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Convert audio emails to Japanese transcripts with OpenAI GPT-4o & Google Suite

SOLOVIEVA ANNASOLOVIEVA ANNA
24 views
2/3/2026
Task ManagementGoogle SheetsAutomationProductivityMicrosoft To Do
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Overview

This workflow turns audio attachments you receive by Gmail into Japanese transcripts and structured AI summaries, then saves everything to Google Drive and Google Sheets while notifying you via Gmail and Slack. Every time an email with a voice recording arrives, the audio is stored in a dated folder, fully transcribed in Japanese, summarized into clear meeting-style points, and logged so you can quickly review and search later.

Audio Email to Japanese Transcr…

Audio Email to Japanese Transcript with AI Summary & Multi-Channel Notification

Who this is for

People who get voice memos or meeting recordings as email attachments

Teams that want clear Japanese transcripts plus action-item summaries from calls

Anyone who wants audio notes automatically archived and searchable in Drive/Sheets

How it works

Trigger: New Gmail with audio attachment A Gmail Trigger watches your inbox, downloads attachments for each new email, and passes them into the workflow.

Split & filter attachments A Code node splits the email into one item per attachment and normalizes the binary data to binary.data. A Filter node keeps only audio files (mp3, wav, m4a, ogg) and discards everything else.

Create date-based Drive folder & upload audio A Code node builds a YYYY/MM folder path from the current date. A Google Drive node creates that folder (if it doesn’t exist) under your chosen parent folder. A Merge node combines folder info with file info, and the audio file is uploaded into that folder so all recordings are organized by year/month.

Transcribe audio to Japanese text An HTTP Request node calls the OpenAI Audio Transcriptions API (gpt-4o-transcribe) with the audio file. The prompt tells the model to produce a verbatim Japanese transcript (no summarization, no guessing), returned as plain text.

Generate structured AI summary The transcript is sent to an OpenAI Chat node (gpt-4o), which outputs JSON with:

title: short Japanese title for the recording

points: key discussion points (array)

decisions: decisions made (array)

actionItems: action items with owner/deadline (array) A Set node then formats this JSON into a Markdown summary (summaryContent) with sections for 要点 / 決定事項 / アクションアイテム.

Save transcript & summary files to Drive The transcript text is converted into a .txt file and uploaded to the same YYYY/MM folder. The Markdown summary is converted into a .md file (e.g. xxx_summary.md) and uploaded as well. Each file is then shared in Drive so you have accessible web links to both transcript and summary.

Log to Google Sheets A Code node collects the email subject, file name, full transcript, formatted summary, and Drive links into one JSON object. A Google Sheets node appends a new row with timestamp, subject, summary, transcript, and link so you get a running log of all processed audios.

Notify via Gmail & Slack Finally, the workflow:

Sends a Gmail message back to the original sender with the meeting summary and links

Posts a Slack notification in your chosen channel, including subject, file name, summary text, and Drive link

How to set up

Connect your Gmail, Google Drive, Google Sheets, Slack, and OpenAI credentials in the respective nodes.

In the Gmail Trigger, narrow the scope if needed (e.g. specific label, sender, or inbox).

In the Drive nodes, set the parent folder where you want the YYYY/MM subfolders to be created.

In the Google Sheets node, point to your own spreadsheet and sheet name.

In the Slack node, select the channel where reminders should be posted.

Make sure your OpenAI credentials have access to both audio transcription and chat endpoints.

Customization ideas

Filter by sender, subject keyword, or label so only certain emails are processed.

Change the folder structure (e.g. ProjectName/YYYY/MM or YYYY/MM/DD) in the folder-path Code node.

Adjust the transcription prompt (e.g. allow light punctuation clean-up, use another language).

Modify the summary format or add extra fields (e.g. meeting participants, project name) in the AI prompt and Markdown template.

Send notifications to other tools: add branches for Notion, LINE, Teams, or additional Slack channels.

n8n Workflow: Convert Audio Emails to Japanese Transcripts with OpenAI GPT-4o and Google Suite

This n8n workflow automates the process of transcribing audio attachments from new Gmail emails, translating them into Japanese using OpenAI's Whisper and GPT-4o models, and then storing the results in Google Drive and Google Sheets, with a Slack notification for completion.

