Automate Client Onboarding with AI, Google Drive, ClickUp, and Slack

This n8n workflow streamlines the entire client onboarding process, from initial form submission to project setup and team notification. It leverages AI (GPT-4) to intelligently process client information, creates structured project data, sets up tasks in ClickUp, organizes files in Google Drive, and keeps your team informed via Slack, and sends a welcome email via Gmail.

What it does

This workflow automates the following steps:

1. Triggers on Form Submission: Initiates when a new client onboarding form is submitted.
2. Extracts Client Data: Extracts relevant client information from the submitted file (e.g., a PDF or document).
3. Processes with AI (GPT-4): Uses an AI Agent with an OpenAI Chat Model and a Structured Output Parser to extract and structure key client details (e.g., client name, project type, required services) from the extracted text.
4. Creates Project Folder in Google Drive: Automatically creates a dedicated project folder for the new client in Google Drive.
5. Sets Up Tasks in ClickUp: Creates a new task in ClickUp for the client onboarding, populating it with details parsed by the AI.
6. Notifies Team on Slack: Posts a notification to a designated Slack channel, announcing the new client and linking to the relevant ClickUp task and Google Drive folder.
7. Sends Welcome Email: Dispatches a personalized welcome email to the new client using Gmail.
8. Loops for Multiple Items: The "Loop Over Items" node suggests the workflow can handle multiple client onboarding requests in a batch or iterate through complex data structures.
9. Edits Fields: The "Edit Fields (Set)" node allows for data transformation and manipulation at various stages, ensuring data is in the correct format for subsequent nodes.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running instance of n8n.
• n8n Credentials:
  • OpenAI API Key: For the AI Agent and OpenAI Chat Model.
  • Google Drive Account: Configured with appropriate permissions for folder creation.
  • ClickUp Account: With API access for task creation.
  • Slack Account: With a bot or app configured to post messages to a channel.
  • Gmail Account: For sending welcome emails.
• Client Onboarding Form: An n8n Form Trigger configured to receive client submission data.
• Input File: The form submission should include a file (e.g., PDF, document) containing client details that the workflow can extract.

Setup/Usage

1. Import the Workflow: Download the JSON provided and import it into your n8n instance.
2. Configure Credentials:
   • Go to "Credentials" in n8n.
   • Add or update credentials for OpenAI, Google Drive, ClickUp, Slack, and Gmail.
3. Configure the n8n Form Trigger:
   • Open the "On form submission" node.
   • Define the form fields that your clients will submit. Ensure there's a file upload field for the client document.
   • Activate the webhook.
4. Configure AI Agent and Parsers:
   • Review the "AI Agent", "OpenAI Chat Model", and "Structured Output Parser" nodes.
   • Adjust the AI prompts and output schema in the "Structured Output Parser" to accurately extract the specific client data you need.
5. Configure Google Drive:
   • In the "Google Drive" node, specify the parent folder where new client folders should be created.
   • Ensure the folder naming convention uses dynamic data from the AI output (e.g., {{ $json.clientName }} - Onboarding).
6. Configure ClickUp:
   • In the "ClickUp" node, select the workspace, space, and list where new tasks should be created.
   • Map the AI-parsed client data to ClickUp task fields (e.g., task name, description, due date, assignee).
7. Configure Slack:
   • In the "Slack" node, specify the channel where notifications should be posted.
   • Customize the message content to include relevant client details and links.
8. Configure Gmail:
   • In the "Gmail" node, set up the sender, recipient (using client email from AI output), subject, and body of the welcome email.
9. Activate the Workflow: Once all configurations are complete, activate the workflow.

Now, every time a client submits your onboarding form with a document, the workflow will automatically process the information, set up their project, and notify your team!