Create custom PDF documents from templates with Gemini & Google Drive

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2/3/2026

GitHub Export Data Extraction Issues CSV

This workflow contains community nodes that are only compatible with the self-hosted version of n8n.

1 — What Does It Do / Which Problem Does It Solve?

This workflow turns Google Docs-based contract & form templates into ready-to-sign PDFs in minutes—all from a single chat flow.

Automates repetitive document creation. Instead of copying a rental, sales, or NDA template and filling it by hand every time, the bot asks for the required values and fills them in.
Eliminates human error. It lists every mandatory field so nothing is missed, and removes unnecessary clauses via conditional blocks.
Speeds up approvals. The final draft arrives as a direct PDF link—one click to send for signing.
One template → unlimited variations. Every new template you drop in Drive is auto-listed with **zero workflow edits—**it scales effortlessly.
100 % no-code. Runs on n8n + Google Apps Script—no extra backend, self-hosted or cloud.

2 — How It Works (Detailed Flow)

📝 Template Discovery

📂 The TemplateList node scans the Drive folder you specify via the ?mode=meta endpoint and returns an id / title / desc list. The bot shows this list in chat.
🎯 Selection & Metadata Fetch

The user types a template name.

🔍 GetMetaData opens the chosen Doc, extracts META_JSON, placeholders, and conditional blocks, then lists mandatory & optional fields.
🗣 Data-Collection Loop
- The bot asks for every placeholder value.
- For each conditional block it asks 🟢 Yes / 🔴 No.
  
  Answers are accumulated in a data JSON object.
✅ Final Confirmation

The bot summarizes the inputs → when the user clicks Confirm, the DocProcess sub-workflow starts.
⚙️ DocProcess Sub-Workflow

| 🔧 Step | Node | Task | | --- | --- | --- | | 1 | User Choice Match Check | Verifies name–ID match; throws if wrong | | 2 | GetMetaData (renew) | Gets the latest placeholder list | | 3 | Validate JSON Format | Checks for missing / unknown fields | | 4 | CopyTemplate | Copies the Doc via Drive API | | 5 | FillDocument | Apps Script fills placeholders & removes blocks | | 6 | Generate PDF Link | Builds an export?format=pdf URL |
📎 Delivery

The master agent sends 🔗 Download PDF & ✏️ Open Google Doc links.
🚫 Error Paths
- status:"ERROR", missing:[…] → bot lists missing fields and re-asks.
- unknown:[…] → template list is outdated; rerun TemplateList.
- Any Apps Script error → the returned message is shown verbatim in chat.

3 — 🚀 Setup Steps (Full Checklist)

> Goal: Get a flawless PDF on the first run. > > > Mentally tick the ☑️ in front of every line as you go. >

☁️ A. Google Drive Preparation

| Step | Do This | Watch Out For | | --- | --- | --- | | 1 | Create a Templates/ folder → put every template Doc inside | Exactly one folder; no sub-folders | | 2 | Placeholders in every Doc are {{UPPER_CASE}} | No Turkish chars or spaces | | 3 | Wrap optional clauses with [[BLOCK_NAME:START]]…[[BLOCK_NAME:END]] | The START tag must have a blank line above | | 4 | Add a META_JSON block at the very end | Script deletes it automatically after fill | | 5 | Right-click Doc > Details ▸ Description = 1-line human description | Shown by the bot in the list | | 6 | Create a second Generated/ folder (for copies) | Keeps Drive tidy |

> 🔑 Folder ID (long alphanumerical) = <TEMPLATE_PARENT_ID> > > > We’ll paste this into the TemplateList node next. >

Simple sample template → Template Link

🛠 B. Import the Workflow into n8n

Settings ▸ Import Workflow ▸ DocAgent.json

If nodes look Broken afterwards → no community-node problem; you only need to select credentials.

📑 C. Customize the TemplateList Node

Open Template List node ⚙️ → replace

'%3CYOUR_PARENT_ID%3E' in parents

with the real folder ID in the URL.
Right-click node > Execute Node.
Copy the entire JSON response.
In the editor paste it into:
- DocAgent → System Prompt (top)
- User Choice Match Check → System Prompt (top)
  
  Save.

> ⚠️ Why manual? Caching the list saves LLM tokens. Whenever you add a template, rerun the node and update the prompts. >

🔗 D. Deploy the Apps Script

| Step | Screen | Note | | --- | --- | --- | | 1 | Open Gist files GetMetaData.gs + FillDocument.gs → File ▸ Make a copy | Both files may live in one project | | 2 | Project Settings > enable Google Docs API ✔️ & Google Drive API ✔️ | Otherwise you’ll see 403 errors | | 3 | Deploy ▸ New deployment ▸ Web app | | | • Execute as | Me | | | • Who has access | Anyone | | | 4 | On the consent screen allow scopes:• …/auth/documents• …/auth/drive | Click Advanced › Go if Google warns | | 5 | Copy the Web App URL (e.g. https://script.google.com/macros/s/ABC123/exec) | If this URL changes, update n8n |

Apps Script source code → Notion Link

🔧 E. Wire the Script URL in n8n

| Node | Field | Action | | --- | --- | --- | | GetMetaData | URL | <WEB_APP_URL>?mode=meta&id={{ $json["id"] }} | | FillDocument | URL | <WEB_APP_URL> |

> 💡 Prefer using an .env file? Add GAS_WEBAPP_URL=… and reference it as {{ $env.GAS_WEBAPP_URL }}. >

🔐 F. Add Credentials

Google Drive OAuth2 → Drive API (v3) Full Access
Google Docs OAuth2 → same account
LLM key (OpenAI / Gemini)
(Optional) Postgres Chat Memory credential for the corresponding node

🧪 G. First Run (Smoke Test)

Switch the workflow Active.
In the chat panel type /start.
Bot lists templates → pick one.
Fill mandatory fields, optionally toggle blocks → Confirm.
🔗 Download PDF link appears → ☑️ setup complete.

