Communication Workflows
Messaging and collaboration tools
Personalized Email Automation Using Google Docs, Pinecone, GPT-4, and Gmail
**What Problem Does This Solve?** This workflow automates the process of extracting information from a Google Doc, storing it in a Pinecone vector database, and using it to personalize and send emails based on user input via chat. It eliminates the manual steps of gathering recipient data, writing messages, and dispatching emails, providing a fully automated, intelligent communication system. Perfect for teams that need to: - Maintain dynamic contact lists - Personalize bulk or contextual email outreach - Use chat interfaces to trigger intelligent email actions --- **Target Audience:** Sales teams, marketing departments, HR staff, startup founders, or anyone looking to automate AI-powered communication workflows. --- **What Does It Do?** - Extracts content from a Google Docs document (e.g., a list of contacts or structured notes) - Splits, embeds, and stores that content in Pinecone for semantic search - Listens for incoming chat messages using n8n's chat trigger - Uses LangChain agents with OpenAI to: - Search Pinecone for contextually relevant information (e.g., email addresses) - Compose personalized emails based on instructions - Sends emails using the Gmail API, triggered dynamically from the AI output --- **Key Features** - Google Docs integration for live document data - Embedding & vector search with Pinecone for AI lookups - Custom LangChain agents with tool calling logic (search + send) - Full support for OpenAI models (GPT-4) - Personalized email generation with dynamic name and message filling - Modular design: plug-and-play with other tools like CRMs, Notion, etc. --- **Setup Instructions** **Prerequisites** - **n8n Instance:** Self-hosted or cloud instance - **Google Docs Account:** For reading input content - **Pinecone Account:** For storing document data semantically - **OpenAI Account:** For generating embeddings and messages - **Gmail Account:** With Gmail OAuth2 credentials for sending emails --- **Installation Steps** **1. Import the Workflow** Import the provided JSON files into your n8n instance. **2. Configure Credentials** Go to **n8n > Credentials**, and set up: - **Google Docs API** - **OpenAI API** - **Pinecone API** - **Gmail OAuth2** **3. Set Your Pinecone Index & Namespace** Ensure you have a working Pinecone index (e.g., n8ndocs) and namespace (e.g., docsmail). **4. Test the Full Flow** - Run the Google Docs to Pinecone embedding workflow to prepare data. - Send a message to the chat trigger endpoint (e.g., Send an offer to User). - Check the execution log to verify correct tool usage and Gmail delivery. --- **How It Works** **1. Data Preparation:** - Google Doc content is fetched and chunked. - OpenAI embeddings are created. - Data is stored in Pinecone under a specific namespace. **2. Chat Trigger:** - A webhook captures chat input. - The LangChain agent interprets the user request. - The agent uses two tools: - Vectorstore_mails: Retrieves relevant emails via Pinecone vector search - send_mail: Uses an internal n8n sub-workflow to send Gmail messages **3. Mail Generation & Delivery:** - Email is personalized using recipient info (name/email from Pinecone) - Message follows a clean, friendly format with clear subject and closing - Delivered via Gmail integration
n8n$14.99Automate Sending Personalized Emails from Google Sheets with SendGrid
This n8n workflow automates the process of sending personalized emails using predefined templates stored in Google Sheets, leveraging SendGrid for email delivery. It ensures consistent and efficient email personalization without the need for AI-generated content.
n8n$9.99Automate WhatsApp Responses with ChatGPT Integration
Enhance your communication by automatically responding to WhatsApp messages using ChatGPT. This workflow watches for incoming events and sends personalized replies through WhatsApp Business Cloud.
Make$3.99Automate Daily French Economic News Digest with AI and Email Delivery
This workflow automates the collection and summarization of French economic news from multiple RSS feeds, using AI to generate concise summaries, and sends them via an Outlook email newsletter every morning.
n8n$14.99Automate News Summarization and Email Delivery with OpenAI and Google Sheets
This workflow fetches top news headlines every 10 minutes, summarizes them using OpenAI's GPT-4o model, and sends a concise email digest to recipients listed in a Google Sheet. Ideal for staying informed with minimal effort.
n8n$4.99Automate Email Responses with AI and Human Approval
This workflow streamlines email management by using AI to summarize and draft responses, while incorporating human oversight for final approval before sending.
