Automate Property Maintenance Requests with GPT-4o Mini, Jotform, and Gmail

This n8n workflow streamlines the property maintenance request process by integrating Jotform, GPT-4o Mini for intelligent categorization, Google Sheets for logging, and Gmail for communication. It automates the intake, classification, and notification steps, reducing manual effort and speeding up response times for maintenance issues.

What it does

1. Monitors Jotform Submissions: Listens for new property maintenance requests submitted via a Jotform form.
2. Extracts and Processes Data: Takes the submitted form data, specifically the "Issue Description" field.
3. Intelligent Categorization with AI: Uses an OpenAI Chat Model (GPT-4o Mini) and an AI Agent to analyze the issue description and categorize it (e.g., "Plumbing", "Electrical", "Structural", "Appliance", "HVAC", "Pest Control", "General Repair", "Other"). It also extracts a concise summary and suggests a priority level (Low, Medium, High).
4. Formats Data: Prepares the extracted and categorized data for storage and email.
5. Logs to Google Sheets: Appends the categorized maintenance request details (description, category, priority, summary, and original submission time) to a specified Google Sheet.
6. Conditional Email Notification:
   • High Priority: If the AI categorizes the issue as "High" priority, it sends an immediate email notification to a designated recipient (e.g., a property manager or emergency contact) with all the relevant details.
   • Other Priorities: For "Low" or "Medium" priority issues, it logs the request to Google Sheets but does not send an immediate email, allowing for batch processing or later review.

Prerequisites/Requirements

• n8n Instance: A running instance of n8n.
• Jotform Account: A Jotform account with a form set up to collect maintenance requests.
• OpenAI API Key: An API key for OpenAI, configured for the gpt-4o-mini model. This will be used by the "OpenAI Chat Model" credential.
• Google Account: A Google account with access to Google Sheets. You will need to create a new spreadsheet or use an existing one for logging maintenance requests.
• Gmail Account: A Gmail account configured as a credential in n8n for sending email notifications.

Setup/Usage

1. Import the Workflow: Import the provided JSON into your n8n instance.
2. Configure Jotform Trigger:
   • Select your Jotform credential.
   • Choose the specific form you want to monitor for maintenance requests.
   • Set the trigger to "On New Submission".
3. Configure OpenAI Chat Model:
   • Select your OpenAI credential. Ensure it has access to gpt-4o-mini.
4. Configure AI Agent:
   • Review the prompt to ensure it aligns with your desired categorization and summarization.
   • The current prompt instructs the AI to categorize into "Plumbing", "Electrical", "Structural", "Appliance", "HVAC", "Pest Control", "General Repair", "Other" and assign a priority (Low, Medium, High).
5. Configure Google Sheets Node:
   • Select your Google Sheets credential.
   • Specify the "Spreadsheet ID" and "Sheet Name" where you want to log the maintenance requests.
   • Ensure the column headers in your Google Sheet match the data being sent by the workflow (e.g., "Timestamp", "Description", "Category", "Priority", "Summary").
6. Configure Gmail Node (for High Priority):
   • Select your Gmail credential.
   • Set the "To" address for high-priority notifications (e.g., property.manager@example.com).
   • Customize the "Subject" and "Body" of the email to include relevant details from the maintenance request.
7. Activate the Workflow: Once all credentials and nodes are configured, activate the workflow to start processing maintenance requests automatically.