n8n Workflow: Dropbox Backup Management with Airtable Integration

This n8n workflow provides a framework for managing Dropbox backups and integrating their status with Airtable. It's designed to be a starting point for more complex backup management systems, allowing for scheduled checks and conditional actions based on the presence of backup files.

What it does

This workflow outlines the following steps, which can be extended and customized:

1. Starts Manually or on Schedule: The workflow can be triggered manually or configured to run on a schedule (e.g., daily, weekly) using the Cron node.
2. Reads from Airtable: It connects to Airtable, likely to retrieve a list of expected backups or their last known status.
3. Loops Through Airtable Records: Each record from Airtable is processed individually.
4. Checks Dropbox for Files: For each record, it attempts to find a corresponding file in Dropbox.
5. Conditional Logic: It uses an IF node to check if a file was found in Dropbox.
6. Handles Found Files: If a file is found, it proceeds to a "No Operation" node, which can be replaced with logic to update Airtable, send notifications, or perform further processing.
7. Handles Missing Files: If a file is not found, it proceeds to a "No Operation" node, which can be replaced with logic to send alerts, create tasks in Airtable, or trigger a re-backup process.
8. Prepares Data (Edit Fields): A "Set" node is included, likely for transforming or adding data before further processing or updating Airtable.
9. Converts Binary Data: A "Convert to/from binary data" node is present, suggesting potential handling of file content, though its specific use in this template is open to customization.
10. Makes HTTP Requests: An "HTTP Request" node is included, allowing for interaction with external APIs, which could be used for advanced notifications or triggering other systems.

Prerequisites/Requirements

• n8n Instance: A running n8n instance.
• Airtable Account: An Airtable account with a base and table configured to store backup information.
• Dropbox Account: A Dropbox account with relevant files and folders.
• n8n Credentials: Configured credentials for:
  • Airtable
  • Dropbox

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials:
   • Update the "Airtable" node with your Airtable API Key and Base ID.
   • Update the "Dropbox" node with your Dropbox access token.
3. Customize Airtable Read: Configure the "Airtable" node to read the specific table and view that contains your backup records.
4. Customize Dropbox Search: In the "Dropbox" node, configure the search parameters (e.g., file path, filename patterns) to match the expected backup files based on the data from Airtable.
5. Define Conditional Logic: Adjust the "If" node's conditions to accurately determine if a backup file was successfully found or not.
6. Implement Actions for Found/Missing Files:
   • Replace the "No Operation, do nothing" nodes on both the true and false branches of the "If" node with your desired actions (e.g., "Airtable" node to update a record's status, "Email" node to send a notification, "Slack" node to post an alert).
7. Configure Schedule (Optional): If you want the workflow to run automatically, configure the "Cron" node with your desired schedule (e.g., 0 9 * * * for 9 AM daily).
8. Activate the Workflow: Save and activate the workflow in n8n.