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Two-way property repair management system with Google Sheets & Drive

Matt@VeraisonLabsMatt@VeraisonLabs
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2/3/2026
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This workflow automates the repair request process between tenants and building managers, keeping all updates organized in a single spreadsheet. It is composed of two coordinated workflows, as two separate triggers are required — one for new repair submissions and another for repair updates. A Unique Unit ID that corresponds to individual units is attributed to each request, and timestamps are used to coordinate repair updates with specific requests.

General use cases include:

  • Property managers who manage multiple buildings or units.
  • Building owners looking to centralize tenant repair communication.
  • Automation builders who want to learn multi-trigger workflow design in n8n.

⚙️ How It Works

Workflow 1 – New Repair Requests

Behind the Scenes: A tenant fills out a Google Form (“Repair Request Form”), which automatically adds a new row to a linked Google Sheet.

Steps:

  1. Trigger: Google Sheets rowAdded – runs when a new form entry appears.
  2. Extract & Format: Collects all relevant form data (address, unit, urgency, contacts).
  3. Generate Unit ID: Creates a standardized identifier (e.g., BUILDING-UNIT) for tracking.
  4. Email Notification: Sends the building manager a formatted email summarizing the repair details and including a link to a Repair Update Form (which activates Workflow 2).

Workflow 2 – Repair Updates

Behind the Scenes:
Triggered when the building manager submits a follow-up form (“Repair Update Form”).

Steps:

  1. Lookup by UUID: Uses the Unit ID from Workflow 1 to find the existing row in the Google Sheet.
  2. Conditional Logic:
    • If photos are uploaded: Saves each image to a Google Drive folder, renames files consistently, and adds URLs to the sheet.
    • If no photos: Skips the upload step and processes textual updates only.
  3. Merge & Update: Combines new data with existing repair info in the same spreadsheet row — enabling a full repair history in one place.

🧩 Requirements

  • Google Account (for Forms, Sheets, and Drive)
  • Gmail/email node connected for sending notifications
  • n8n credentials configured for Google API access

⚡ Setup Instructions (see more detail in workflow)

  1. Import both workflows into n8n, then copy one into a second workflow.
  2. Change manual trigger in workflow 2 to a n8n Form node.
  3. Connect Google credentials to all nodes.
  4. Update spreadsheet and folder IDs in the corresponding nodes.
  5. Customize email text, sender name, and form links for your organization.
  6. Test each workflow with a sample repair request and a repair update submission.

🛠️ Customization Ideas

  • Add Slack or Telegram notifications for urgent repairs.
  • Auto-create folders per building or unit for photo uploads.
  • Generate monthly repair summaries using Google Sheets triggers.
  • Add an AI node to create summaries/extract relevant repair data from repair request that include long submissions.

n8n Workflow: Two-Way Property Repair Management System with Google Sheets & Drive

This n8n workflow automates a two-way property repair management system, leveraging Google Sheets for data management and Google Drive for document storage. It streamlines the process of tracking repair requests, managing their status, and handling related documents.

What it does

This workflow is designed to manage property repair requests by:

  1. Manually Triggering (for initial setup/testing): Allows for manual execution to test the workflow or process existing data.
  2. Triggering on Google Sheets Changes: Automatically starts when new data is added or existing data is modified in a specified Google Sheet. This is the primary trigger for new repair requests or updates.
  3. Processing Data in Batches: Efficiently handles multiple new or updated repair requests by processing them in batches.
  4. Editing Fields: Transforms and prepares the incoming data for further processing, likely standardizing fields or adding new ones.
  5. Conditional Logic (If): Evaluates conditions (e.g., status of a repair request) to route the workflow down different paths. This enables different actions based on the repair status or other criteria.
  6. Interacting with Google Sheets: Reads from and writes data to Google Sheets, updating repair statuses, adding new entries, or retrieving information.
  7. Managing Files in Google Drive: Creates, updates, or retrieves documents related to repair requests in Google Drive, potentially linking them to the Google Sheet entries.
  8. Sending Emails via Gmail: Dispatches automated email notifications, perhaps to tenants, landlords, or maintenance teams, based on repair status changes or new requests.
  9. Executing Custom Code: Provides flexibility to perform advanced data manipulation or integrate with other services using custom JavaScript code.
  10. Merging Data: Combines data from different branches of the workflow or different sources, ensuring all relevant information is available for subsequent steps.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Google Account: A Google account with access to:
    • Google Sheets: For storing and managing repair request data.
    • Google Drive: For storing associated documents (e.g., photos of damage, repair quotes).
    • Gmail: For sending email notifications.
  • n8n Google Sheets Credential: Configured in your n8n instance to connect to Google Sheets.
  • n8n Google Drive Credential: Configured in your n8n instance to connect to Google Drive.
  • n8n Gmail Credential: Configured in your n8n instance to connect to Gmail.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials: Set up your Google Sheets, Google Drive, and Gmail credentials within n8n.
  3. Specify Google Sheet: In the "Google Sheets Trigger" and "Google Sheets" nodes, configure the Spreadsheet ID and Sheet Name where your repair data is stored.
  4. Define Logic: Customize the "If" node's conditions to match your specific repair status workflows (e.g., "New Request," "In Progress," "Completed").
  5. Adjust Email Content: Modify the "Gmail" node to personalize email subjects, bodies, and recipients based on your communication needs.
  6. Customize Google Drive Operations: Configure the "Google Drive" node to specify folder IDs, file naming conventions, and other file management preferences.
  7. Activate the Workflow: Once configured, activate the workflow. It will then automatically trigger based on changes in your Google Sheet.

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