What it does

This workflow streamlines the handling of audio emails through the following steps:

  1. Triggers on New Email with Audio Attachment: Listens for new emails in your Gmail account that contain an audio attachment.
  2. Downloads Audio Attachment: Extracts and downloads the audio file from the incoming email.
  3. Transcribes Audio to English: Sends the audio file to OpenAI's Whisper model for transcription into English text.
  4. Translates Transcript to Japanese: Uses OpenAI's GPT-4o model to translate the English transcript into Japanese.
  5. Prepares Data for Storage: Organizes the original email details, English transcript, and Japanese translation into a structured format.
  6. Saves Transcript to Google Drive: Creates a text file containing the Japanese transcript and uploads it to a specified folder in Google Drive.
  7. Logs Data to Google Sheets: Appends a new row to a Google Sheet with the email subject, sender, English transcript, Japanese translation, and a link to the Google Drive file.
  8. Sends Slack Notification: Posts a notification to a designated Slack channel with a summary of the processed email, including the original subject, sender, and a link to the Google Drive file.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Gmail Account: Configured as a credential in n8n for the Gmail Trigger node.
  • OpenAI API Key: An API key for OpenAI, configured as a credential in n8n. This is used for both Whisper (transcription) and GPT-4o (translation).
  • Google Drive Account: Configured as a credential in n8n for the Google Drive node.
  • Google Sheets Account: Configured as a credential in n8n for the Google Sheets node.
  • Slack Account: Configured as a credential in n8n for the Slack node.
  • Google Drive Folder ID: The ID of the Google Drive folder where you want to save the Japanese transcripts.
  • Google Sheet ID: The ID of the Google Sheet where you want to log the email and transcript data.
  • Slack Channel ID: The ID of the Slack channel to which notifications will be sent.

Setup/Usage

  1. Import the Workflow:

    • Download the provided JSON file.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the "Import from JSON" button and paste the workflow JSON or upload the file.

  2. Configure Credentials:

    • For the Gmail Trigger node, select or create a Google OAuth2 credential for Gmail.
    • For the OpenAI node, select or create an OpenAI API Key credential.
    • For the Google Drive node, select or create a Google OAuth2 credential for Google Drive.
    • For the Google Sheets node, select or create a Google OAuth2 credential for Google Sheets.
    • For the Slack node, select or create a Slack API credential.

  3. Update Node Parameters:

    • Gmail Trigger (Node 824): Ensure the "Label IDs" (e.g., "INBOX") and "Has Attachment" filters are set correctly to capture relevant emails.
    • OpenAI (Node 1250):
      • In the first OpenAI node (transcription), ensure the "Model" is set to whisper-1 and "Operation" is Transcribe Audio. The "Audio File" expression should correctly reference the binary data from the Gmail attachment.
      • In the second OpenAI node (translation), ensure the "Model" is set to gpt-4o (or another suitable model) and "Operation" is Chat. The prompt should instruct the model to translate the English transcript into Japanese.
    • Google Drive (Node 58):
      • Set the "Folder ID" to your desired Google Drive folder.
      • Ensure the "File Name" and "Binary Property" expressions are correctly configured to save the Japanese transcript.
    • Google Sheets (Node 18):
      • Set the "Spreadsheet ID" to your target Google Sheet.
      • Ensure the "Sheet Name" is correct.
      • Map the data fields (e.g., Email Subject, Sender, English Transcript, Japanese Translation, Drive Link) to the corresponding columns in your Google Sheet.
    • Slack (Node 40):
      • Set the "Channel" to your desired Slack channel.
      • Customize the "Text" message to include relevant details from the processed email and transcript.

  4. Activate the Workflow:

    • Once all credentials and parameters are configured, click the "Activate" toggle in the top right corner of the n8n editor to enable the workflow.

Now, every time a new email with an audio attachment arrives in your configured Gmail inbox, this workflow will automatically transcribe it, translate it to Japanese, save it to Google Drive and Google Sheets, and send a Slack notification.

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