n8n$14.99Automate Microsoft Teams Meeting Analysis with GPT-4.1, Outlook & Mem.ai
Automate Microsoft Teams Meeting Analysis with GPT-4.1, Outlook & Mem.ai - [Watch the YouTube video to get started](https://youtu.be/DRtloBXG8FU) - [Follow along with the blog post](https://blog.nocodecreative.io/automate-teams-transcript-to-summary-n8n) ## Template Overview This advanced n8n template automates Microsoft Teams meeting analysis, knowledge base creation, and email drafting directly from meeting recordings and transcripts. It provides end-to-end automation for the following use cases: **Meeting Analysis** - Connects to Microsoft Graph to retrieve meeting recordings, chat messages, and transcripts. - Analyses meeting content using AI models. - Extracts key points, action items, questions, and themes from meetings automatically. **AI-Powered Web App** - Automatically creates a detailed report from past meetings. - Stores meeting summaries, metadata, and insights into an easy-to-browse frontend. - New meetings are added dynamically without manual work. **Knowledge Base Indexing (via Mem.ai)** - Uploads extracted meeting data into a structured knowledge base. - Supports categorization, search, and chat functionality across meetings. **Draft Follow-Up Emails** - Draft personalized follow-up emails for meeting participants. - Email drafts include: - Meeting summary - Key decisions - Action items - Emails can be sent manually with a human in the loop context via Microsoft Outlook integration. **Core Components** - Microsoft Graph API for accessing meetings, chats, files, and user profiles. - SharePoint API for file storage and search. - n8n Webhooks to trigger processes dynamically. - Generic OAuth2 authentication for seamless Microsoft access. - JavaScript Code Nodes for flexible, intelligent parsing and structuring of meeting data. - AI/LLM nodes for summarization and content creation. Designed to be scalable, modular, and easily customizable for different organization sizes and industries. **Note** Failure to correctly configure Azure permissions will prevent the template from functioning. Ensure admin approval is fully completed during setup. ## **Important Prerequisites** Administrator consent is required This template requires a Microsoft 365 Global Administrator or Application Administrator to grant admin consent to a set of Microsoft Graph and SharePoint API scopes. Basic Azure App Registration knowledge is required: You need to set up an Azure App Registration manually, configure OAuth2 authentication, and assign specific API permissions. A setup guide is included, but familiarity with: - App registrations - API permissions - Client secrets - OAuth2 flows is highly recommended. Knowledge of Postgres is required. The template includes a SQL script to create the required Postgres table (see blog post). You are responsible for hosting your own database (You can use Supabase with the Postgres connection string).
n8n$24.99Auto-Label Incoming Gmail Messages with AI Nodes
This workflow uses AI to analyze the content of every new message in Gmail and then assigns specific labels, according to the context of the email. The default configuration of the workflow includes 3 labels: - **Partnership** - email about sponsored content or cooperation, - **Inquiry** - email about products, services, - **Notification** - email that doesn't require a response. You can add or edit labels and descriptions according to your use case. See this workflow in action [in my YouTube video](https://youtu.be/a8Dhj3Zh9vQ) about automating Gmail. ## How it works? The Gmail trigger performs polling every minute for new messages (you can change the trigger interval according to your needs). The email content is then downloaded and forwarded to an AI chain. The prompt in the AI chain node includes instructions for applying labels according to the email content - change label names and instructions to fit your use case. Next, the workflow retrieves all labels from the Gmail account and compares them with the label names returned from the AI chain. Label IDs are aggregated and applied to processed email messages. Label names in the Gmail account and workflow (prompt, JSON schema) must be the same. ## Set up steps 1. Set credentials for Gmail and OpenAI. 2. Add labels to your Gmail account (e.g., **Partnership**, **Inquiry**, and **Notification**). 3. Change the prompt in the AI chain node (update the list of label names and instructions). 4. Change the list of available labels in the JSON schema in the parser node. 5. Optionally: change the polling interval in the Gmail trigger (by default, the interval is 1 minute). If you like this workflow, please subscribe to [my YouTube channel](https://www.youtube.com/@workfloows/) and/or [my newsletter](https://workfloows.com/).
n8n$14.99Automated WhatsApp Group Weekly Team Reports with Gemini AI Summarization
This n8n template automatically summarizes your WhatsApp group activity from the past week and generates a team report. **Why use this?** Remote teams rely on chat for communication, but important discussions, decisions, and ideas get buried in message threads and forgotten by Monday. This workflow ensures nothing falls through the cracks. **How it works** - Runs every Monday at 6 am to collect the previous week's group messages - Groups conversations by participant and analyzes message threads - AI summarizes individual member activity into personal reports - Combines all individual reports into one comprehensive team overview - Posts the final report back to your WhatsApp group to kick off the new week **Setup requirements** - WhatsApp (whapAround.pro) no need for Meta API - Gemini AI (or alternative LLM of choice) **Best practices** - Use one workflow per WhatsApp group for focused results - Filter for specific team members if needed - Customize the report tone to match your team culture - Adjust the schedule if weekly reports don't suit your team's pace **Customization ideas** - Send reports via email instead of posting to busy groups - Include project metrics alongside message summaries - Connect to knowledge bases or ticket systems for additional context Perfect for project managers who want to keep distributed teams aligned and ensure important conversations don't get lost in the chat noise.
