Automate Meeting Minutes Distribution with Google Sheets and Gmail

This n8n workflow streamlines the process of distributing meeting minutes by fetching data from Google Sheets, processing it, and sending personalized emails via Gmail. It's designed to ensure that the right attendees receive the correct meeting summaries promptly.

What it does

1. Triggers Manually: The workflow is initiated manually, allowing you to control when the distribution process begins.
2. Fetches Meeting Data: It connects to a specified Google Sheet to retrieve meeting minutes and attendee information.
3. Processes Data (Placeholder): A "Code" node is included, likely intended for custom logic to format, filter, or transform the data fetched from Google Sheets before email distribution. Note: The current JSON does not contain specific code for this node, so it acts as a placeholder for custom processing.
4. Distributes Minutes via Email: It uses Gmail to send out the processed meeting minutes to the relevant recipients.

Prerequisites/Requirements

• n8n Account/Instance: To run the workflow.
• Google Sheets Account: With a spreadsheet containing your meeting minutes and attendee details.
• Gmail Account: For sending the emails.
• Google OAuth2 Credentials: Configured in n8n for both Google Sheets and Gmail nodes to allow access to your Google services.

Setup/Usage

1. Import the Workflow:
   • Copy the provided JSON code.
   • In your n8n instance, go to "Workflows" and click "New".
   • Click the three dots next to the workflow name and select "Import from JSON".
   • Paste the JSON code and click "Import".
2. Configure Credentials:
   • For the "Google Sheets" node, select or create your Google OAuth2 credentials to connect to your Google Sheets account.
   • For the "Gmail" node, select or create your Google OAuth2 credentials to connect to your Gmail account.
3. Configure Google Sheets Node:
   • Specify the Spreadsheet ID and Sheet Name from which to read the meeting minutes.
   • Adjust the Operation (e.g., "Read All Rows") and other settings as needed to fetch the correct data.
4. Configure Code Node (Customization):
   • Edit the "Code" node to add your specific JavaScript logic. This could include:
     • Filtering rows based on criteria (e.g., date, status).
     • Formatting the meeting minutes content for email.
     • Extracting recipient email addresses from the sheet data.
     • Creating personalized email subjects or bodies.
5. Configure Gmail Node:
   • Set the Recipient Email Address(es). This will likely come from the output of the "Code" node or directly from the Google Sheets data.
   • Define the Subject and Body of the email. You will typically use expressions to dynamically insert meeting details and minutes from previous nodes (e.g., {{ $node["Google Sheets"].json["columnName"] }} or {{ $node["Code"].json["processedMinutes"] }}).
   • Choose the appropriate Operation (e.g., "Send an Email").
6. Execute the Workflow:
   • Click the "Execute Workflow" button on the "When clicking ‘Execute workflow’" node to run the automation.

This workflow provides a solid foundation for automating your meeting minutes distribution, with a flexible "Code" node to tailor the data processing to your exact needs.