It then verifies if the person's organization already exists in Pipedrive, creating a new organization if necessary. The workflow then registers the person in Pipedrive. Lastly, it creates a lead in Pipedrive using information from the person and organization. Setup This workflow is very quick to set up. Add your Hunter.io, Clearbit and Pipedrive credentials Click the test workflow button Activate the workflow and use the form trigger production URL to collect your leads in a smart way How to adjust it to your needs Exchange the n8n form trigger with your form of choice (Typeform, Google Forms, SurveyMonkey...) Add a filter criteria to only add new leads if they match certain requirements Remove the email check with Hunter.io if you don't own this tool and expect new form submission to have a correct email anyways Add ways to handle invalid emails or existing Persons

Description Quickly organize your inbox with AI! This simple workflow automatically classifies incoming emails into different categories — like High Priority, Work Related, or Promotions — and applies Gmail labels accordingly. Setup takes less than 2 minutes, and it runs 24/7, helping you stay focused on what matters most without manual sorting. Tools/Services Needed Gmail: To trigger the workflow and label emails. Google Gemini (or any LLM Model): To intelligently classify email content. How It Works Gmail Trigger: Detects every new incoming email. Text Classifier Node: Classifies the email content into predefined categories. Google Gemini Chat Model: Provides the AI-powered understanding behind the classification. Conditional Labeling: If the email is High Priority, label it accordingly. If it’s Work Related (e.g., internal emails), apply the work label. If it’s a Promotion, sort it into the promotions label. Gmail Labeling: Automatically adds the correct label to the email. Setup Instructions Connect your Gmail account to n8n. Connect your Google Gemini (or other LLM) credentials. Customize the categories and labels if needed. Activate the workflow — and that's it! Notes You can easily add more categories (like "Finance," "Newsletters," etc.) by adjusting the classification prompt. Works best with a clean and minimal set of categories to avoid overlap. Can be adapted to work with any other large language model (OpenAI, Claude, etc.) if preferred.

AI-Powered Automated Outreach Scheduling with Gemini, Gmail & Google Sheets Automate your lead generation and outreach process seamlessly using AI, Gmail, and Google Sheets—all within n8n. No complicated setup—just import, activate, and start reaching prospects with personalized messages generated by Google Gemini’s AI model. Quick Setup Import the Workflow Download and import the provided workflow into your n8n instance. Connect Your Accounts Authenticate your Google Sheets account. Connect your Gmail account for sending emails. Prepare the Spreadsheet Use this template to set up your leads and tracking sheet. Configure the Gemini API Obtain your Gemini API key. Here Add it to the Gemini API credentials within n8n. Set Scheduling Preferences Customize the Schedule Trigger node to control when the workflow runs. Edit Email Prompts Update the initial and follow-up email prompts to match your outreach tone and goals. Set Rate Limits Configure the rate limiting settings to comply with Gmail sending limits and avoid spam filters. Activate the Workflow Enable the workflow to begin automated outreach to your leads. Track and Manage Leads Monitor responses and update lead statuses directly in your Google Sheet. How It Works Schedule Trigger:** Automatically starts outreach based on your defined schedule Google Sheets Integration:** Fetches leads and updates their status after outreach Email Validation:** Checks if lead emails are valid before sending Website Scraper:** Gathers info from lead websites to personalize messages Google Gemini AI:** Generates tailored cold outreach messages optimized for high response Gmail Node:** Sends personalized emails directly from your Gmail account Core Features Pull leads automatically from Google Sheets Validate emails to avoid bounces Scrape lead websites for custom messaging context Generate AI-crafted outreach emails with dynamic personalization Send emails on schedule without manual intervention Update lead status to track outreach progress AI Integration Uses Google Gemini AI to create professional, friendly, and engaging outreach emails Dynamic prompt templates tailored to each lead’s company and website content Structured JSON output to easily map subject, greeting, and body content 💡 Usage Examples B2B cold outreach campaigns with personalized emails Automated follow-ups based on lead engagement Lead nurturing with context-aware messaging Sales prospecting workflows integrated into your CRM ✨ Benefits Save hours by automating personalized outreach Increase response rates with AI-optimized messaging Keep lead data organized and updated in Google Sheets Fully scalable and customizable n8n workflow Minimal setup, ready to run out-of-the-box

