HumationHuman + Automation
Back to Catalog

Automate job post expiry reminders with Google Sheets, HTTP checks & Gmail

WeblineIndiaWeblineIndia
229 views
2/3/2026
AirtableSynchronizationGoogle ContactsData TransformationCRM
Official Page

Job post expiry & refresh reminders from Google Sheets using HTTP Last‑Modified checks

This workflow checks each job URL in your Google Sheet and identifies listings that look stale based on the page’s Last‑Modified date. At 10:00 Asia/Kolkata every day, it requests each URL (HEAD, then GET if needed), calculates the age in days, and sends a polite email reminder to the recruiter when age ≥ a configurable threshold (default 30 days). It includes a DRY_RUN mode to preview who would be emailed, and conservative rate limits for both HTTP requests and email sends.

Who’s it for

  • Recruitment teams maintaining job links on external boards/career sites.
  • Coordinators who want a daily, hands‑off nudge to refresh or unlist outdated posts.
  • Teams using Google Sheets to store job URLs and owner contacts.

How it works

  1. Cron (10:00 IST) triggers daily.
  2. Google Sheets reads the Job Posts tab (job_url, recruiter_name, recruiter_email).
  3. Validate rows (URL + email format, weekend rule via config).
  4. HTTP HEAD to fetch headers; if Last-Modified missing, HTTP GET and parse common meta tags (article:modified_time, og:updated_time, lastmod, dateModified).
  5. Compute age (days since last modified in your configured timezone). If age_days ≥ THRESHOLD_DAYS, prepare a personalized email using templates.
  6. DRY_RUN? If true, output a preview; if false, rate‑limit and send emails via SMTP.

How to set up

  1. Create the Sheet
    • Tab name: Job Posts
    • Columns: job_url, recruiter_name, recruiter_email
  2. Credentials in n8n
    • Google Sheets (OAuth)
    • SMTP (Gmail) (use an app password if 2FA)
  3. Open “Set: Config” and set:
    • SPREADSHEET_ID = your Sheet ID
    • SOURCE_SHEET = Job Posts
    • TIMEZONE = Asia/Kolkata
    • THRESHOLD_DAYS = 30 (change if needed)
    • USER_AGENT = n8n-job-checker/1.0
    • HTTP_TIMEOUT_SECONDS = 10
    • HTTP_RETRIES = 2
    • RATE_LIMIT_HTTP_SECONDS = 5
    • RATE_LIMIT_EMAIL_SECONDS = 2
    • SMTP_FROM = sender email (e.g., hiring-ops@company.com)
    • SUBJECT_TEMPLATE, HTML_TEMPLATE, TEXT_TEMPLATE (placeholders: {{recruiter_name}}, {{job_url}}, {{age_days}}, {{last_modified}})
    • INCLUDE_WEEKENDS = true
    • DRY_RUN = false (set true to preview)
  4. Activate the workflow.

Requirements

  • Google Sheet with Job Posts tab and required columns.
  • SMTP (Gmail) account to send emails.
  • n8n (cloud or self‑hosted) with Google Sheets + SMTP credentials.

How to customize

  • Threshold: Change THRESHOLD_DAYS (e.g., 15, 45).
  • Schedule: Adjust the Cron time from 10:00 IST to your preferred hour.
  • Templates: Edit SUBJECT_TEMPLATE, HTML_TEMPLATE, and TEXT_TEMPLATE.
  • Rate limits: Tune RATE_LIMIT_HTTP_SECONDS and RATE_LIMIT_EMAIL_SECONDS for your environment.
  • Weekend behavior: Toggle INCLUDE_WEEKENDS.
  • Preview runs: Use DRY_RUN=true to check recipients before real sends.

Add‑ons

  • Helper columns: Write back last_modified_http, age_days, reminder_sent_at, last_checked_at, notes to the sheet.
  • Per‑row override: Add threshold_days column to override the global threshold per job.
  • Slack notifications: DM the recruiter or a channel in addition to (or instead of) email.
  • One‑time reminders: Email only once until the page updates (track reminder_sent_at).
  • Robots/backoff: Respect robots.txt or add exponential backoff for high‑traffic sites.

Use Case Examples

  • Career site posts that haven’t been updated in 30+ days. Remind owners to refresh copy or close the listing.
  • Third‑party boards (e.g., niche communities) where Last‑Modified is available — automate hygiene checks.
  • Agency partnership links — ensure outdated roles aren’t left live, protecting brand experience.

