Task escalation system with Google Sheets, Gmail, Telegram & Jira automation

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2/3/2026

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Description

This workflow sends an instant email alert when a task in a Google Sheet is marked as Urgent, and then sends a Telegram reminder notification after 2 hours if the task still hasn’t been updated. Then a Jira ticket is created so the task enters in the formal workflow and another Telegram message is sent with the details of the issue created.

It helps teams avoid missed deadlines and ensures urgent tasks get attention — without requiring anyone to refresh or monitor the sheet manually.

Context

In shared task lists, urgent items can be overlooked if team members aren't actively checking the spreadsheet. This workflow solves that by:

Sending an email as soon as a task becomes Urgent
Waiting 2 hours
Checking if the task is still open
Sending a Telegram reminder only if action has not been taken
Creating a Jira issue
Sending a Telegram message with the details of the issue created
This prevents both silence and spam, creating a smart and reliable alert system.

Target Users

Project Managers using Google Sheets
Team leads managing shared task boards
Remote teams needing lightweight coordination
Anyone who wants escalation notifications without complex systems

Technical Requirements

Google Sheets credential
Gmail credential
Telegram Bot + Chat ID
Google Sheet with a column named Priority
Jira credential

Workflow Steps

Trigger: Google Sheets Trigger (on update in the “Priority” column)
IF Node – Checks if Priority = Urgent
Send Email – Sends alert email with task name, owner, status, deadline
Mark Notified = Yes in the sheet
Wait 2 hours
IF Status is still not resolved
Send Telegram reminder
create an Issue on Jira based on the information provided
Send Telegram message with the details of the ticket

Key Features

Real-time alerts on critical tasks
Simple logic (no code required)
Custom email body with dynamic fields
Works on any Google Sheet with a “Priority” column
Telegram notification ensures the task doesn’t get forgotten

Expected Output

Personalized email alert when a task is marked as "Urgent"
Email includes task info: title, owner, deadline, status, next step
Telegram message after 2 hours if the task is still open
Automatic creation of a Jira issue with the higgest priority
Telegram message to notify about the new Jira ticket

How it works

Trigger: Watches for “Priority” updates 🔍 Check: If Priority = Urgent AND Notified is empty 📧 Email: Sends a personalized alert ✏️ Sheet Update: Marks the task as already notified ⏳ Wait: 2-hour delay 🤖 Check Again: If Status hasn’t changed → send Telegram reminder, create Jira ticket and send the details.

Tutorial video:

Watch the Youtube Tutorial video

About me :

I’m Yassin a Project & Product Manager Scaling tech products with data-driven project management. 📬 Feel free to connect with me on Linkedin

Task Escalation System with Google Sheets, Gmail, Telegram, and Jira Automation

This n8n workflow automates a task escalation system, integrating Google Sheets for task management, Gmail for email notifications, Telegram for instant alerts, and Jira for issue creation. It streamlines the process of identifying overdue tasks and escalating them to the appropriate channels.

What it does

This workflow is triggered by changes in a Google Sheet, designed to manage tasks. It then evaluates the status and due dates of these tasks to determine if escalation is required, notifying relevant parties and creating issues in Jira if necessary.

Monitors Google Sheet for New/Updated Tasks: The workflow starts by listening for new rows or updates in a specified Google Sheet.
Reads Task Data: It retrieves the relevant task information from the Google Sheet, such as task name, assignee, status, due date, and escalation level.
Evaluates Task Status: An If node checks if a task is overdue or requires escalation based on predefined conditions (e.g., due date passed, status not "Done").
Sends Telegram Notification (Level 1 Escalation): If a task meets the first level of escalation criteria, a notification is sent to a designated Telegram chat.
Sends Gmail Notification (Level 2 Escalation): For tasks requiring a higher level of escalation, an email notification is sent via Gmail to the task assignee or manager.
Waits for Resolution (Optional): After initial notifications, the workflow can optionally wait for a specified period, allowing time for the task to be addressed.
Creates Jira Issue (Level 3 Escalation): If the task remains unaddressed after the waiting period or meets critical escalation criteria, a new issue is automatically created in Jira Software, assigning it to the relevant team or individual.
Updates Google Sheet: The Google Sheet is updated to reflect the escalation status or any actions taken by the workflow.

Prerequisites/Requirements

To use this workflow, you will need:

n8n Instance: A running n8n instance.
Google Account: For Google Sheets and Gmail.
- Google Sheets Credential: Configured in n8n with access to the task management spreadsheet.
- Gmail Credential: Configured in n8n for sending emails.
Telegram Account:
- Telegram Bot Token: For sending messages via a Telegram bot.
- Chat ID: The ID of the Telegram chat where notifications should be sent.
Jira Software Account:
- Jira Credential: Configured in n8n with permissions to create issues.
- Jira Project Key: The key of the project where issues will be created.

Setup/Usage

Import the Workflow: Download the provided JSON and import it into your n8n instance.
Configure Credentials:
- Set up your Google Sheets, Gmail, Telegram, and Jira Software credentials in n8n.
Configure Google Sheets Trigger (Node 841):
- Select your Google Sheets credential.
- Specify the Spreadsheet ID and Sheet Name where your tasks are managed.
- Configure the trigger to listen for "New Row" or "Updated Row" events, depending on your use case.
Configure Google Sheets (Node 18):
- Select your Google Sheets credential.
- Ensure this node is configured to read or update the relevant sheet with task data.
Configure If Node (Node 20):
- Adjust the conditions to define your escalation logic (e.g., {{ $json.due_date < $now && $json.status != "Done" }}).
Configure Telegram Node (Node 49):
- Select your Telegram credential.
- Enter the Chat ID for notifications.
- Customize the message content to include task details.
Configure Gmail Node (Node 356):
- Select your Gmail credential.
- Specify the recipient email address (can be dynamically pulled from Google Sheets data).
- Customize the email subject and body with task details.
Configure Wait Node (Node 514):
- Adjust the Wait Time as needed for your escalation process.
Configure Jira Software Node (Node 77):
- Select your Jira credential.
- Specify the Project Key and Issue Type.
- Map the task details from Google Sheets to the Jira issue fields (Summary, Description, Assignee, etc.).
Activate the Workflow: Once configured, activate the workflow to start monitoring your Google Sheet for task escalations.

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