AI client onboarding agent: auto welcome email generator
AI Client Onboarding Agent: Auto Welcome Email Generator Subtitle: From Form Response to Personalized Welcome Email --- 🌍 Overview This workflow automates the client onboarding process. When a new client fills in the Google Form, their data flows into Google Sheets → gets structured → an AI model (Gemini) generates a personalized onboarding email → and finally, Gmail sends it directly to the client. Think of it as your automated client success assistant. --- 🟢 Section 1: Trigger – Capture New Client 🔗 Node: Google Sheets Trigger Watches for new rows added to the “Onboarding” Google Sheet. Starts the workflow whenever a new client submits the onboarding form. 💡 Why useful? You never have to check the sheet manually — the workflow kicks off the moment a client signs up. 📩 Example Input (from form): Name: Sarah Ali* Email: sarah@startup.com* Company: GreenTech Solutions* Services Needed: Branding + Website* --- 🟦 Section 2: Structure Client Data 🔗 Nodes: Client Data → Formats the raw form submission into a clean text summary (Name, Email, Company, Service, Extra Info). Client Checklist → Prepares a standard onboarding checklist with items like: Account setup Welcome call scheduled Document collection Service configuration Onboarding session First milestone review 💡 Why useful? It makes sure the AI has all key details + a clear structure before writing the email. --- 🟣 Section 3: AI-Generated Email 🔗 Nodes: Basic LLM Chain → Prompted to write a professional onboarding email body. Google Gemini Chat Model → Supports the LLM chain with Gemini 2.0 Flash for fast generation. 🧠 Prompt Logic: Starts with: Hi [Client Name], Includes personalized fields (Name, Company, Services Needed). Inserts onboarding checklist steps. Ends with: Best regards, Your [Company Name] Team 💡 Why useful? Instead of a generic welcome, each client gets a personalized email that feels human-written. 📩 Example Output Email: > Hi Sarah Ali, > > Welcome to GreenTech Solutions! 🎉 > > Here’s your onboarding plan: > > 1. Account setup > 2. Welcome call scheduled > 3. Document collection > 4. Service configuration > 5. Onboarding session > 6. First milestone review > > We’re excited to start working with you on Branding + Website. > > Best regards, > Your GreenTech Solutions Team --- 🟡 Section 4: Send Email 🔗 Node: Gmail Sends the AI-generated email to the client’s email address. Subject line: Welcome to Our Service, [Client Name] 💡 Why useful? No delays → the client gets a personalized welcome instantly after filling the form. --- 🔴 Section 5: Error Handling 🔗 Nodes: Error Handler → Listens for any errors during execution. Execution Failure → Logs failed runs. Execution Completed → Confirms successful runs. 💡 Why useful? Ensures nothing gets stuck silently — you’ll always know if something fails. --- 📊 Workflow Summary | Section | Node(s) | Purpose | Benefit | | ----------------- | ----------------------------- | ------------------------------------------ | ------------------------------ | | 🟢 Trigger | Google Sheets Trigger | Detect new client submissions | Fully automated start | | 🟦 Structure | Client Data, Client Checklist | Prepare structured client info + checklist | Clean, reliable input for AI | | 🟣 AI Generation | Basic LLM Chain, Gemini | Generate personalized onboarding email | Professional + tailored emails | | 🟡 Send Email | Gmail | Deliver onboarding email | Instant communication | | 🔴 Error Handling | Error Handler, NoOp nodes | Handle success/failure states | Reliable + transparent process | --- 🚀 Benefits Zero manual effort → Clients get emails automatically. Consistency → Every client follows the same onboarding structure. Personalization → Emails include name, company, and services. Reliability → Built-in error handling ensures smooth execution. Scalability → Works whether you onboard 10 or 1,000 clients. ---
By Yaron BeenSend a voice note on Telegram to generate a professional email with ChatGPT
Telegram Voice Message → Automatic Email Imagine: What if you could turn a simple Telegram voice message into a professional email—without typing, copying, pasting, or even opening Gmail? This workflow does it all for you: just record a voice note, and it will transcribe, format, and write a clean HTML email, then send it to the right person—all by itself. Prerequisites Create a Telegram bot (via BotFather) and get the token. Have an OpenAI account (API key for Whisper and GPT-4). Set up a Gmail account with OAuth2. Import the JSON template into your automation platform. 🧩 Detailed Flow Architecture Telegram Trigger Node: Telegram Trigger This node listens to all Message events received by the specified bot (e.g., “BOT OFFICIEL BAPTISTE”). Whenever a user sends a voice message, the trigger fires automatically. > ⚠️ Only one Telegram trigger per bot is possible (API limitation). Key parameter: Trigger On: Message Wait Node: Wait Used to buffer or smooth out calls to avoid collisions if you receive several voice messages in a row. Retrieve the Audio File Node: Get a file Type: Telegram (resource: file) Parameter: fileId = {{$json["message"]["voice"]["file_id"]}} This node fetches the voice file from Telegram received in step 1 Automatic Transcription (Whisper) Node: Transcribe a recording Resource: audio Operation: transcribe API Key: Your OpenAI account The audio file is sent to OpenAI Whisper: the output is clean, accurate text ready to be processed. Optional Wait (Wait1) Node: Wait1 Same purpose as step 2: useful if you want to buffer or add a delay to absorb processing time. Structured Email Generation (GPT-4 + Output Parser) Node: AI Agent This is the core of the flow: The transcribed text is sent to GPT-4 (or GPT-4.1-mini here, via OpenAI Chat Model) Prompt used: markdown You are an assistant specialized in writing professional emails. Based on the text below, you must: {{ $json.text }} Detect if there is a recipient's email address in the text (or something similar like "send to fort.baptiste.pro") If it’s not a complete address, complete it by assuming it ends with @gmail.com. Understand the user's intent (resignation, refusal, application, excuse, request, etc.) Generate a relevant and concise email subject, faithful to the content Write a professional message, structured in HTML: With a polite tone, adapted to the situation Formatted with HTML tags (<p>, <br>, etc.) No spelling mistakes in French My first name is jeremy and if the text says he is not happy, specify the wish to resign ⚠️ You must always return your answer in the following strict JSON format, with no extra text: json { "email": "adresse@gmail.com", "subject": "Objet de l’email", "body": "<p>Contenu HTML de l’email</p>" } Everything is strictly validated and formatted with the Structured Output Parser node. Automatic Email Sending (Gmail) Node: Send a message To: {{$json.output.email}} Subject: {{$json.output.subject}} HTML Body: {{$json.output.body}} This node takes the JSON structure returned by the AI and sends the email via Gmail, to the right recipient, with the correct subject and full HTML formatting. If you want to automate manual tasks, visit our French Agence automatisation 0vni.