Common troubleshooting

| Issue | Possible Cause | Solution | | --- | --- | --- | | No emails sent | DRY_RUN is true | Set DRY_RUN=false to actually send. | | Rows skipped | Invalid/missing job_url or recruiter_email | Fix the row values; ensure valid URL and email. | | “Stale” not detected | Page has no Last-Modified header and no recognizable meta tags | Add manual review; consider the Helper columns add‑on to log missing dates, or track first_seen_at. | | Wrong time math | Timezone mismatch | Confirm TIMEZONE=Asia/Kolkata (or your TZ) in Set: Config. | | Too many requests | Sites rate‑limit frequent checks | Increase RATE_LIMIT_HTTP_SECONDS; consider running less frequently. | | Emails fail to send | SMTP auth or quota issues | Verify SMTP credentials, sender address, and provider limits; try a different sender or schedule. |

Need Help?

If you’d like help tailoring the templates, adding Slack notifications or writing back helper columns for audit, just message us at WeblineIndia and we will be happy to help you get this running smoothly.

Automate Job Post Expiry Reminders with Google Sheets, HTTP Checks, and Gmail

This n8n workflow automates the process of checking job post URLs for their availability and sending email reminders for those that are no longer active, based on data stored in a Google Sheet. It helps ensure that job listings are kept up-to-date and that expired posts are promptly addressed.

What it does

  1. Schedules Execution: The workflow runs on a predefined schedule (e.g., daily, weekly).
  2. Reads Job Data: It retrieves job post information (including URLs and contact emails) from a specified Google Sheet.
  3. Checks Job Post Status: For each job post, it performs an HTTP GET request to the job URL to verify its availability.
  4. Filters Expired Posts: It identifies job posts where the HTTP request returns a status code indicating the page is no longer found (e.g., 404).
  5. Prepares Email Content: For each expired job post, it formats a reminder email containing relevant job details.
  6. Sends Email Reminders: It sends an email to the specified contact person, notifying them that the job post has expired.

Prerequisites/Requirements

  • n8n Account: A running n8n instance.
  • Google Sheets Account: A Google Sheet containing your job post data.
    • The sheet should have columns for at least:
      • Job Title (or similar)
      • Job URL (the URL to check)
      • Contact Email (the email address to send reminders to)
  • Google Sheets Credentials: Configured Google Sheets OAuth2 or API Key credentials in n8n.
  • Gmail Account: A Gmail account configured in n8n for sending emails.
  • Gmail Credentials: Configured Gmail OAuth2 credentials in n8n.

Setup/Usage

  1. Import the Workflow: Import the provided JSON into your n8n instance.
  2. Configure Google Sheets Node (Google Sheets):
    • Select your Google Sheets credential.
    • Specify the Spreadsheet ID and Sheet Name where your job post data is located.
    • Ensure the "Operation" is set to "Read" and "Read All" or similar to retrieve all job posts.
  3. Configure HTTP Request Node (HTTP Request):
    • This node will dynamically use the Job URL from the Google Sheet. No specific configuration is typically needed here beyond ensuring it uses the correct input data.
  4. Configure If Node (If):
    • This node checks the HTTP status code from the previous step.
    • The condition should be set to check if {{ $json.statusCode }} (or similar path to the HTTP status code) is equal to 404 (or other relevant "not found" status codes).
  5. Configure Edit Fields Node (Edit Fields):
    • This node prepares the data for the email. You might want to add or rename fields for clarity in the email.
    • For example, you could create a subject field like: Job Post Expired: {{ $json["Job Title"] }} and a body field with details.
  6. Configure Gmail Node (Gmail):
    • Select your Gmail credential.
    • Set the "To" field to {{ $json["Contact Email"] }}.
    • Set the "Subject" field to the output of the "Edit Fields" node (e.g., {{ $json.subject }}).
    • Set the "Body" field to the output of the "Edit Fields" node (e.g., {{ $json.body }}).
  7. Configure Schedule Trigger (Schedule Trigger):
    • Define how often you want the workflow to run (e.g., "Every Day" at a specific time).
  8. Activate the Workflow: Once all configurations are complete, activate the workflow to start automating your job post expiry reminders.

