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Automate incident reporting & alerts with forms, Google Sheets and Gmail

WeblineIndiaWeblineIndia
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2/3/2026
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Incident Reporting & Management Workflow (Form + Google Sheets + Email)

This workflow automates incident reporting and management for operations teams by connecting a public reporting form with real-time logging in Google Sheets and instant alert emails to your support team. Whenever an incident is reported via the n8n form/webhook, all details are saved securely and immediately and the right people are notified the moment issues occur. It's a fast, scalable solution for reliable incident handling.

Who’s It For

  • Renewable energy operators (solar/wind/green energy).
  • Facility and plant managers.
  • Environmental, EHS and safety teams.
  • Technical support and incident response crews.
  • Maintenance & field operations teams.
  • Anyone aiming for compliance-ready, audit-friendly digital issue reporting.

How It Works

  1. Form Submission: An n8n-powered form (or webhook endpoint) receives incident reports, capturing all key details: reporter info, contact, location, date/time, type, severity, actions taken, photos and more.
  2. Log to Google Sheets: Each report is instantly appended as a new row in a secure Google Sheet, creating a searchable, timestamped audit trail.
  3. Email Alert (Gmail): An automatic email with incident summary and critical details lands in the support team’s inbox seconds after submission—ensuring your response is always prompt.
  4. Workflow Automation: These nodes are linked in n8n, enabling no-code/low-code back-end automation for complete visibility and control.

How to Set Up

  1. Import Workflow: In n8n, use "Import from File" to upload the workflow JSON provided.
  2. Edit Configuration:
    • Update form fields as needed (label, validations, options for severity/category).
    • Enter your Google Sheet ID and sharing settings.
    • Configure Gmail/SMTP credentials and recipient address (example: supportteam@mailinator.com or your own team).
  3. Deploy Webhook: Copy your n8n webhook URL and connect it to your reporting interface (form, app, device, etc.).
  4. Activate: Enable the workflow in n8n. Submissions are now handled in real time.
  5. Test: Submit a sample incident to make sure data logs in Google Sheets and the alert email arrives as expected.

Requirements

| Tool | Purpose | |-----------------|-----------------------------------| | n8n Instance | Orchestrates the workflow | | Google Account | To access/use Google Sheets | | Gmail/SMTP | For sending incident alerts | | Incident Source | n8n Form, webhook, app or device|

How to Customize

  • Form Fields: Add/remove fields or validations in the n8n form for organization-specific needs (e.g., add photos, custom categories).
  • Alert Routing: Use IF nodes to send critical alerts via Slack, SMS or escalate to on-call teams based on severity/type.
  • Backend: Replace Google Sheets with Notion, Airtable, PostgreSQL or other databases.
  • Reporting: Add PDF nodes to auto-generate and send report summaries.
  • Integrations: Push incidents to ticketing, asset tracking or calendar scheduling workflows.

Add‑Ons (Optional Extensions)

| Feature | Description | |------------------|------------------------------------------------------| | Slack Alerts | Instantly notify Slack channels on critical issues | | Database Logging | Store reports in SQL/NoSQL systems | | PDF Generation | Email ready-to-use incident reports as PDFs | | Calendar Events | Schedule follow-ups or deadline reminders | | AI Categorization| Auto-classify incidents by severity/type | | Task Creation | Open tickets in Jira, Trello, ClickUp or Asana |

Use Case Examples

  • Field engineers report solar inverter faults with mobile forms.
  • Security personnel log site intrusions, with photos and severity.
  • IoT sensors auto-post equipment failures as incidents.
  • Compliance or EHS teams capture safety observations in real time.
  • Technicians submit maintenance or post-repair issues instantly.

Common Troubleshooting

| Issue | Possible Cause | Solution | |--------------------------|---------------------------------------|----------------------------------------------------------| | Form not triggering | Webhook URL incorrect | Double-check webhook endpoint and method (POST) | | Email not delivered | Wrong SMTP/Gmail credentials | Re-enter credentials or verify SMTP access | | Google Sheets not updated| Sheets ID wrong/missing permissions | Use correct ID, share sheet with service account or make accessible | | Missing report fields in log | Form field names or types mismatched| Align JSON/form data keys with workflow node mappings | | Attachments not saved | Field not set for file type | Review form field definitions and adjust as needed |

Need Help?

Want a tailored setup, advanced automations or powerful add-ons (AI, SLAs, PDF logs, ticketing integration)? Our n8n workflow experts at WeblineIndia are ready to help you engineer seamless incident management for any industry.

👉 Contact WeblineIndia — Your Automation partner for smart preventive maintenance and calendar-driven ops!

n8n Form to Google Sheets and Gmail Incident Reporting

This n8n workflow automates the process of incident reporting and alerts by capturing data from a form, logging it into a Google Sheet, and sending out email notifications via Gmail. It simplifies the creation and management of incident reports, ensuring that all relevant information is recorded and communicated promptly.

What it does

  1. Listens for Form Submissions: The workflow is triggered whenever a new submission is made to an n8n form.
  2. Logs Data to Google Sheets: Upon receiving a form submission, the workflow extracts the submitted data and appends it as a new row to a specified Google Sheet. This centralizes incident data for tracking and analysis.
  3. Sends Email Alerts via Gmail: After logging the incident, the workflow composes and sends an email notification using Gmail. This email can be configured to alert relevant stakeholders about the new incident, including key details from the form submission.

Prerequisites/Requirements

  • n8n Instance: A running instance of n8n.
  • Google Sheets Account: A Google account with access to Google Sheets. You will need to create a new spreadsheet or identify an existing one where incident data will be logged.
  • Gmail Account: A Google account with access to Gmail for sending email alerts.
  • n8n Credentials:
    • Google Sheets Credential: An OAuth 2.0 credential for Google Sheets configured in n8n.
    • Gmail Credential: An OAuth 2.0 credential for Gmail configured in n8n.

Setup/Usage

  1. Import the Workflow:
    • Copy the provided JSON code.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the "Import from JSON" button and paste the workflow JSON.
  2. Configure the On form submission Trigger:
    • Open the "On form submission" node.
    • Define the fields for your incident report form (e.g., Incident Title, Description, Severity, Reporter Email).
    • Activate the workflow to generate the public form URL. Share this URL with your team for incident reporting.
  3. Configure the Google Sheets Node:
    • Open the "Google Sheets" node.
    • Select your Google Sheets credential.
    • Specify the "Spreadsheet ID" and "Sheet Name" where you want to log the incident data.
    • Map the data from the "On form submission" node to the appropriate columns in your Google Sheet.
  4. Configure the Gmail Node:
    • Open the "Gmail" node.
    • Select your Gmail credential.
    • Set the "To" email address(es) for who should receive incident alerts.
    • Customize the "Subject" and "Body" of the email using expressions to include dynamic data from the form submission (e.g., {{ $json.IncidentTitle }} or {{ $json.Description }}).
  5. Activate the Workflow: Once all nodes are configured, activate the workflow.

Now, every time someone submits the n8n form, the incident details will be automatically added to your Google Sheet and an alert email will be sent via Gmail.

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