Pre-Conditions A Facebook Developer account with an active app. Basic understanding of n8n workflows. Access to a database (optional, for storing tokens). Setup Webhook Activation: Configure the Webhook to receive user requests and process input data. Ensure the Webhook URL is correctly set in your Facebook App settings. Short-Lived Token Retrieval: Use Facebook OAuth to fetch a short-lived token from the authorization code. Long-Lived Token Conversion: Convert the short-lived token into a long-lived token (valid for ~60 days). Page Token Retrieval: Follow the provided instructions to retrieve Page Tokens for posting on managed Facebook Pages. Customizable Scopes: Edit the correctScopes array to include or exclude permissions as needed. Optional Database Storage: Extend the workflow to save tokens to a database instead of displaying them on-screen. Step-by-Step Instructions: Detailed guidance is provided via sticky notes for activating the app, configuring Webhook, and editing parameters like fb_redirect_uri, app_id, and app_secret. Who the Template is For Developers**: Integrating Facebook APIs into their applications. Social Media Managers**: Automating posting and engagement on Facebook Pages. n8n Users**: Looking for a ready-to-use workflow for Facebook Token management. Primary Use Automates Facebook Token retrieval and management. Supports posting to Facebook Pages via Page Tokens. Easily customizable and extendable for specific requirements.

This n8n workflow automates SEO keyword research by querying the Ahrefs API for keyword data and related keyword insights. The enriched data is then processed by an AI agent to format a response and provide valuable SEO recommendations. Perfect for SEO specialists, content marketers, digital agencies, and anyone looking to gain valuable insights into keyword opportunities to boost their rankings. ⚙️ How This Workflow Works This workflow guides you through the entire SEO keyword research process, from entering the initial keyword to receiving detailed insights and related keyword suggestions. 1. 🗣️ User Input (Keyword Query) The user enters a keyword they want to research. This input is captured by the Chat Input Node, ready for analysis. 2. 🤖 AI Agent (Input Verification) The AI Agent reviews the keyword input for any grammatical errors or extra commentary. If necessary, it cleans the input to ensure a seamless query to the API. 3. 🔑 Ahrefs API (Keyword Data Retrieval) The cleaned keyword is sent to the Ahrefs Keyword Tool API. This retrieves a detailed report including metrics like search volume, keyword difficulty, and CPC. 4. 💡 Related Keywords Extraction (Using JavaScript Function) The workflow uses a JavaScript function to extract main keyword data and 10 related keywords data from the Ahrefs response. You can tweak the script to adjust the number of related keywords or the level of detail you want. 5. 🧠 AI Agent (Text Formatting) The aggregated data, including both the main keyword and related keywords, is sent to an AI agent. The AI agent formats the data into a concise, readable format that can be shared with the user. 6. 📨 Final Response The formatted text is delivered to the user with keyword insights, recommendations, and related keyword suggestions. ✅ Smart Retry & Error Handling Each subworkflow includes a fail-safe mechanism to ensure: ✅ Proper error handling for any issues with the API request. 🕒 Failed API requests are retried after a customizable period (e.g., 2 hours or 1 day). 💬 User input validation prevents any incorrect or malformed queries from being processed. 📋 Ahrefs API Setup To use this workflow, you’ll need to set up your Ahrefs API credentials: 🔑 Ahrefs API Sign up for an Ahrefs account and get your key here: Ahrefs Keyword Tool API Once signed up, you'll receive an API key, which you’ll use in the x-rapidapi-key header in n8n. Ensure you check the Ahrefs Keyword Tool API documentation for more details on available parameters. 📥 How to Import This Workflow Copy the json code. Open your n8n instance. Open a new workflow. Paste anywhere inside the workflow. Voila. 🛠️ Customization Options Adjust the number of related keywords extracted (default is 10). Customize the AI agent response formatting or add specific recommendations for users. Modify the JavaScript function to extract different metrics from the Ahrefs API. 🧪 Use Case Example Trying to optimize your blog post around a specific keyword? Query a broad keyword, like “SEO tips”. Get related keyword data and search volume insights. Use the AI agent to provide keyword recommendations and additional topics to target. 💥 Boost your content strategy with fresh keywords and relevant search data!

