Workflow Templates

Complete MCP server exposing 15 BulkSMS JSON REST API operations to AI agents. ⚡ Quick Setup Need help? Want access to more workflows and even live Q&A sessions with a top verified n8n creator.. All 100% free? Join the community Import this workflow into your n8n instance Credentials Add BulkSMS JSON REST API credentials Activate the workflow to start your MCP server Copy the webhook URL from the MCP trigger node Connect AI agents using the MCP URL 🔧 How it Works This workflow converts the BulkSMS JSON REST API into an MCP-compatible interface for AI agents. • MCP Trigger: Serves as your server endpoint for AI agent requests • HTTP Request Nodes: Handle API calls to https://api.bulksms.com/v1 • AI Expressions: Automatically populate parameters via $fromAI() placeholders • Native Integration: Returns responses directly to the AI agent 📋 Available Operations (15 total) 🔧 Blocked-Numbers (2 endpoints) • GET /blocked-numbers: Block Phone Number • POST /blocked-numbers: Create a blocked number 🔧 Credit (1 endpoints) • POST /credit/transfer: Transfer Account Credits 🔧 Messages (5 endpoints) • GET /messages: List Related Messages • POST /messages: Send Messages • GET /messages/send: Send message by simple GET or POST • GET /messages/{id}: Show Message • GET /messages/{id}/relatedReceivedMessages: List Related Messages 🔧 Profile (1 endpoints) • GET /profile: Retrieve User Profile 🔧 Rmm (1 endpoints) • POST /rmm/pre-sign-attachment: Generate Attachment Upload URL 🔧 Webhooks (5 endpoints) • GET /webhooks: Update Webhook Settings • POST /webhooks: Create a webhook • DELETE /webhooks/{id}: Delete a webhook • GET /webhooks/{id}: Read a webhook • POST /webhooks/{id}: Update a webhook 🤖 AI Integration Parameter Handling: AI agents automatically provide values for: • Path parameters and identifiers • Query parameters and filters • Request body data • Headers and authentication Response Format: Native BulkSMS JSON REST API responses with full data structure Error Handling: Built-in n8n HTTP request error management 💡 Usage Examples Connect this MCP server to any AI agent or workflow: • Claude Desktop: Add MCP server URL to configuration • Cursor: Add MCP server SSE URL to configuration • Custom AI Apps: Use MCP URL as tool endpoint • API Integration: Direct HTTP calls to MCP endpoints ✨ Benefits • Zero Setup: No parameter mapping or configuration needed • AI-Ready: Built-in $fromAI() expressions for all parameters • Production Ready: Native n8n HTTP request handling and logging • Extensible: Easily modify or add custom logic > 🆓 Free for community use! Ready to deploy in under 2 minutes.

NPR Listening Service MCP Server

by David Ashby

Complete MCP server exposing 9 NPR Listening Service API operations to AI agents. ⚡ Quick Setup Need help? Want access to more workflows and even live Q&A sessions with a top verified n8n creator.. All 100% free? Join the community Import this workflow into your n8n instance Credentials Add NPR Listening Service credentials Activate the workflow to start your MCP server Copy the webhook URL from the MCP trigger node Connect AI agents using the MCP URL 🔧 How it Works This workflow converts the NPR Listening Service API into an MCP-compatible interface for AI agents. • MCP Trigger: Serves as your server endpoint for AI agent requests • HTTP Request Nodes: Handle API calls to https://listening.api.npr.org • AI Expressions: Automatically populate parameters via $fromAI() placeholders • Native Integration: Returns responses directly to the AI agent 📋 Available Operations (9 total) 🔧 V2 (9 endpoints) • GET /v2/aggregation/{aggId}/recommendations: Get a set of recommendations for an aggregation independent of the user's lis... • GET /v2/channels: List Available Channels • GET /v2/history: Get User Ratings History • GET /v2/organizations/{orgId}/categories/{category}/recommendations: Get a list of recommendations from a category of content from an organization • GET /v2/organizations/{orgId}/recommendations: Get a variety of details about an organization including various lists of rec... • GET /v2/promo/recommendations: Get Recent Promo Audio • POST /v2/ratings: Submit Media Ratings • GET /v2/recommendations: Get User Recommendations • GET /v2/search/recommendations: Get Search Recommendations 🤖 AI Integration Parameter Handling: AI agents automatically provide values for: • Path parameters and identifiers • Query parameters and filters • Request body data • Headers and authentication Response Format: Native NPR Listening Service API responses with full data structure Error Handling: Built-in n8n HTTP request error management 💡 Usage Examples Connect this MCP server to any AI agent or workflow: • Claude Desktop: Add MCP server URL to configuration • Cursor: Add MCP server SSE URL to configuration • Custom AI Apps: Use MCP URL as tool endpoint • API Integration: Direct HTTP calls to MCP endpoints ✨ Benefits • Zero Setup: No parameter mapping or configuration needed • AI-Ready: Built-in $fromAI() expressions for all parameters • Production Ready: Native n8n HTTP request handling and logging • Extensible: Easily modify or add custom logic > 🆓 Free for community use! Ready to deploy in under 2 minutes.

