{ "meta": { "templateCredsSetupCompleted": true }, "nodes": [ { "id": "0798c2b1-7ed5-45ce-a26c-2e8f7ada6a43", "name": "Parse Form Data", "type": "n8n-nodes-base.code", "position": [ -864, -16 ], "parameters": { "jsCode": "// Parse form data and prepare for processing\nconst formData = $input.first().json;\n\nreturn {\n json: {\n submissionId: formData.submissionID || Date.now().toString(),\n employeeName: formData.employeeName || formData.q3_employeeName,\n employeeEmail: formData.employeeEmail || formData.q4_employeeEmail,\n employeeId: formData.employeeId || formData.q5_employeeId,\n amount: parseFloat(formData.amount || formData.q6_amount),\n category: formData.category || formData.q7_category,\n merchant: formData.merchant || formData.q8_merchant,\n date: formData.date || formData.q9_date,\n description: formData.description || formData.q10_description,\n receiptUrl: formData.receiptUrl || formData.q11_receipt,\n submittedAt: new Date().toISOString()\n }\n};" }, "typeVersion": 2 }, { "id": "df2085e9-dc08-4f25-a99e-009e2340b47c", "name": "Validate Policy", "type": "n8n-nodes-base.code", "position": [ -672, -16 ], "parameters": { "jsCode": "// Company policy rules and validation\nconst data = $input.first().json;\n\nconst policy = {\n maxAmounts: {\n meals: 75,\n travel: 500,\n office_supplies: 200,\n software: 1000,\n entertainment: 150,\n other: 100\n },\n approvedCategories: ['meals', 'travel', 'office_supplies', 'software', 'entertainment'],\n autoApproveThreshold: 100,\n managerApprovalThreshold: 500\n};\n\nconst amount = data.amount;\nconst category = data.category;\n\nlet policyViolations = [];\nlet requiresApproval = 'auto';\n\nif (!policy.approvedCategories.includes(category)) {\n policyViolations.push('Category not approved');\n}\n\nif (policy.maxAmounts[category] && amount > policy.maxAmounts[category]) {\n policyViolations.push('Amount exceeds category limit');\n}\n\nif (amount < policy.autoApproveThreshold && policyViolations.length === 0) {\n requiresApproval = 'auto';\n} else if (amount >= policy.autoApproveThreshold && amount < policy.managerApprovalThreshold) {\n requiresApproval = 'manager';\n} else if (amount >= policy.managerApprovalThreshold) {\n requiresApproval = 'director';\n}\n\nreturn {\n json: {\n ...data,\n policyViolations: policyViolations,\n isCompliant: policyViolations.length === 0,\n requiresApproval: requiresApproval,\n status: 'pending'\n }\n};" }, "typeVersion": 2 }, { "id": "4ac52b34-7a64-49f5-b368-43d8b99bcab3", "name": "Check Violations", "type": "n8n-nodes-base.if", "position": [ -464, -16 ], "parameters": { "options": {}, "conditions": { "options": { "version": 1, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "condition1", "operator": { "type": "number", "operation": "equals" }, "leftValue": "={{ $json.policyViolations.length }}", "rightValue": 0 } ] } }, "typeVersion": 2 }, { "id": "9d132c2f-7f99-4b36-b543-27131702460c", "name": "Set Rejection", "type": "n8n-nodes-base.set", "position": [ -272, 144 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "status", "name": "status", "type": "string", "value": "rejected" }, { "id": "rejectionReason", "name": "rejectionReason", "type": "string", "value": "=Policy violations: {{ $json.policyViolations.join(', ') }}" } ] } }, "typeVersion": 3.3 }, { "id": "47566677-5342-4b26-9974-793526a59bd9", "name": "Route Auto", "type": "n8n-nodes-base.if", "position": [ -272, -176 ], "parameters": { "options": {}, "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "condition1", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.requiresApproval }}", "rightValue": "auto" } ] } }, "typeVersion": 2 }, { "id": "c0b971bc-a5ce-48b6-978c-54ae02112505", "name": "Auto Approve", "type": "n8n-nodes-base.set", "position": [ -64, -272 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "status", "name": "status", "type": "string", "value": "approved" }, { "id": "approvedBy", "name": "approvedBy", "type": "string", "value": "System (Auto-Approved)" }, { "id": "approvedAt", "name": "approvedAt", "type": "string", "value": "={{ new Date().toISOString() }}" } ] } }, "typeVersion": 3.3 }, { "id": "eef387ab-bee8-4570-8cca-26ccbd30abeb", "name": "Route Manager", "type": "n8n-nodes-base.if", "position": [ -64, -80 ], "parameters": { "options": {}, "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "condition1", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.requiresApproval }}", "rightValue": "manager" } ] } }, "typeVersion": 2 }, { "id": "74152681-2cf6-4e76-aabb-87ae00a86048", "name": "Slack Manager", "type": "n8n-nodes-base.slack", "position": [ 144, -224 ], "parameters": { "text": "=New Expense Approval Required\nEmployee: {{ $json.employeeName }}\nAmount: ${{ $json.amount }}\nCategory: {{ $json.category }}", "select": "channel", "channelId": { "__rl": true, "mode": "list", "value": "C01234567" }, "otherOptions": {} }, "credentials": { "slackApi": { "name": "" } }, "typeVersion": 2.1 }, { "id": "e05fba8b-60e5-4438-9f7a-cd828bace8b8", "name": "Slack Director", "type": "n8n-nodes-base.slack", "position": [ 144, -16 ], "parameters": { "text": "=High-Value Expense - Director Approval\nEmployee: {{ $json.employeeName }}\nAmount: ${{ $json.amount }}\nCategory: {{ $json.category }}", "select": "channel", "channelId": { "__rl": true, "mode": "list", "value": "C98765432" }, "otherOptions": {} }, "credentials": { "slackApi": { "name": "" } }, "typeVersion": 2.1 }, { "id": "b7a58104-fc21-485a-8c93-edb1dc253b2b", "name": "Log to Sheets", "type": "n8n-nodes-base.googleSheets", "position": [ 336, -64 ], "parameters": { "columns": { "value": {}, "schema": [], "mappingMode": "autoMapInputData", "matchingColumns": [ "submissionId" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "list", "value": "Sheet1" }, "documentId": { "__rl": true, "mode": "list", "value": "YOUR_GOOGLE_SHEET_ID" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.4 }, { "id": "1af29bbe-b3ee-42ee-91a9-388b70659c48", "name": "Is Approved", "type": "n8n-nodes-base.if", "position": [ 544, -64 ], "parameters": { "options": {}, "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "condition1", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.status }}", "rightValue": "approved" } ] } }, "typeVersion": 2 }, { "id": "0e8c5d12-fee3-4c7d-bc16-77a79e39befe", "name": "Rejection Email", "type": "n8n-nodes-base.gmail", "position": [ 752, 0 ], "parameters": { "sendTo": "={{ $json.employeeEmail }}", "message": "=Hi, Your expense for {{ $json.amount}} has been rejected as it did not matches with the company's validation policy.", "options": {}, "subject": "=Expense Rejected - ${{ $json.amount }}" }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.1 }, { "id": "1b5d88c6-fe8f-4984-9e9e-19789ba76c60", "name": "Approved", "type": "n8n-nodes-base.gmail", "position": [ 752, -192 ], "parameters": { "sendTo": "={{ $json.employeeEmail }}", "message": "Hi, Your expense for {{ $json.Amount }} has been approved", "options": {}, "subject": "=Expense Approved - ${{ $json.amount }}" }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.1 }, { "id": "6382a19b-08de-4466-9013-696d5ffac4db", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -1200, -208 ], "parameters": { "height": 432, "content": "\ud83d\udce9 Trigger: New Expense Submission\nCaptures employee expense details \nand receipt upload from Jotform.