n8n Workflow: Auto-Create Geotab Zone for New Salesforce Work Order

This n8n workflow automates the creation of Geotab zones based on new work orders in Salesforce. It streamlines the process of setting up geofences for field operations, ensuring that new work locations are automatically reflected in Geotab.

What it does

This workflow simplifies the process of creating Geotab zones by:

1. Receiving Salesforce Work Order Data: It acts as a webhook listener, waiting for new work order creation events from Salesforce.
2. Preparing Geotab Zone Data: It transforms the incoming Salesforce data into the format required by the Geotab API for zone creation.
3. Creating Geotab Zone: It sends an API request to Geotab to create a new zone using the prepared data.
4. Handling Success/Failure: It responds to the initial Salesforce webhook, indicating whether the Geotab zone creation was successful or not.
5. Optional: Error Notification: (Implicit, based on typical error handling) In case of an error during Geotab zone creation, it could potentially send a notification (e.g., via Outlook) to alert administrators.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance to host the workflow.
• Salesforce Account: Configured to send webhook notifications for new Work Order creations to the n8n webhook URL.
• Geotab Account: With API access enabled and appropriate credentials for creating zones.
• Microsoft Outlook Account (Optional): If you wish to implement email notifications for errors or success.

Setup/Usage

1. Import the Workflow:
   • Copy the provided JSON code.
   • In your n8n instance, click "New" in the workflows section.
   • Click the "Import from JSON" button and paste the copied JSON.
2. Configure Credentials:
   • Salesforce: Ensure your Salesforce credentials are set up in n8n.
   • Geotab: Configure an HTTP Request credential or a custom API credential for Geotab with the necessary authentication (e.g., API key, OAuth token).
   • Microsoft Outlook (Optional): If using the Outlook node, configure your Microsoft Outlook credentials.
3. Configure Webhook Trigger:
   • The "Webhook" node (ID 47) will provide a unique URL once the workflow is activated. Copy this URL.
   • In Salesforce, configure a webhook or an Apex trigger to send Work Order creation events to this n8n webhook URL. The payload sent by Salesforce should contain the necessary data for creating a Geotab zone (e.g., address, name, coordinates).
4. Configure Geotab HTTP Request:
   • Edit the "HTTP Request" node (ID 19).
   • Set the URL to your Geotab API endpoint for zone creation.
   • Set the Method to POST.
   • Configure the Headers (e.g., Content-Type: application/json, Authorization: Bearer YOUR_GEOTAB_TOKEN).
   • Map the data from the previous nodes (Salesforce data, potentially transformed by the "Edit Fields" node) to the Body of the request, matching the Geotab API's expected payload for zone creation.
5. Configure "Edit Fields" (Set) Node (ID 38):
   • This node is crucial for transforming the Salesforce data into the format expected by Geotab.
   • Add expressions to extract and rename fields from the Salesforce webhook payload to match Geotab's zone creation API requirements (e.g., {{ $json.Name }}, {{ $json.ShippingStreet }}, {{ $json.ShippingLatitude }}, {{ $json.ShippingLongitude }}).
6. Configure "If" Node (ID 20):
   • This node likely checks the success of the Geotab API call.
   • Configure its conditions to evaluate the response from the "HTTP Request" node (ID 19) to determine if the zone creation was successful.
7. Configure "Respond to Webhook" Node (ID 535):
   • This node sends a response back to Salesforce.
   • Configure it to send an appropriate status code (e.g., 200 for success, 500 for failure) and a message indicating the outcome of the Geotab zone creation.
8. Activate the Workflow: Once configured, activate the workflow in n8n to start listening for Salesforce events.

This workflow provides a robust automation for keeping your Geotab zones synchronized with your Salesforce work orders, improving efficiency and accuracy in managing field operations.