Automate Personalized HR Email Outreach Using Gmail & Google Sheets with Rate Limiting

This n8n workflow automates the process of sending personalized HR outreach emails using data from Google Sheets, ensuring that emails are sent with a controlled rate limit to avoid overwhelming recipients or hitting email sending limits.

What it does

This workflow streamlines your HR outreach by:

1. Manually Trigger: Allows you to manually initiate the workflow when needed, or you can configure the Schedule Trigger node to run at specified intervals.
2. Read Data from Google Sheets: Retrieves a list of recipient data (e.g., name, email, personalized message) from a specified Google Sheet.
3. Remove Duplicates: Ensures that each recipient receives only one email by removing any duplicate entries based on a defined key (e.g., email address).
4. Loop Over Items: Processes the data in batches to manage the email sending rate.
5. Edit Fields (Set): Prepares the data for email sending by structuring the recipient's information into the desired format.
6. Generate Email Subject and Body (Code): Dynamically creates a personalized email subject and body using a custom JavaScript code node, incorporating recipient-specific details.
7. Send Email via Gmail: Dispatches the personalized email to each recipient using your connected Gmail account.
8. Wait: Introduces a delay between sending emails to respect rate limits and prevent email providers from flagging the outreach as spam.
9. Conditional Check (If): (Not explicitly connected in the provided JSON, but typically used to handle success/failure or different email templates based on conditions).
10. HTTP Request: (Not explicitly connected in the provided JSON, but could be used for logging, updating an external system, or making API calls).

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Google Sheets Account: A Google account with access to Google Sheets, containing the recipient data.
• Gmail Account: A Google account with access to Gmail for sending emails.
• n8n Credentials: Configured credentials for Google Sheets and Gmail within your n8n instance.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials:
   • Google Sheets: Configure your Google Sheets credential. You'll need to specify the Spreadsheet ID and Sheet Name where your recipient data is located.
   • Gmail: Configure your Gmail credential.
3. Customize Google Sheets Node:
   • Specify the "Spreadsheet ID" and "Sheet Name" from which to read your recipient data.
   • Ensure your sheet has columns for recipient name, email, and any other data you wish to personalize the email with.
4. Customize Remove Duplicates Node:
   • Specify the field that should be used to identify duplicates (e.g., email).
5. Customize Code Node:
   • Adjust the JavaScript code to generate your desired email subject and body using the data retrieved from Google Sheets.
   • Example: return { json: { subject: \Hello ${$json.name}`, body: `Hi ${$json.name}, here is your personalized message: ${$json.message}` } };`
6. Configure Gmail Node:
   • Map the "To" field to the email address from your Google Sheet data (e.g., {{ $json.email }}).
   • Map the "Subject" and "Body" fields to the output of the Code node (e.g., {{ $json.subject }} and {{ $json.body }}).
7. Adjust Wait Node:
   • Set the desired delay duration (e.g., 5 seconds) to control the email sending rate.
8. Activate the Workflow: Once configured, activate the workflow.
9. Execute:
   • Click "Execute Workflow" on the Manual Trigger node to run it once.
   • Alternatively, configure the Schedule Trigger node to run automatically at your preferred intervals (e.g., daily, weekly).