Enrich Monday.com Leads & Draft Personalized Emails with Explorium MCP and GPT-4.1

by Elay Guez

Enrich Monday.com leads with AI-powered company research and personalized email drafts using Explorium MCP and GPT-4.1 AI-Powered Lead Enrichment & Email Writer for Monday.com 🚀 Overview Stop losing deals to slow response times! Transform your inbound leads into qualified opportunities with this intelligent workflow that automates lead enrichment and personalized outreach. When a new lead drops into your Monday.com board, magic happens: 🔍 Deep-dives into company data using Explorium MCP's advanced intelligence engine 🧠 Analyzes business priorities, pain points, and growth opportunities 💡 Identifies specific AI automation use cases tailored to each company ✉️ Crafts hyper-personalized email drafts with GPT-4.1 (under 120 words!) 📊 Enriches your CRM with actionable insights and AI solution recommendations 📧 Saves draft emails directly to Gmail for your review 🔄 Updates Monday.com automatically with all the juicy insights Perfect for sales teams, growth marketers, and BizDev pros who want to turn every lead into a conversation starter that actually converts! 👥 Who's it for? B2B sales teams drowning in inbound leads Growth teams needing lightning-fast lead qualification BizDev professionals seeking that personal touch at scale Companies rocking Monday.com as their CRM ⚡ How it works Webhook triggers when fresh lead hits Monday.com Company Researcher agent unleashes Explorium MCP for company intel Email Writer agent crafts personalized outreach that doesn't sound like a robot CRM Enrichment agent adds golden nuggets of AI recommendations Gmail integration parks the draft in your inbox Monday.com updates with all the enriched goodness 🛠️ Setup Instructions Time to magic: 20 minutes You'll need: OpenAI API Key (for GPT-4.1) Explorium MCP API Key Monday.com API Token Gmail OAuth credentials Monday.com webhook setup Step-by-step: Import this template into your n8n instance Hook up Monday.com webhook via "Respond to Webhook" node Deactivate that "Respond to Webhook" node (important!) Plug in your API credentials Customize agent prompts with YOUR company's secret sauce Match your Monday.com columns to the workflow Test drive with a dummy lead Hit activate and watch the magic! ✨ 📋 Requirements Monday.com board with these columns: Company Name, Contact Name, Email, Comments Explorium MCP access (for that company intelligence gold) OpenAI API (GPT-4.1 model ready) Gmail account (where drafts go to shine) 🎨 Make it yours Tweak email tone - formal, casual, or somewhere in between Adjust research depth in Company Researcher Add your unique value props to agent prompts Connect more data sources for extra enrichment Hook up other CRMs (HubSpot, Salesforce, Pipedrive) Add Slack alerts for hot leads 🔥 💪 Why this rocks Real talk: Manual lead research is SO 2023. While your competitors are still googling companies, you're already in their inbox with an email that mentions their latest funding round, understands their tech stack, and offers solutions to problems they didn't even know you could solve. This isn't just another "Hi {{first_name}}" template. It's AI that actually gets context, writes like a human, and makes your prospects think "How did they know exactly what we need?" Results you can expect: Faster lead response time Higher email open rates Actually useful CRM data (not just "interested in our product") Your sales team thanking you (seriously) Built with ❤️ by: Elay Guez Pro tip: The more context you feed the AI agents about your business, the scarier-good the personalization gets. Don't hold back on those System Message customizations!

