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Automated candidate screening & response using GPT-4, Mistral OCR and Slack notifications

Rahul JoshiRahul Joshi
52 views
2/3/2026
AISwitchOpenAIGPTDALL-E
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📊 Description

Streamline your HR recruitment process with this intelligent automation that reads candidate emails and resumes, analyzes them using GPT-4, and automatically shortlists or rejects applicants based on skill and experience match. 📩🤖 The workflow updates your HR Google Sheet with detailed AI evaluations, notifies recruiters on Slack about high-scoring candidates, and sends personalized shortlist or rejection emails to applicants — all in one seamless flow. 🚀

What This Template Does

1️⃣ Trigger – Monitors the HR Gmail inbox for new job applications with attachments. 📬 2️⃣ Extracts Resume Data – Uploads attached resumes to Mistral OCR to extract text for analysis. 📄 3️⃣ Combines Inputs – Merges candidate email data and resume content for complete context. 🔗 4️⃣ AI Evaluation – GPT-4 analyzes the candidate’s qualifications against job requirements in a connected Google Sheet. 🧠 5️⃣ Scoring & Recommendation – Generates a structured JSON output with job fit summary, skill match, AI score, and recommendation (Shortlist or Reject). 📊 6️⃣ Record Update – Logs AI evaluation results in a Google Sheet for centralized tracking. 📋 7️⃣ Communication – Sends professional shortlist or rejection emails to applicants via Gmail. 💌 8️⃣ Team Alert – Notifies HR on Slack when a high-scoring candidate is detected. 🔔

Key Benefits

✅ Saves hours of manual resume screening and sorting ✅ Ensures consistent, unbiased candidate evaluation ✅ Provides detailed AI-driven insights for every applicant ✅ Automates communication and record-keeping ✅ Improves HR productivity and response speed

Features

Gmail trigger for new candidate emails Resume text extraction via Mistral OCR API GPT-4–powered resume and email evaluation Integration with Google Sheets for HR requirement mapping Slack notifications for shortlisted candidates Automated shortlist/rejection emails with custom templates Structured AI output for analytics and reporting

Requirements

Gmail OAuth2 credentials for inbox and email automation Google Sheets OAuth2 credentials with edit access OpenAI API key (GPT-4 or GPT-4o-mini) Slack Bot token with chat:write permissions Mistral AI OCR API key for resume text extraction

Target Audience

  • HR and recruitment teams managing large applicant volumes 🧑‍💼
  • Talent acquisition managers looking for AI-driven screening 🤖
  • Organizations standardizing hiring communication 💬
  • Agencies building automated candidate evaluation systems 📈

Step-by-Step Setup Instructions

1️⃣ Connect your Gmail account and configure the inbox trigger. 2️⃣ Add Mistral API credentials for resume OCR extraction. 3️⃣ Set up your Google Sheet with job role requirements and access credentials. 4️⃣ Add OpenAI credentials (GPT-4 or GPT-4o-mini) for AI evaluation. 5️⃣ Configure Slack credentials and HR channel ID for alerts. 6️⃣ Test with a sample application to ensure correct data mapping. 7️⃣ Activate the workflow to start automated recruitment processing. ✅

Automated Candidate Screening & Response with AI, OCR, and Slack Notifications

This n8n workflow automates the initial screening of job candidates, extracts key information from resumes (via OCR if necessary), leverages AI for candidate evaluation, and manages communication and notifications. It streamlines the hiring process by reducing manual effort and providing quick, intelligent responses.

What it does

This workflow simplifies and automates several aspects of candidate screening:

  1. Triggers on new emails: It continuously monitors a specified Gmail inbox for new emails, likely containing job applications or resumes.
  2. Processes email attachments: It extracts attachments from the incoming emails, assuming these are resumes or cover letters.
  3. Extracts text from documents: It uses an OCR service (implied by the "OCR" in the directory name, though not explicitly shown as a node in the JSON, it's a common pattern for processing documents) to convert resume PDFs or images into readable text.
  4. Leverages AI for candidate assessment: An "AI Agent" (likely powered by an "OpenAI Chat Model" and "Simple Memory") processes the extracted text to evaluate the candidate based on predefined criteria (e.g., skills, experience, suitability for the role).
  5. Structures AI output: A "Structured Output Parser" ensures the AI's assessment is formatted consistently, making it easy to consume downstream.
  6. Stores candidate data: It writes the extracted information and AI assessment to a Google Sheet, creating a centralized database of applicants.
  7. Notifies team members: It sends notifications to a Slack channel with candidate details and the AI's assessment, enabling quick team review.
  8. Sends automated email responses: Based on the AI's assessment or other criteria, it can send automated email responses to candidates (e.g., acknowledgment, rejection, or invitation for the next step).
  9. Conditional Logic: The "If" node suggests conditional processing, allowing different actions based on AI assessment or other extracted data (e.g., only notify Slack for highly-rated candidates).
  10. Data Manipulation: The "Edit Fields (Set)" node is used to prepare or transform data before it's used by other nodes.
  11. Merges Data: The "Merge" node combines data streams, likely after conditional branches, to ensure all relevant information is brought together for final actions.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Gmail Account: Configured with credentials for the "Gmail Trigger" and "Gmail" nodes to read incoming emails and send responses.
  • Google Sheets Account: Configured with credentials for the "Google Sheets" node to store candidate data.
  • OpenAI API Key: For the "OpenAI Chat Model" within the "AI Agent" to perform candidate evaluation.
  • Slack Account: Configured with credentials for the "Slack" node to send notifications.
  • OCR Service (Implicit): While not a distinct node in the provided JSON, a service for Optical Character Recognition (OCR) would be required to extract text from image-based or scanned PDF resumes. This would typically be an "HTTP Request" node calling an external OCR API or a dedicated OCR node if available.

Setup/Usage

  1. Import the workflow: Download the JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Gmail credentials for both the "Gmail Trigger" and "Gmail" nodes.
    • Configure your Google Sheets credentials.
    • Set up your OpenAI credentials for the "OpenAI Chat Model".
    • Configure your Slack credentials.
  3. Customize Nodes:
    • Gmail Trigger: Specify the mailbox and any filters for incoming job applications.
    • AI Agent: Configure the prompts and tools for the AI to effectively screen candidates based on your job requirements.
    • Structured Output Parser: Define the expected JSON schema for the AI's output (e.g., candidate name, score, relevant skills, summary).
    • Google Sheets: Specify the spreadsheet ID and sheet name where candidate data should be stored. Map the AI's output fields to your sheet columns.
    • Slack: Configure the Slack channel and the message format for notifications.
    • Gmail (Response): Customize the email templates for automated responses (e.g., acknowledgment, rejection, interview invitation).
    • If: Adjust the conditions to route candidates based on AI assessment (e.g., score threshold).
  4. Activate the workflow: Once configured, activate the workflow to start processing incoming job applications automatically.

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