Automate Client Onboarding with GPT-4o Mini, Asana, Slack, Google Drive, and Gmail

This n8n workflow streamlines the client onboarding process by leveraging AI to generate personalized content and integrate with various productivity tools. It automates the creation of tasks, communication, and document management, ensuring a smooth and efficient onboarding experience for new clients.

What it does

This workflow performs the following key steps:

1. Triggers on Form Submission: Initiates the workflow when a new client onboarding request is submitted via an n8n form.
2. Extracts Client Information: Processes the submitted form data to extract relevant client details.
3. Loops Through Client Data: Iterates over each client entry, allowing for individual processing.
4. Generates Onboarding Content with AI: Utilizes an OpenAI Chat Model (GPT-4o Mini) and a Structured Output Parser to generate a comprehensive onboarding plan, including:
   • A welcome email draft.
   • Asana task descriptions.
   • Slack messages for internal team communication.
   • Google Drive folder structure suggestions.
5. Creates Asana Tasks: Automatically creates new tasks in Asana based on the AI-generated plan, assigning them to the relevant team members.
6. Notifies Team on Slack: Posts a summary of the new client and their onboarding plan to a designated Slack channel, keeping the team informed.
7. Creates Google Drive Folders: Sets up a dedicated client folder structure in Google Drive for document storage and collaboration.
8. Sends Welcome Email: Drafts and sends a personalized welcome email to the new client using Gmail, incorporating the AI-generated content.
9. Organizes Data: Edits and sets fields to ensure data consistency and prepares items for subsequent steps.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Asana Account: With appropriate permissions to create tasks.
• Slack Account: With an incoming webhook or bot integration to post messages.
• Google Drive Account: With permissions to create folders and manage files.
• Gmail Account: With permissions to send emails.
• OpenAI API Key: For the OpenAI Chat Model (GPT-4o Mini or another compatible model).
• n8n Form: A pre-configured n8n form to trigger the workflow.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials:
   • Set up your Asana credentials.
   • Configure your Slack credentials.
   • Set up your Google Drive credentials.
   • Configure your Gmail credentials.
   • Add your OpenAI API Key to the OpenAI Chat Model node.
3. Configure Nodes:
   • On form submission (Form Trigger): Ensure your n8n form is correctly set up to capture client onboarding details.
   • AI Agent (LangChain Agent): Review the prompt and tools to ensure they align with your desired onboarding content generation.
   • OpenAI Chat Model: Select your preferred OpenAI model (e.g., gpt-4o-mini) and configure any other model parameters.
   • Structured Output Parser: Verify the output schema matches the expected structure of the AI-generated content.
   • Asana: Configure the specific project, task types, and assignees.
   • Slack: Specify the channel where notifications should be posted.
   • Google Drive: Define the parent folder and the naming convention for new client folders.
   • Gmail: Customize the sender, subject, and body of the welcome email, using expressions to pull in AI-generated content.
4. Activate the Workflow: Once all credentials and configurations are set, activate the workflow.

Now, every time a new client onboarding form is submitted, the workflow will automatically generate the necessary content, create tasks, send notifications, set up folders, and send a welcome email, significantly reducing manual effort and ensuring consistency.