Related Templates

Two-way property repair management system with Google Sheets & Drive

This workflow automates the repair request process between tenants and building managers, keeping all updates organized in a single spreadsheet. It is composed of two coordinated workflows, as two separate triggers are required — one for new repair submissions and another for repair updates. A Unique Unit ID that corresponds to individual units is attributed to each request, and timestamps are used to coordinate repair updates with specific requests. General use cases include: Property managers who manage multiple buildings or units. Building owners looking to centralize tenant repair communication. Automation builders who want to learn multi-trigger workflow design in n8n. --- ⚙️ How It Works Workflow 1 – New Repair Requests Behind the Scenes: A tenant fills out a Google Form (“Repair Request Form”), which automatically adds a new row to a linked Google Sheet. Steps: Trigger: Google Sheets rowAdded – runs when a new form entry appears. Extract & Format: Collects all relevant form data (address, unit, urgency, contacts). Generate Unit ID: Creates a standardized identifier (e.g., BUILDING-UNIT) for tracking. Email Notification: Sends the building manager a formatted email summarizing the repair details and including a link to a Repair Update Form (which activates Workflow 2). --- Workflow 2 – Repair Updates Behind the Scenes:\ Triggered when the building manager submits a follow-up form (“Repair Update Form”). Steps: Lookup by UUID: Uses the Unit ID from Workflow 1 to find the existing row in the Google Sheet. Conditional Logic: If photos are uploaded: Saves each image to a Google Drive folder, renames files consistently, and adds URLs to the sheet. If no photos: Skips the upload step and processes textual updates only. Merge & Update: Combines new data with existing repair info in the same spreadsheet row — enabling a full repair history in one place. --- 🧩 Requirements Google Account (for Forms, Sheets, and Drive) Gmail/email node connected for sending notifications n8n credentials configured for Google API access --- ⚡ Setup Instructions (see more detail in workflow) Import both workflows into n8n, then copy one into a second workflow. Change manual trigger in workflow 2 to a n8n Form node. Connect Google credentials to all nodes. Update spreadsheet and folder IDs in the corresponding nodes. Customize email text, sender name, and form links for your organization. Test each workflow with a sample repair request and a repair update submission. --- 🛠️ Customization Ideas Add Slack or Telegram notifications for urgent repairs. Auto-create folders per building or unit for photo uploads. Generate monthly repair summaries using Google Sheets triggers. Add an AI node to create summaries/extract relevant repair data from repair request that include long submissions.

Matt@VeraisonLabsBy Matt@VeraisonLabs
208

Automate invoice processing with OCR, GPT-4 & Salesforce opportunity creation

PDF Invoice Extractor (AI) End-to-end pipeline: Watch Drive ➜ Download PDF ➜ OCR text ➜ AI normalize to JSON ➜ Upsert Buyer (Account) ➜ Create Opportunity ➜ Map Products ➜ Create OLI via Composite API ➜ Archive to OneDrive. --- Node by node (what it does & key setup) 1) Google Drive Trigger Purpose: Fire when a new file appears in a specific Google Drive folder. Key settings: Event: fileCreated Folder ID: google drive folder id Polling: everyMinute Creds: googleDriveOAuth2Api Output: Metadata { id, name, ... } for the new file. --- 2) Download File From Google Purpose: Get the file binary for processing and archiving. Key settings: Operation: download File ID: ={{ $json.id }} Creds: googleDriveOAuth2Api Output: Binary (default key: data) and original metadata. --- 3) Extract from File Purpose: Extract text from PDF (OCR as needed) for AI parsing. Key settings: Operation: pdf OCR: enable for scanned PDFs (in options) Output: JSON with OCR text at {{ $json.text }}. --- 4) Message a model (AI JSON Extractor) Purpose: Convert OCR text into strict normalized JSON array (invoice schema). Key settings: Node: @n8n/n8n-nodes-langchain.openAi Model: gpt-4.1 (or gpt-4.1-mini) Message role: system (the strict prompt; references {{ $json.text }}) jsonOutput: true Creds: openAiApi Output (per item): $.message.content → the parsed JSON (ensure it’s an array). --- 5) Create or update an account (Salesforce) Purpose: Upsert Buyer as Account using an external ID. Key settings: Resource: account Operation: upsert External Id Field: taxid_c External Id Value: ={{ $json.message.content.buyer.tax_id }} Name: ={{ $json.message.content.buyer.name }} Creds: salesforceOAuth2Api Output: Account record (captures Id) for downstream Opportunity. --- 6) Create an opportunity (Salesforce) Purpose: Create Opportunity linked to the Buyer (Account). Key settings: Resource: opportunity Name: ={{ $('Message a model').item.json.message.content.invoice.code }} Close Date: ={{ $('Message a model').item.json.message.content.invoice.issue_date }} Stage: Closed Won Amount: ={{ $('Message a model').item.json.message.content.summary.grand_total }} AccountId: ={{ $json.id }} (from Upsert Account output) Creds: salesforceOAuth2Api Output: Opportunity Id for OLI creation. --- 7) Build SOQL (Code / JS) Purpose: Collect unique product codes from AI JSON and build a SOQL query for PricebookEntry by Pricebook2Id. Key settings: pricebook2Id (hardcoded in script): e.g., 01sxxxxxxxxxxxxxxx Source lines: $('Message a model').first().json.message.content.products Output: { soql, codes } --- 8) Query PricebookEntries (Salesforce) Purpose: Fetch PricebookEntry.Id for each Product2.ProductCode. Key settings: Resource: search Query: ={{ $json.soql }} Creds: salesforceOAuth2Api Output: Items with Id, Product2.ProductCode (used for mapping). --- 9) Code in JavaScript (Build OLI payloads) Purpose: Join lines with PBE results and Opportunity Id ➜ build OpportunityLineItem payloads. Inputs: OpportunityId: ={{ $('Create an opportunity').first().json.id }} Lines: ={{ $('Message a model').first().json.message.content.products }} PBE rows: from previous node items Output: { body: { allOrNone:false, records:[{ OpportunityLineItem... }] } } Notes: Converts discount_total ➜ per-unit if needed (currently commented for standard pricing). Throws on missing PBE mapping or empty lines. --- 10) Create Opportunity Line Items (HTTP Request) Purpose: Bulk create OLIs via Salesforce Composite API. Key settings: Method: POST URL: https://<your-instance>.my.salesforce.com/services/data/v65.0/composite/sobjects Auth: salesforceOAuth2Api (predefined credential) Body (JSON): ={{ $json.body }} Output: Composite API results (per-record statuses). --- 11) Update File to One Drive Purpose: Archive the original PDF in OneDrive. Key settings: Operation: upload File Name: ={{ $json.name }} Parent Folder ID: onedrive folder id Binary Data: true (from the Download node) Creds: microsoftOneDriveOAuth2Api Output: Uploaded file metadata. --- Data flow (wiring) Google Drive Trigger → Download File From Google Download File From Google → Extract from File → Update File to One Drive Extract from File → Message a model Message a model → Create or update an account Create or update an account → Create an opportunity Create an opportunity → Build SOQL Build SOQL → Query PricebookEntries Query PricebookEntries → Code in JavaScript Code in JavaScript → Create Opportunity Line Items --- Quick setup checklist 🔐 Credentials: Connect Google Drive, OneDrive, Salesforce, OpenAI. 📂 IDs: Drive Folder ID (watch) OneDrive Parent Folder ID (archive) Salesforce Pricebook2Id (in the JS SOQL builder) 🧠 AI Prompt: Use the strict system prompt; jsonOutput = true. 🧾 Field mappings: Buyer tax id/name → Account upsert fields Invoice code/date/amount → Opportunity fields Product name must equal your Product2.ProductCode in SF. ✅ Test: Drop a sample PDF → verify: AI returns array JSON only Account/Opportunity created OLI records created PDF archived to OneDrive --- Notes & best practices If PDFs are scans, enable OCR in Extract from File. If AI returns non-JSON, keep “Return only a JSON array” as the last line of the prompt and keep jsonOutput enabled. Consider adding validation on parsing.warnings to gate Salesforce writes. For discounts/taxes in OLI: Standard OLI fields don’t support per-line discount amounts directly; model them in UnitPrice or custom fields. Replace the Composite API URL with your org’s domain or use the Salesforce node’s Bulk Upsert for simplicity.