n8n$24.99Automate Daily Email Digest with Gmail and GPT Summary Sent Every Afternoon
**How it works** This workflow helps you stay on top of your inbox without constant interruptions. Every afternoon, it automatically: - Fetches all emails received in your inbox throughout the current day. - Intelligently summarizes the key content of these emails using AI, providing a concise overview. - Compiles these summaries into a single, organized digest. - Sends you a single email containing the aggregated summary of your day's correspondence. Efficiently review your daily communications and focus on what truly matters, all in one convenient digest! **Set up steps** Setting up this workflow is straightforward and typically takes around 10-15 minutes. You'll need to: - Authenticate your preferred email service (e.g., Gmail). - Obtain API keys for your preferred AI service (e.g., OpenAI, Google AI). - Specify the email address where you want to receive the digest. All detailed setup instructions and specific configuration guidance are provided within the workflow itself using sticky notes.
n8n$4.99Automate Email Management with AI and Gmail
This workflow intelligently manages Gmail emails by using AI to analyze, categorize, and respond to emails, while sending notifications for high-priority messages.
n8n$9.99Automate SMS Appointment Reminders with Twilio and n8n
This workflow automates the process of sending SMS appointment reminders using Twilio and n8n, ensuring timely notifications for your clients.
n8n$3.99Automate WhatsApp FAQ Responses with Keyword Detection
This workflow automates customer support on WhatsApp by detecting keywords in messages and sending predefined responses. It efficiently handles common inquiries about business hours, pricing, location, and more, while directing unrecognized queries to manual support.
n8n$14.99Generate Smart Calendly Notifications for Outlook and Slack Using GPT-4
This n8n automation notifies you whenever someone books a meeting with you via **Calendly**. It sends a customized **email via Outlook** and a **Slack message** using details from the event. --- ### What This Workflow Does 1. Listens for new Calendly meeting bookings (`invitee.created`). 2. Extracts key details (name, email, reason for meeting, start time). 3. Uses an AI agent to generate both: - A **HTML email** sent to you via Outlook. - A **Slack message** sent to your chosen channel. --- ### Step-by-Step Setup Instructions #### 1. Calendly API Setup - In n8n: Go to **Credentials → Add Credential → Calendly API**. - Connect your account with the personal access token. - In the **Calendly Trigger** node, set event to `invitee.created`. #### 2. Microsoft Outlook Credential - Add Microsoft Outlook credentials via OAuth2 in **n8n → Credentials**. - Select it in the Send a message node. #### 3. Slack Setup - Add Slack OAuth2 credentials. - Select your Slack workspace and choose the channel (e.g., `#leads`). #### 4. Configure the AI Agent (OpenAI) - Provide your OpenAI API key under **Credentials → OpenAI API**. - The AI Agent node is pre-configured to: - Format a custom Slack message - Format a custom Outlook HTML email #### 5. Node Details - **Calendly Event** (Trigger): Listens for new bookings - **Edit Fields**: Extracts values like name, email, start time, and form answers - **Email Generator** (AI Agent): Creates formatted email + Slack message - **Send a message** (Outlook): Sends the formatted email to your inbox - **Slack Message**: Sends the AI-generated Slack alert --- ### Example Output **Slack Message**:
n8n$9.99AI-Powered Web Form Responder with GPT-4 Mini, Outlook Email & Twilio SMS
### Web-Form Auto-Responder: Instant Email + SMS Follow-Up --- #### Description Embed a simple web form on your site and let this workflow: 1. **Collect** a visitor's **name, email, phone, and question** 2. **Generate** a professional email *and* a friendly SMS using **GPT-4o-mini** 3. **Delay** briefly (1 min by default) to simulate human writing time 4. **Send** the AI-crafted email via Microsoft Outlook 5. **Send** the AI-crafted text via Twilio Perfect for solo consultants or small teams who want rapid, personalized responses without manual typing. --- #### Setup Instructions 1. **Import the workflow** - n8n → **Workflows → Import from File** (or **Paste JSON**) → **Save** 2. **Add credentials** | Service | Where to get credentials | Node(s) to update | |---------|-------------------------|-------------------| | **OpenAI** | <https://platform.openai.com> → create API key | **OpenAI Chat Model** | | **Microsoft Outlook** | Azure/M365 account with email-send permissions | **Send email to the