Overview This workflow allows you to trigger custom logic in n8n directly from Retell's Voice Agent using Custom Functions. It captures a POST webhook from Retell every time a Voice Agent reaches a Custom Function node. You can plug in any logic—call an external API, book a meeting, update a CRM, or even return a dynamic response back to the agent. Who is it for For builders using Retell who want to extend Voice Agent functionality with real-time custom workflows or AI-generated responses. Prerequisites Have a Retell AI Account A Retell agent with a Custom Function node in its conversation flow (see template below) Set your n8n webhook URL in the Custom Function configuration (see "How to use it" below) (Optional) Familiarity with Retell's Custom Function docs Start a conversation with the agent (text or voice) Retell Agent Example To get you started, we've prepared a Retell Agent ready to be imported, that includes the call to this template. Import the agent to your Retell workspace (top-right button on your agent's page) You will need to modify the function URL in order to call your own instance. This template is a simple hotel agent that calls the custom function to confirm a booking, passing basic formatted data. How it works Retell sends a webhook to n8n whenever a Custom Function is triggered during a call (or test chat). The webhook includes: Full call context (transcript, call ID, etc.) Parameters defined in the Retell function node You can process this data and return a response string back to the Voice Agent in real-time. How to use it Copy the webhook URL (e.g. https://your-instance.app.n8n.cloud/webhook/hotel-retell-template) Modify the Retell Custom Function webhook URL (see template description for screenshots) Edit the function Modify the URL Modify the logic in the Set node or replace it with your own custom flow Deploy and test: Retell will hit your n8n workflow during the conversation Extension Ideas Call a third-party API to fetch data (e.g. hotel availability, CRM records) Use an LLM node to generate dynamic responses Trigger a parallel automation (Slack message, calendar invite, etc.) 👉 Reach out to us if you're interested in analyzing your Retell Agent conversations.

🧑‍💼 Who is this for? If you’re using Notion to manage a database (like saving links, tasks, notes, or anything really), and it’s starting to get messy with duplicate entries, this workflow is for you. It’s especially useful if you want to keep things tidy without doing any manual cleanup. 🧠 What problem is this workflow solving? Notion doesn’t have a built-in way to find or remove duplicates, so you either clean them up manually 😩 or just let them pile up. This workflow automatically finds entries that share the same property (like a URL or title) and archives the extra copies, keeping just one. ⚙️ What this workflow does Pulls all pages from a Notion database. Identifies duplicates based on a property you choose. Archives the duplicate pages (which is like soft-deleting them). Keeps one version of each duplicate group. It includes two optional triggers: Run it every day ⏰ Or trigger it automatically when a new page is added to the database ⚡ 🛠️ Setup Connect your Notion account in n8n. Select your database in the Notion nodes. In the “Format items properly” node, replace "SET YOUR PROPERTY HERE" with a reference to the property you want to use for detecting duplicates. I recommend using the n8n property drag-and-drop feature. Enable whichever trigger you prefer — or both. And that’s it. It runs on its own after that. 🧩 How to customize this workflow to your needs Use a different property for detecting duplicates by updating the Set node. Want to tag duplicates instead of archiving them? Just replace the last Notion node with an update operation. Adjust the schedule to run it hourly, weekly, or whenever suits your setup.