By Baptiste FortAutomate event scheduling from emails with Gmail & Google Calendar keywords
This workflow contains community nodes that are only compatible with the self-hosted version of n8n. ⚙ How It Works This workflow operates as an automated personal assistant for your calendar. It listens to your Gmail inbox for new emails. When an email arrives, it checks the subject and body for keywords like "Meeting" or "Appointment." If a match is found, the workflow extracts key details from the email and automatically creates a new event on your Google Calendar, eliminating the need for manual data entry. --- Setup Steps Follow these steps to get the workflow running in your n8n instance. Prerequisites You'll need a working n8n instance and access to both your Gmail and Google Calendar accounts. Workflow Import Import the workflow's JSON file into your n8n instance. All the necessary nodes will appear on your canvas. Configure Credentials Click on the Gmail Trigger node and Google Calendar node. You will see a red error icon indicating that credentials are not set. Click on it. Click "Create new credential" and follow the instructions to connect your Gmail and Google Calendar accounts. Customize the If Node This node determines which emails will trigger a calendar event. Click on the If node. Review the Value 2 field under the conditions. This is where you specify the keywords that should trigger an event. You can add more keywords by clicking "Add Condition" and using the OR operator (e.g., add call, interview, or demo). Customize the Code Node This node extracts the event details from your email. The current code is a basic example using regular expressions to find a date and time. Click on the Code node. Review the code. You may need to adjust the regular expressions if your emails have a different format for dates and times. The node will output a JSON object containing the title, date, and time that will be used to create your calendar event. Configure the Google Calendar Node This is the final node that creates the event. Click on the Google Calendar node. In the Calendar ID field, enter the ID of the specific calendar you want the events to be created on. You can find this in your Google Calendar settings. Activate the Workflow Once all credentials and node configurations are complete, click "Save" at the top of the canvas. Finally, toggle the workflow to "Active". The workflow is now live and will automatically schedule events for you.
By MarthAutomated invoice creation & customer communication with Jotform, Xero, Outlook & Telegram
Automated Invoice Creation & Team Notification with Jotform, Xero, Outlook, and Telegram 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 after sometime if no action has been taken yet (via Telegram) — 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. Wait For Sometime Now we will wait for 30 seconds (by default, you can change it) and then get the invoice details from Xero Notify The Team Notifies the sales team for example via Telegram in case no action has been taken on the invoice and thus the team can act fast. 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), more info about Outlook setup here LLM model credentials Telegram credentials, more info here
By AppUnits AISync upcoming anime releases from Jikan API to Google Calendar with rate limiting
Who is this for Anime Enthusiasts: Users who want to automate their watchlists based on specific voice actors or creators. n8n Learners: Anyone looking for a best-practice example of handling API rate limiting, loops, and data filtering. Calendar Power Users: People who want to populate their personal schedule with external data sources automatically. What it does Search: Queries the Jikan API for a specific person (e.g., Voice Actor "Mamoru Miyano"). Wait: Pauses execution to respect the API rate limit. Retrieve: Fetches the list of anime roles associated with that person. Loop & Filter: Iterates through the list one by one, fetches detailed status, and filters for shows marked as "Not yet aired." Schedule: Creates an event in your Google Calendar using the anime's title and release date. Setup Steps Configure Search: Open the 'Search Voice Actor' node. In "Query Parameters," change the value of q to the name of the voice actor or person you want to track. Connect Calendar: Open the 'Create an event' node. Select your Google Calendar credentials and choose the Calendar ID where events should be created. Test: Run the workflow manually to populate your calendar. Requirements An active n8n instance. A Google account (for Google Calendar). No API Key is required for Jikan API (Public), but rate limiting logic must be preserved. How to customize Change the Filter: Modify the 'Check if Not Aired' node to track "Currently Airing" shows instead of upcoming ones. Enrich Event Details: Update the 'Create an event' node to include the MyAnimeList URL or synopsis in the calendar event description. Search Different Entities: Adjust the API endpoint to search for Manga authors or specific Studios instead of voice actors. Expected Result Upon successful execution, this workflow will: Search for the specified voice actor. Retrieve their upcoming anime roles. Create events in your Google Calendar for anime that hasn't aired yet. Example Calendar Entry: Title: Anime Name - Release Date Description: Details regarding the release...
By Miki Arai