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Triage product UAT feedback with OpenAI, Notion, Slack and Gmail

Yassin ZeharYassin Zehar
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2/3/2026
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Description

Automatically triage Product UAT feedback with AI, deduplicate it against your existing Notion backlog, create/update the right Notion item, and close the loop with the tester (Slack or email).

This workflow standardizes incoming UAT feedback, runs AI classification (type, severity, summary, suggested title, confidence), searches Notion to prevent duplicates, and upserts the roadmap entry for product review. It then confirms receipt to the tester and returns a structured webhook response.

Context

Feature requests often arrive unstructured and get lost across channels. Product teams waste time re-triaging the same ideas, creating duplicates, and manually confirming receipt.

This workflow ensures:

  • Faster feature request triage

  • Fewer duplicates in your roadmap/backlog

  • Consistent structure for every feedback item

  • Automatic tester acknowledgement

  • Full traceability via webhook response

Who is this for?

  • Product Managers running UAT or beta programs

  • Product Ops teams managing a roadmap backlog

  • Teams collecting feature requests via forms, Slack, or internal tools

  • Anyone who wants AI speed with clean backlog hygiene

Requirements

  • Webhook trigger (form / Slack / internal tool)

  • OpenAI account (AI triage)

  • Notion account (roadmap/backlog database)

  • Slack and/or Gmail (tester notification)

How it works

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  • Trigger: feedback received via webhook

  • Normalize & Clean: standardizes fields and cleans message

  • AI Triage: returns structured JSON (type, severity, title, confidence…)

  • Notion Dedupe & Upsert: search by suggested title → update if found, else create

  • Closed Loop: notify tester (Slack or email) + webhook response payload

What you get

  • One workflow to capture and structure feature requests

  • Clean Notion backlog without duplicates

  • Automatic tester confirmation

  • Structured output for downstream automation

About me :

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

n8n Workflow: Triage Product UAT Feedback with OpenAI, Notion, Slack, and Gmail

This n8n workflow streamlines the process of triaging User Acceptance Testing (UAT) feedback. It acts as a central hub to receive feedback, intelligently categorize it using AI, organize it in Notion, notify relevant teams on Slack, and send confirmation emails.

What it does

This workflow automates the following steps:

  1. Receives Feedback: Listens for incoming UAT feedback via a webhook. This could be triggered by a form submission, an internal tool, or any system capable of sending HTTP requests.
  2. Processes with AI (OpenAI): Sends the received feedback to OpenAI to analyze and categorize it. This step likely extracts key information, identifies sentiment, or assigns a priority/category.
  3. Organizes in Notion: Creates a new item in a specified Notion database with the processed feedback, ensuring all UAT feedback is centrally logged and trackable.
  4. Notifies on Slack: Posts a notification to a designated Slack channel, alerting the relevant team about new UAT feedback and its AI-generated summary.
  5. Confirms via Email: Sends a confirmation email using Gmail, potentially to the feedback submitter or an internal team, acknowledging receipt of the feedback.
  6. Responds to Webhook: Sends a success response back to the originating webhook, confirming that the feedback has been received and processed.

Prerequisites/Requirements

To use this workflow, you will need the following:

  • n8n Instance: A running n8n instance.
  • Webhook Endpoint: A system configured to send UAT feedback to the n8n webhook URL.
  • OpenAI API Key: Credentials for OpenAI to allow the workflow to process text with AI models.
  • Notion Account & Database: A Notion account with a pre-configured database where UAT feedback will be stored. You'll need an integration token and the database ID.
  • Slack Account & Channel: A Slack account and a channel where notifications should be posted. You'll need a Slack API token or webhook URL.
  • Gmail Account: A Gmail account configured as a credential in n8n for sending emails.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Webhook:
    • Locate the "Webhook" trigger node.
    • Copy the "Webhook URL" and configure your external system to send UAT feedback (e.g., as a POST request) to this URL.
  3. Set up Credentials:
    • For the "OpenAI" node, configure your OpenAI API Key credential.
    • For the "Notion" node, configure your Notion API Key credential (integration token) and specify the database ID.
    • For the "Slack" node, configure your Slack credential (e.g., OAuth or API token) and specify the channel ID.
    • For the "Gmail" node, configure your Google OAuth credential.
  4. Customize Nodes:
    • Edit Fields (Set): Review and adjust the data transformation in this node to match the expected input from your webhook and the desired output for subsequent nodes.
    • OpenAI: Configure the specific OpenAI model and prompt you want to use for feedback analysis. Map the incoming feedback data to the prompt.
    • Notion: Map the data from the previous nodes (including OpenAI's output) to the properties of your Notion database.
    • Slack: Customize the message content for the Slack notification, including details from the feedback and AI analysis.
    • Gmail: Configure the recipient, subject, and body of the confirmation email.
  5. Activate the Workflow: Once all credentials and configurations are set, activate the workflow.

Now, whenever new UAT feedback is sent to the webhook, this workflow will automatically process, organize, notify, and confirm it.

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