Personalized Email Mail Merge with Google Sheets and Gmail

This n8n workflow automates the process of sending personalized emails to a list of recipients stored in a Google Sheet, using Gmail. It's designed to help you send bulk emails with custom content for each recipient, such as names, order details, or specific messages, without manual effort.

What it does

1. Triggers on Schedule: The workflow starts on a predefined schedule (e.g., daily, weekly, or at a specific time).
2. Reads Data from Google Sheet: It connects to a specified Google Sheet and retrieves all rows, treating each row as a recipient with personalized data.
3. Applies Filters (Optional): While the current JSON doesn't explicitly define filtering logic, a Filter node is present, indicating the capability to conditionally process recipients based on criteria from the Google Sheet (e.g., only send to recipients with a "Status" of "Pending").
4. Prepares Email Content: A Set node is included, which is typically used to construct or format the email subject and body using data from the Google Sheet. This is where you'd define your personalized email template.
5. Sends Personalized Emails via Gmail: For each filtered recipient, the workflow sends a personalized email using your Gmail account, incorporating the dynamic content prepared in the previous step.

Prerequisites/Requirements

• n8n Instance: A running instance of n8n.
• Google Account: A Google account with access to:
  • Google Sheets: The spreadsheet containing your recipient list and personalized data.
  • Gmail: The email service to send out the personalized emails.
• n8n Google OAuth2 Credential: You will need to set up a Google OAuth2 credential in n8n to connect to both Google Sheets and Gmail.

Setup/Usage

1. Import the Workflow:
   • Download the provided JSON workflow.
   • In your n8n instance, go to "Workflows" and click "New".
   • Click the "Import from JSON" button and paste the workflow JSON or upload the file.
2. Configure Credentials:
   • Locate the "Google Sheets" and "Gmail" nodes.
   • For each, click on the "Credential" field and select your existing Google OAuth2 credential or create a new one. Follow the n8n documentation for setting up Google OAuth2 credentials if you haven't already.
3. Configure Google Sheets Node (Node ID: 18):
   • Specify the "Spreadsheet ID" of your Google Sheet.
   • Enter the "Sheet Name" where your data is located.
   • Ensure the "Operation" is set to "Get All" or similar to retrieve your recipient data.
4. Configure Edit Fields (Set) Node (Node ID: 38):
   • This node is crucial for defining your email content. You will need to add values here to construct your email subject and body. For example:
     • Subject: Hello {{ $json.Name }} - Your Order Update
     • Body: Hi {{ $json.Name }},\n\nThank you for your recent order (ID: {{ $json.OrderID }}). Your item will be shipped soon.\n\nBest regards,\nYour Company
   • Replace Name and OrderID with the actual column headers from your Google Sheet.
5. Configure Filter Node (Node ID: 844) (Optional):
   • If you want to send emails only to specific recipients, configure this node.
   • Add a "Condition" based on a column in your Google Sheet. For example, {{ $json.Status === 'Ready to Send' }}.
6. Configure Gmail Node (Node ID: 356):
   • Set the "Operation" to "Send an Email".
   • In the "To" field, reference the email address column from your Google Sheet (e.g., {{ $json.Email }}).
   • In the "Subject" field, reference the subject prepared in the "Edit Fields" node (e.g., {{ $json.Subject }}).
   • In the "Body" field, reference the body prepared in the "Edit Fields" node (e.g., {{ $json.Body }}).
7. Configure Schedule Trigger (Node ID: 839):
   • Set your desired schedule for when the workflow should run (e.g., once a day, every hour, or at a specific time).
8. Activate the Workflow:
   • Once all configurations are complete, save and activate the workflow. It will now run automatically based on your defined schedule, sending personalized emails.

Note: The "Sticky Note" (Node ID: 565) is for documentation within the workflow and does not affect its execution.