Automate Dental Appointment Management with AI Assistant & Email Notifications

This n8n workflow streamlines the process of managing dental appointments by leveraging AI to process incoming requests and sending automated email notifications. It acts as an intelligent assistant, reading appointment details from a Google Sheet, making a decision based on the input, and then notifying the relevant parties via email.

What it does

This workflow automates the following steps:

1. Receives a Trigger: The workflow is initiated by an external webhook call, likely indicating a new appointment request or update.
2. Reads Appointment Data: It retrieves appointment details from a specified Google Sheet.
3. Processes with AI Agent: An AI Agent (powered by Langchain's plan-and-execute capabilities and an OpenRouter Chat Model) analyzes the appointment data.
4. Makes a Decision: Based on the AI's analysis, an If node evaluates a condition.
5. Sends Email Notification (Conditional): If the condition is met (e.g., appointment confirmed, specific action required), it sends an email using Gmail.
6. Responds to Webhook: It sends a response back to the initiating webhook, indicating the status or outcome of the processing.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance to host and execute the workflow.
• Google Sheets Account: Configured with a sheet containing your dental appointment data.
• Gmail Account: For sending email notifications.
• OpenRouter API Key: For the OpenRouter Chat Model used by the AI Agent.
• Langchain Credentials: If specific Langchain credentials are required beyond the OpenRouter key.

Setup/Usage

1. Import the Workflow:
   • Download the provided JSON file for this workflow.
   • In your n8n instance, go to "Workflows" and click "New".
   • Click the three dots in the top right corner and select "Import from JSON".
   • Paste the workflow JSON or upload the file.
2. Configure Credentials:
   • Google Sheets: Set up your Google Sheets credential. You'll need to grant n8n access to your Google account.
   • Gmail: Set up your Gmail credential, granting n8n permission to send emails on your behalf.
   • OpenRouter Chat Model: Configure your OpenRouter API key within the "OpenRouter Chat Model" node.
3. Configure Nodes:
   • Webhook: The "Webhook" node will provide a unique URL. This URL is where your external system (e.g., a form submission, another application) should send its trigger requests.
   • Google Sheets: Update the "Google Sheets" node to point to your specific spreadsheet and sheet name where appointment data is stored.
   • AI Agent: Review the configuration of the "AI Agent" node. You may need to customize the prompt or instructions given to the AI to ensure it makes decisions relevant to your dental appointment management.
   • If: Adjust the condition in the "If" node to match your decision-making logic (e.g., checking for a specific status from the AI, a particular keyword in the appointment details).
   • Gmail: Customize the "Gmail" node with recipient email addresses, subject lines, and email body content for your notifications. You can dynamically insert data from previous nodes using expressions.
4. Activate the Workflow: Once configured, activate the workflow to make it live and ready to receive triggers.