⚙️Business Automation

intermediate

7 nodes

Google Maps Lead Scraper & Enrichment with AI-Powered Personalized Outreach

by A Z

⚡ Quick Setup Import this workflow into your n8n instance. Add your Apify, Google Sheets, and Firecrawl credentials. Activate the workflow to start your automated lead enrichment system. Copy the webhook URL from the MCP trigger node. Connect AI agents using the MCP URL. 🔧 How it Works This solution combines two powerful workflows to deliver fully enriched, AI-ready business leads from Google Maps: Apify Google Maps Scraper Node: Collects business data and, if enabled, enriches each lead with contact details and social profiles. Leads Missing Enrichment: Any leads without contact or social info are automatically saved to a Google Sheet. Firecrawl & Code Node Workflow: A second workflow monitors the Google Sheet, crawls each business’s website using Firecrawl, and extracts additional social media profiles or contact info using a Code node. Personalization Logic: AI-powered nodes generate tailored outreach content for each enriched lead. Native Integration: The entire process is exposed as an MCP-compatible interface, returning enriched and personalized lead data directly to the AI agent. 📋 Available Operations Business Search: Find businesses on Google Maps by location, category, or keyword. Lead Enrichment: Automatically append contact details, social profiles, and other business info using Apify and Firecrawl. Personalized Outreach Generation: Create custom messages or emails for each lead. Batch Processing: Handle multiple leads in a single request. Status & Error Reporting: Get real-time feedback on processing, enrichment, and crawling. 🤖 AI Integration Parameter Handling: AI agents automatically provide values for: Search queries (location, keywords, categories) Enrichment options (contact, social, etc.) Personalization variables (name, business type, etc.) Response Format: Returns fully enriched lead data and personalized outreach content in a structured format.

Automate Invoice Generation & Email Delivery with Jotform, Xero & GPT-4o-mini

by AppUnits AI

Generate Invoices for Customers with Jotform, Xero and Slack This workflow automates the entire process of receiving a product/service order, checking or creating a customer in Xero, generating an invoice, emailing it, and notifying the sales team for example (via Slack) — all triggered by a form submission (via Jotform). How It Works Receive Submission Triggered when a user submits a form. Collects data like customer details, selected product/service, etc. Check If Customer Exists Searches Xero to determine if the customer already exists. ✅ If Customer Exists: Update customer details. ❌ If Customer Doesn’t Exist: Create a new customer in Xero. Create The Invoice Generates a new invoice for the customer using the item selected. Send The Invoice Automatically sends the invoice via email to the customer. Notify The Team Notifies the sales team for example via Slack about the new invoice. Who Can Benefit from This Workflow? Freelancers** Service Providers** Consultants & Coaches** Small Businesses** E-commerce or Custom Product Sellers** Requirements Jotform webhook setup, more info here Xero credentials, more info here Make sure that products/services values in Jotform are exactly the same as your item Code in your Xero account Email setup, update email node (Send email) LLM model credentials Slack credentials, more info here

intermediate

6 nodes

Capture and Store CRM Contacts with Telegram & Gemini AI

by Vadim

What it does This workflow is an AI agent in the form of a Telegram bot. Its main purpose is to capture contact information and store it in a CRM. The agent supports multi-modal inputs and can extract contact details from text messages, voice recordings, and images (like photos of business cards). The bot guides the user through data collection via a natural conversation, asks clarifying questions for missing information, and summarizes the extracted data for confirmation before saving. It also checks for duplicate contacts by email and gives users the choice to either create a new contact or update an existing one. For simplicity, this example uses a Google Sheets document to store collected contacts. It can easily be replaced by a real CRM like HubSpot, Pipedrive, Monday, etc. How to use the bot Send contact details via text or voice, or upload a photo of a business card. The bot will show the extracted information and ask questions when needed. Once the bot confirms saving of the current contact, you can send the next one. Use the /new command at any moment to discard the previous conversation and start from scratch. Requirements A Telegram bot Access Token Google Gemini API key Google Sheets credentials How to set up Create a new Telegram bot (see n8n docs and Telegram bot API docs for details) Take webhook URL from the Telegram Trigger node (WEBHOOK_URL) and your bot's access token (TOKEN) and run curl -X POST "https://api.telegram.org/bot{TOKEN}/setWebhook?url={WEBHOOK_URL}" Create a new Google Sheets document with "Full name", "Email", "Phone", "Company", "Job title" and "Meeting notes" columns Configure parameters in the parameters node: Set ID of the Google Sheets document Set sheet name ("Sheet1" by default) Configure Google Sheets credentials for AI Agent's tools: Search for contact and Create new contact and Update existing contact. Add Google Gemini API key for the models ("AI Agent", "Transcribe audio", "Analyze image" nodes)