❌ H. Common Errors & Fixes

| 🆘 Error | Likely Cause | Remedy | | --- | --- | --- | | 403: Apps Script permission denied | Web app access set to User | Redeploy as Anyone, re-authorize scopes | | placeholder validation failed | Missing required field | Provide the listed values → rerun DocProcess | | unknown placeholders: … | Template vs. agent mismatch | Check placeholder spelling (UPPER_CASE ASCII) | | Template ID not found | Prompt list is old | Rerun TemplateList → update both prompts | | Cannot find META_JSON | No meta block / wrong tag | Add [[META_JSON_START]] … [[META_JSON_END]], retry |

✅ Final Checklist

[ ] Drive folder structure & template rules ready
[ ] Workflow imported, folder ID set in node
[ ] TemplateList output pasted into both prompts
[ ] Apps Script deployed, URL set in nodes
[ ] OAuth credentials & LLM key configured
[ ] /start test passes, PDF link received

🙋‍♂️ Need Help with Customizations?

Reach out for consulting & support on LinkedIn: Özgür Karateke

Full Documentation → Notion

Simple sample template → Template Link

Apps Script source code → Notion Link

Create Custom PDF Documents from Templates with Gemini & Google Drive

This n8n workflow leverages the power of Google Gemini (via LangChain integration) and Google Drive to automate the creation of custom PDF documents from templates. It allows you to dynamically generate personalized documents based on a prompt, store them in Google Drive, and even manage conversational context using a PostgreSQL database.

What it does

This workflow simplifies the process of generating dynamic documents by:

Receiving Chat Messages: It starts by listening for incoming chat messages, acting as the trigger for the document generation process.
Initializing Chat Memory: It sets up a PostgreSQL Chat Memory to maintain conversational context, allowing for multi-turn interactions.
Defining an AI Agent: An AI Agent (Google Gemini Chat Model) is configured to understand the user's request and determine the necessary actions.
Providing a "Create Document" Tool: A "Call n8n Workflow Tool" is defined, which, when invoked by the AI Agent, triggers a sub-workflow responsible for the actual document creation.
Parsing AI Output: A Structured Output Parser extracts relevant data from the AI Agent's response for further processing.
Calling the Document Creation Sub-workflow:
- The sub-workflow is triggered by an "Execute Workflow Trigger" node.
- It uses an "Edit Fields (Set)" node to prepare the data for the document template.
- It makes an "HTTP Request" to a document generation service (e.g., a custom API or another n8n workflow that handles PDF generation).
- It conditionally saves the generated document to Google Drive based on the success of the HTTP request.
- A "Switch" node handles different outcomes of the document generation.

Prerequisites/Requirements

To use this workflow, you will need:

n8n Instance: A running n8n instance.
Google Gemini API Key: For the "Google Gemini Chat Model" node.
Google Drive Account: Configured as a credential in n8n for the "Google Drive" node.
PostgreSQL Database: For the "Postgres Chat Memory" node to store conversational history.
Document Generation Service/API: An endpoint that can take data and generate a PDF document (e.g., a custom service, a dedicated PDF generation API, or another n8n workflow). The "HTTP Request" node in the sub-workflow will call this service.
Sub-workflow for Document Creation: This workflow calls another n8n workflow (referred to as a tool) for the actual document creation. You will need to create and configure this sub-workflow separately, ensuring it has an "Execute Workflow Trigger" and handles the document generation logic.

Setup/Usage

Import the Workflow: Download the provided JSON and import it into your n8n instance.
Configure Credentials:
- Set up your Google Gemini API Key credential for the "Google Gemini Chat Model" node.
- Configure your Google Drive credential for the "Google Drive" node.
- Set up your PostgreSQL credential for the "Postgres Chat Memory" node.
Configure the "Call n8n Workflow Tool":
- In the "Call n8n Workflow Tool" node, specify the Workflow ID of your sub-workflow that handles document creation. This sub-workflow should start with an "Execute Workflow Trigger" node.
Configure the "HTTP Request" Node (in the sub-workflow):
- Update the URL and body of the "HTTP Request" node in your document creation sub-workflow to point to your document generation service and pass the necessary data.
Activate the Workflow: Once configured, activate the main workflow to start listening for chat messages.
Interact via Chat: Send a chat message to the configured "Chat Trigger" endpoint (e.g., via a messaging platform integrated with n8n) with a request like "create a document for [details]". The AI Agent will interpret your request and use the "Create Document" tool to generate and store the PDF.

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