Le NguyenBy Le Nguyen
942

AI-powered code review with linting, red-marked corrections in Google Sheets & Slack

Advanced Code Review Automation (AI + Lint + Slack) Who’s it for For software engineers, QA teams, and tech leads who want to automate intelligent code reviews with both AI-driven suggestions and rule-based linting — all managed in Google Sheets with instant Slack summaries. How it works This workflow performs a two-layer review system: Lint Check: Runs a lightweight static analysis to find common issues (e.g., use of var, console.log, unbalanced braces). AI Review: Sends valid code to Gemini AI, which provides human-like review feedback with severity classification (Critical, Major, Minor) and visual highlights (red/orange tags). Formatter: Combines lint and AI results, calculating an overall score (0–10). Aggregator: Summarizes results for quick comparison. Google Sheets Writer: Appends results to your review log. Slack Notification: Posts a concise summary (e.g., number of issues and average score) to your team’s channel. How to set up Connect Google Sheets and Slack credentials in n8n. Replace placeholders (<YOURSPREADSHEETID>, <YOURSHEETGIDORNAME>, <YOURSLACKCHANNEL_ID>). Adjust the AI review prompt or lint rules as needed. Activate the workflow — reviews will start automatically whenever new code is added to the sheet. Requirements Google Sheets and Slack integrations enabled A configured AI node (Gemini, OpenAI, or compatible) Proper permissions to write to your target Google Sheet How to customize Add more linting rules (naming conventions, spacing, forbidden APIs) Extend the AI prompt for project-specific guidelines Customize the Slack message formatting Export analytics to a dashboard (e.g., Notion or Data Studio) Why it’s valuable This workflow brings realistic, team-oriented AI-assisted code review to n8n — combining the speed of automated linting with the nuance of human-style feedback. It saves time, improves code quality, and keeps your team’s review history transparent and centralized.

higashiyama By higashiyama
90