intermediate

7 nodes

Multi-Channel Event Countdown Manager with Telegram, Slack and Email

by Oneclick AI Squad

This n8n workflow automates the creation and countdown notifications for events like product launches or birthdays via a Telegram bot, ensuring timely group alerts through multi-channel routing (e.g., Slack or email). It processes incoming event data from webhooks, stores it persistently, and triggers scheduled reminders to keep teams or groups informed. Key Features Handles event creation or updates via webhook from Telegram chats or external sources. Fetches and processes upcoming events on a customizable schedule for countdown notifications. Routes alerts dynamically to channels like Slack or email based on event settings. Validates incoming data, formats messages for optimal delivery, and confirms responses to initiators. Workflow Process The Webhook Trigger node starts the workflow when an external system (e.g., Telegram bot) sends a POST request with event details like date, description, and notification preferences. The Process Webhook Event node parses and validates incoming webhook data, ensuring required fields (e.g., event date, channel) are present before proceeding. The Events Database node fetches upcoming events (e.g., launches or birthdays) from a data source, either triggered by the webhook for updates or scheduled for notifications. The Webhook Response node sends a confirmation or status response back to the webhook sender (e.g., Telegram bot) in JSON format. The Schedule Trigger node runs the workflow automatically on a defined schedule (e.g., daily at 9AM) to check for countdown-eligible events. The Is Slack? node checks if the event's notification channel is set to Slack; if true, it routes to Slack-specific formatting. The Format Slack Message node formats the event countdown message in a Slack-friendly layout (e.g., with mentions or embeds). The Send to Slack node sends the formatted message to the target Slack channel for group notifications. The Is Email? node checks if the event's notification channel is set to email (fallback from Slack check); if true, it routes to email-specific formatting. The Format Email node formats the event countdown message in an email-friendly detail (e.g., with HTML for readability). The Send Email node sends the formatted email to the recipient list (e.g., group organizers or participants). Setup Instructions Import the workflow into n8n and configure the Webhook Trigger with your Telegram bot's webhook URL for event creation requests. Set up database credentials in the Events Database node (e.g., connect to PostgreSQL or Airtable for event storage). Configure channel integrations: Slack app token for Send to Slack, SMTP credentials for Send Email, and ensure Schedule Trigger aligns with your countdown frequency (e.g., hourly for real-time alerts). Test by sending a sample POST request to the webhook with event data and manually triggering the schedule to verify notifications. Monitor executions in the n8n dashboard and refine validation logic in Process Webhook Event for custom event fields. Prerequisites Telegram bot with webhook setup for incoming event creation messages. Database service (e.g., PostgreSQL or Google Sheets) for storing and querying events. Slack workspace and email provider (e.g., Gmail SMTP) for notifications. n8n instance with webhook and cron scheduling enabled. Basic API setup for Telegram bot token and channel routing. Modification Options Add a Telegram-specific check node (e.g., "Is Telegram?") branching from Events Database to integrate direct bot messaging. Customize the Schedule Trigger for dynamic timing, like event-specific intervals for countdowns (e.g., daily leading up to the date). Extend Format Slack Message or Format Email with dynamic templates, such as embedding countdown timers or images. Integrate additional channels (e.g., Discord) by duplicating the Is Slack? / Is Email? logic. Enhance Process Webhook Event to support recurring events or auto-populate recipient lists from Telegram group data. Explore More AI Workflows: Get in touch with us for custom n8n automation!

3 nodes

Monitor iOS App Store Reviews & Send Email Notifications Automatically

by WeblineIndia

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.

3 nodes

Automate Lead Response with Google Sheets, OpenAI, Gmail, and Slack Notifications

by Jack Mason

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.