submitter** | | **Twilio** | <https://console.twilio.com> → Account SID, Auth Token | **Send text to the submitter** | 3. **Embed the form on your website** - Open **Form to be embedded on website** - Click **Embed** → copy the iframe code → paste into your contact page 4. **Set your Twilio "From" number** - In **Send text to the submitter**, change phone to your verified Twilio number 5. **Adjust wait times (optional)** - *Wait some time to write the email response* (default 1 min) - *Wait some time to write the text response* (default 1 min) 6. **Customize the AI prompt (optional)** - Edit the **AI Agent** system message to tweak tone, questions asked, or signature 7. **Test the flow** - Open the form URL (generated by the Form node) - Submit a test entry → after ~1 min you should receive both an email and an SMS 8. **Activate** - Toggle **Active** so the form handles real submissions 24/7 --- #### Customization Ideas - Pipe form data into **Pipedrive, HubSpot, or Airtable** for lead tracking - Trigger a **Slack/Teams** alert to notify your team of hot questions - Add a **calendar link** in the email so visitors can book a call instantly - Use a **language-detection node** to reply in the visitor's native language --- ### Contact - **Email:** rbreen@ynteractive.com - **Website:** https://ynteractive.com - **YouTube:** https://www.youtube.com/@ynteractivetraining - **LinkedIn:** https://www.linkedin.com/in/robertbreen
n8n$9.99Automate Gmail Tasks with AI-Powered MCP Server in n8n
This n8n workflow uses an AI Model Control Plane (MCP) Server to automate Gmail tasks like composing, replying, and managing follow-ups with AI-generated content.
n8n$4.99Deduplicate and Forward Kubernetes Error Logs from Grafana Loki to Slack
Streamline your Kubernetes monitoring by sending only unique error logs from Grafana Loki to Slack, minimizing alert fatigue and ensuring critical issues are highlighted.
n8n$9.99Automate Restaurant Menu Updates with Multi-Channel Notifications
Effortlessly keep your customers informed about your restaurant's latest menu updates by automating notifications via WhatsApp, Email, and SMS. This workflow monitors changes in your Google Sheets menu and sends personalized alerts to customers based on their preferences.
n8n$14.99Automate Go4Clients DRIP Campaigns for New Google Sheets Entries
Trigger a Go4Clients DRIP campaign, including calls, SMS, and emails, whenever a new row is added to a Google Sheets spreadsheet. This automation facilitates immediate engagement with potential customers, enhancing sales opportunities.
Make$2.99Automate Monthly Gmail Spam Cleanup with Gmail API
This n8n workflow uses the Gmail API to automatically delete all emails in the spam folder on the first day of each month, optimizing email management and storage.
n8n$4.99Auto-Detect Actionable Emails with OpenAI & Get Alert Messages on Teams via Flow
## What It Does This workflow automatically runs when a new email is received in the user's Gmail account. It sends the email content to OpenAI (GPT-4.1-mini), which intelligently determines whether the message requires action. If the email is identified as actionable, the workflow sends a structured alert message to the user in Microsoft Teams. This keeps the user informed of high-priority emails in real time without the need to manually check every message. The workflow does not log any execution data, ensuring that email content remains secure and unreadable by others. ## How It Works - **Trigger on New Email**: The workflow is triggered automatically when a new email is received in the user's Gmail account. - **Email Evaluation with OpenAI**: The email content is sent to GPT-4.1-MINI, which evaluates whether the message requires user action. - **Filter Actionable Emails**: Only emails identified as actionable by the AI are allowed to proceed through the rest of the workflow. - **Send Notification to Teams**: For actionable emails, the workflow sends a structured alert message to the user in Microsoft Teams chat via a Power Automate webhook. ## Prerequisites - Gmail IMAP Credentials - OpenAI API Key - Microsoft Teams Webhook URL - Power Automate Flow to send message to Teams chat ## How to Set It Up ### 1. **Set Up Power Automate Workflow** #### 1.1 Open Workflow Power Automate in Microsoft Teams - Open the **Workflow** app from Microsoft Teams. - If it's not already added, go to **Apps → search Workflow → click Add → open it**. #### 1.2 Create a New Flow - Click **New Flow** → select **Create from blank**. #### 1.3 Add a Trigger: When a Teams webhook request is received - In the trigger setup, set **Who can trigger the flow?** to **Anyone**. - After saving the flow, a **webhook URL will be generated** — this URL will be used in the n8n workflow.  #### 1.4 Add Action: Parse JSON - Set **Content** to: `Body` - Use the following schema: ```json { "type": "object", "properties": { "from": { "type": "string" }, "receivedAt": { "type": "string" }, "subject": { "type": "string" }, "message": { "type": "string" } } } ```  #### 1.5 Add Action: Get an @mention token for a user - Set the **User** field to the Microsoft Teams email address of the person to notify (e.g., yourname@domain.com).  #### 1.6 Add Action: Post message in a chat or channel - In this action, configure the following: - **Post as**: Flow bot - **Post in**: Chat with Flow bot - **Recipient**: Your Microsoft Teams email address (e.g., yourname@domain.com) - Paste the following code into the Message (in code view): ```html <p>Hello @{outputs(Get_an_@mention_token_for_a_user)?[body/atMention]},</p> <p><br> You have received a new email at your email address <span>@{body(Parse_JSON)?[recipientEmail]}</span> that requires your attention:<br> </p> <p><br> <strong>From: </strong>@{body(Parse_JSON)?[sender]}<strong><br> Received On: </strong>@{body(Parse_JSON)?[date]}<strong><br> Subject:</strong> @{body(Parse_JSON)?[subject]}</p> <p><br> Please review the message at your earliest convenience.<br> Click <a href>here</a> to search this mail in your mailbox</p> </p> ```  #### 1.7 **Save and Enable the Flow** - Click **Save**. - Turn the flow **On**. - The **webhook URL** is now active and available in the first trigger step, copy it to use in n8n. --- Need help with the setup? Feel free to *[contact us](https://eumentis.com/writetous)* ### 2. Configure IMAP Email Trigger - First, enable **2-Step Verification** in your Google Account and generate an **App Password** for n8n. - Then, in the **IMAP node** → **Create Credential** to connect using the following details: - **User**: your Gmail address - **Password**: the App Password - **Host**: imap.gmail.com - **Port**: 993 - **SSL/TLS**: Enabled Follow the n8n *[documentation](https://docs.n8n.io/integrations/builtin/credentials/imap/)* to complete the setup. ### 3. Configure OpenAI Integration - Add your OpenAI API key as a credential in n8n. Follow the n8n *[documentation](https://docs.n8n.io/integrations/builtin/credentials/openai/?utm_source=n8n_app&utm_medium=credential_settings&utm_campaign=create_new_credentials_modal)* to complete the setup. ### 4. Set Up HTTP Request to Trigger Power Automate Workflow - Paste the generated **Webhook URL** from the Power Automate workflow into the **URL** field of the HTTP Request node. ### 5. Disable Execution Logging for Privacy - To ensure that email content is not stored in logs and remains fully secure, you can disable execution logging in n8n: 1. In the n8n **Workflow Editor**, click on the **three dots (...)** in the top right corner and select **Settings**.
n8n$9.99Automate Email Processing with AI Classification, Gmail Drafts, and Slack Alerts
This workflow automates the management of incoming emails by using AI to classify them, creating draft responses, and sending Slack notifications based on the email content.
n8n$14.99Automate Gmail Organization: Weekly Newsletter Archiving and Receipt Labeling
**Feel like your inbox is a junk drawer you're scared to open?** Meet the Sunday Sweep Gmail Zero workflow—the soft-tech hug your Gmail has been waiting for. **What it does (in plain English)** Every Sunday at 9 PM, it quietly hunts down newsletters older than 30 days and gently archives them—no scary deletions, just a neat sweep. Fresh receipts, invoices, or order confirmations from the past 24 hours are instantly labeled “Receipts” so you can find them at tax time without digging. You wake up Monday to a crystal-clear inbox, zero overwhelm, and one big check-mark off your to-do list. **Who it's perfect for:** Etsy shop owners, virtual assistants, wellness coaches, and any homemaker-preneur who wants automation that feels like a friend, not a robot takeover. No coding skills, no jargon—just plug in your Gmail account and let the calm routine run on autopilot. **Bonus goodies** - Emoji-coded labels ready to go - Works with free Gmail accounts **Stop living in inbox chaos. Start your week lighter—with Sunday Sweep Gmail Zero.**
n8n$4.99Automate Telegram Group Protection with Math CAPTCHA and Google Sheets
Enhance your Telegram group's security by automatically verifying new members with a simple math CAPTCHA, storing responses in Google Sheets, and banning those who fail the test.
n8n$14.99
Related categories
Custom AI Systems & Services
Our team of experienced AI builders will help build custom AI systems, workflows, and solutions.
Request Custom Work