This flexible template scrapes business listings for any industry and location, perfect for sales teams, marketers, and researchers. Good to know Works with any business category (restaurants, contractors, retailers, etc.) Fully customizable search parameters Results automatically organized in Google Sheets Built-in delay ensures scraping completes before data collection How it works Trigger: Manual or scheduled start Apify Configuration: Sets scraping parameters (industry, location, data fields) Scraping Execution: Runs the web scraping job Data Processing: Cleans and structures the raw data Storage: Saves results to your Google Sheets What is Apify? Apify is a webscraping tool, in this workflow the data is scraped from a google maps scraper: https://apify.com/compass/crawler-google-places How to use Apify Small # Lead Generation (Purple) https://apify.com/compass/crawler-google-places Add location and industry to scrape (Apify) Add the number of leads to output (Apify) Copy over the JSON file into N8N Copy & paste API endpoint "Get Run URL" in N8N Apify Large # Lead Generation (Grey) Configure the Manual Trigger When clicking 'Execute workflow' node is ready to use as-is This triggers the entire lead generation process Setup "Start Results (Apify)" Node Get Your Apify API Information Go to Apify.com and create a free account Navigate to Settings → Integrations → API tokens Copy your API token Find the Google Maps scraper actor ID: Configure the HTTP Request (start results) Method: POST URL: Replace "enter apify (get run)" with: https://api.apify.com/v2/acts/nwua9Gu5YrADL7ZDj/runs?token=YOUR_API_TOKEN C. Customize the JSON Body Parameters In the JSON body, modify these key fields: Location & Search: "locationQuery": Change "Toronto" to your target city "searchStringsArray": Change ["barber"] to your business type Examples: ["restaurants"], ["dentists"], ["contractors"] Configure the HTTP Request (start results) Method : Get Url: enter the get dataset URL from Apify Split Out Node Select fields to append in the google sheet Test the Configuration Click Execute workflow to test Check that the Apify job starts successfully Note the job ID returned for the next section This section initiates the scraping process and should complete in 30-60 seconds depending on your lead count. Setup Google Sheets Create a new Google Sheet with these columns: title (business name) address (full address) state (state/province) neighborhood (area/district) phone (contact number) emails (email addresses) Copy your Google Sheets document ID for workflow configuration Requirements Apify account Google Sheets document Google OAuth credentials Customization Options For different use cases: Lead Gen: Get business leads Local SEO: Collect competitor data Market Research: Analyze industry trends Advanced mofications: Add email enrichment Integrate with CRM systems Set up automatic daily runs

What is it This workflow aims to build a simple bot that will send a message to a telegram channel every time there is a new saved item to the Reader. This workflow can be easily modify to support other way of sending the notification, thanks to existing n8n nodes. Warning: This is only for folks who already have access to the Reader, it won't work if you don't Also, this workflow use a file to store the last update time in order to not sync everything everytime. Setup The config node : It contains the telegram channel id It also contains the file used as storage To get the header auth, you have to : Go to the reader Open the devtools, Option + ⌘ + J (on macOS), or Shift + CTRL + J (on Windows/Linux) Go to network and find a profile_details/ request, click on it Go to Request Headers Copy the value for "Cookie" In n8n, set the name of the Header auth account to Cookie and the value with the one you copied before

📄 What this workflow does This workflow turns TikTok videos into high-quality marketing insights and social-ready posts using Dumpling AI and GPT-4. It takes a TikTok URL, keyword, and product name, then automatically extracts the video transcript, analyzes the content for key marketing insights (pain points, outcomes, triggers), and rewrites it as a social media post that positions your product as the solution. Everything is logged to Google Sheets for use by your content or product team. 👤 Who is this for Product marketers doing UGC research Copywriters repurposing TikTok into content Founders or VAs turning viral clips into assets Agencies building research-based social proof ⚙️ How to set up ✅ Requirements Dumpling AI**: For TikTok transcript extraction OpenAI GPT-4 or GPT-4o-mini**: For analysis and rewriting Google Sheets**: To log the results n8n Form Trigger**: To input TikTok URL, Keyword, and Product 🔧 Setup Instructions Google Sheets Create a sheet with the following columns: Video URL, Original Transcription, Pain points, Desired outcomes, Triggers or motivating events, Interesting direct quotes, New Script Update the sheet ID and tab in the Google Sheets node Credentials Add your Dumpling AI key using HTTP Header Auth Use GPT-4 via OpenAI credentials Connect your Google Sheets using OAuth2 Customization (Optional) You can modify the GPT-4 prompts in the LangChain nodes to change tone, output structure, or content depth 🧠 How it works A form is submitted with a TikTok URL, keyword, and product Dumpling AI fetches and returns the TikTok transcript The VTT format is cleaned into plain text GPT-4 (via LangChain agent) extracts: Pain points Desired outcomes Motivating events Direct quotes GPT-4 then rewrites the transcript into a compelling marketing post Results are saved to Google Sheets for further use 🛠️ Customization ideas Push insights to Notion or Airtable instead of Sheets Use Claude or Gemini instead of GPT-4 Automatically generate image prompts to pair with the rewritten script Add notification email or Slack post when draft is ready This workflow gives marketers and founders a fast way to convert real social content into reusable copy, backed by authentic user voice and GPT-powered insights.