4 nodes

Real-time Registration Form Tracking with Google Sheets and Gmail Notifications

by Gracewell

Title: Gracewell Automated Registration Tracker Suite version: 1.0 tags: [education, automation, google-sheets, gmail, dashboard, form-tracking, workflow-suite] category: Academic Automation Description: Automate the real-time tracking of Google Form submissions using Google Sheets and n8n. This 3-workflow suite includes a live dashboard with submission statistics and two companion workflows To send acknowledgement and reminder emails to students — all seamlessly connected through n8n webhooks. 🚀 Gracewell Automated Registration Tracker Suite A fully automated, real-time monitoring system for student form submissions — built with Google Sheets, Gmail, and n8n. The suite provides a live dashboard, auto-generated summary analytics, and instant messaging (email or WhatsApp) capabilities. 🧩 Workflow Suite Overview | Workflow | Purpose | Webhook | Output | |-----------|----------|----------|----------| | 1️⃣ Live Dashboard | Displays summary of submissions and includes trigger buttons | /live-tracking | HTML Dashboard | | 2️⃣ Send Acknowledgements | Sends thank-you emails to completed respondents | /send-acknowledgements | HTML Confirmation Page | | 3️⃣ Send Reminders | Sends personalized reminders to pending students | /send-reminders | HTML Confirmation Page | 🧠 Who Is This For Educators managing student registration or feedback Department coordinators tracking submission completion EdTech and training institutions handling digital enrolments Universities automating exam registration or attendance forms ⚙️ Problem It Solves Manual form tracking is slow, repetitive, and prone to error. This workflow suite provides: ✅ Automated reconciliation of student vs. response data ✅ Instant calculation of pending and completed submissions ✅ One-click acknowledgement and reminder dispatch ✅ Web-based dashboard with summary visualization 📊 Workflow 1: Live Tracking Dashboard Steps Google Sheets – Student List → Reads master student sheet Google Sheets – Form Responses → Reads live form entries Code Node → Compares Register Nos. and generates HTML dashboard Respond to Webhook → Displays HTML with summary and control buttons Output A clean web dashboard showing: Total, Submitted, Pending, Completion % ✅ Completed list and ⚠️ Pending list Two buttons: Send Acknowledgements Send Reminders 💌 Workflow 2: Send Acknowledgements Steps Webhook Trigger → /send-acknowledgements Google Sheets – Student List & Form Responses Merge Node → Combines matching rows Code Node → Generates personalized thank-you emails Gmail Node → Sends messages Respond Node → Displays confirmation message Email Template > Subject: ✅ Thank You for Your Submission > Body: > Dear {{name}}, > Thank you for completing your form (Reg No: {{reg}}). > We appreciate your prompt response. > – Gracewell ⚠️ Workflow 3: Send Reminders Steps Webhook Trigger → /send-reminders Google Sheets – Student List & Form Responses Merge Node → Aligns both data sets Code Node → Identifies pending students Gmail Node → Sends customized reminder Respond Node → Confirms completion Email Template > Subject: ⚠️ Reminder: Please Complete Your Form > Body: > Dear {{name}}, > You haven’t yet completed your form (Reg No: {{reg}}). > Please complete it at the earliest. > – Gracewell 🛠️ Setup Instructions Step 1 – Connect Accounts Connect Google Sheets (OAuth2) Connect Gmail for sending messages Step 2 – Prepare Sheets Student List Sheet:** Columns → Register No., Student Name, Contact, Email Form Response Sheet:** Columns → Timestamp, Reg No, Email Address Step 3 – Deploy URLs | Workflow | Webhook Endpoint | |-----------|------------------| | Dashboard | /live-tracking | | Acknowledgements | /send-acknowledgements | | Reminders | /send-reminders | 🎨 Optional Customizations Add institution name/logo to dashboard HTML Include charts (Chart.js) for submission visualization Auto-refresh every 60 seconds Integrate WhatsApp messaging via Twilio or Gupshup Log emails into a “Mail Logs” sheet 🧩 Version Summary | Workflow | Version | Description | |-----------|----------|-------------| | Live Dashboard | v3 | Interactive HTML dashboard with controls | | Send Acknowledgements | v1 | Personalized thank-you email sender | | Send Reminders | v1 | Automated reminder email sender | Need help customizing? ✉️ Contact Me 💼 LinkedIn ✨ Credits Developed by Dr. J. Jeffin Gracewell Empowering education through intelligent automation 💡 We are open for and Customizing development

3 nodes1 views

Automate Document Approvals with Multi-Level Workflows using Supabase & Gmail

by Alok Kumar

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! 🚀