\nCreate your form for free on [Jotform using this link](https://www.jotform.com/?partner=mediajade) \n" }, "typeVersion": 1 }, { "id": "5b890f09-277e-41e6-9628-dd6907b14e5f", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -912, -160 ], "parameters": { "width": 192, "content": "\ud83e\uddfe Parse & Normalize Data\nExtracts key fields (name, email, amount, \ncategory, merchant, receipt URL) \nfor further processing.\n" }, "typeVersion": 1 }, { "id": "fe3ea799-b6f3-48f4-bbc4-96623e1e8256", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ -720, 112 ], "parameters": { "width": 208, "height": 192, "content": "\u2699\ufe0f Policy Validation\nChecks compliance against company rules:\n- Allowed categories\n- Max amount limits\n- Auto/Manager/Director approval routing\n" }, "typeVersion": 1 }, { "id": "11112b1f-af67-4c7c-86cc-b4ccfe83a249", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ -512, -160 ], "parameters": { "width": 176, "content": "\ud83d\udeab Compliance Check\nIf violations exist \u2192 reject\nElse \u2192 continue for approval routing\n" }, "typeVersion": 1 }, { "id": "054e826f-590f-4de0-8ccd-d299d2f6e044", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ -288, -368 ], "parameters": { "width": 576, "height": 496, "content": "\u26a1 Routing Decision\nDetermines if expense should be:\n- Auto-approved\n- Sent for manager approval\n- Sent for director approval\n" }, "typeVersion": 1 }, { "id": "6ebce30b-f8d7-4bf2-bdf3-6f33b8363a55", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 320, -224 ], "parameters": { "width": 208, "height": 384, "content": "\ud83d\udcca Audit Logging\nAppends expense status, \napprover details, and decision \nto Google Sheets for tracking.\n" }, "typeVersion": 1 }, { "id": "f5e44753-7705-41e1-bdac-0158deea26ab", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ 544, -384 ], "parameters": { "width": 384, "height": 576, "content": "\ud83d\udd0d Approval Check\nBranches workflow to send \napproval or rejection emails \nbased on final status.\n" }, "typeVersion": 1 }, { "id": "2eb6d9f2-7f9d-453f-a548-cf2660f7248c", "name": "Jotform Trigger", "type": "n8n-nodes-base.jotFormTrigger", "position": [ -1120, -16 ], "parameters": { "form": "252860582136459" }, "credentials": { "jotFormApi": { "name": "" } }, "typeVersion": 1 } ], "connections": { "Route Auto": { "main": [ [ { "node": "Auto Approve", "type": "main", "index": 0 } ], [ { "node": "Route Manager", "type": "main", "index": 0 } ] ] }, "Is Approved": { "main": [ [ { "node": "Approved", "type": "main", "index": 0 } ], [ { "node": "Rejection Email", "type": "main", "index": 0 } ] ] }, "Auto Approve": { "main": [ [ { "node": "Log to Sheets", "type": "main", "index": 0 } ] ] }, "Log to Sheets": { "main": [ [ { "node": "Is Approved", "type": "main", "index": 0 } ] ] }, "Route Manager": { "main": [ [ { "node": "Slack Manager", "type": "main", "index": 0 } ], [ { "node": "Slack Director", "type": "main", "index": 0 } ] ] }, "Set Rejection": { "main": [ [ { "node": "Log to Sheets", "type": "main", "index": 0 } ] ] }, "Slack Manager": { "main": [ [ { "node": "Log to Sheets", "type": "main", "index": 0 } ] ] }, "Slack Director": { "main": [ [ { "node": "Log to Sheets", "type": "main", "index": 0 } ] ] }, "Jotform Trigger": { "main": [ [ { "node": "Parse Form Data", "type": "main", "index": 0 } ] ] }, "Parse Form Data": { "main": [ [ { "node": "Validate Policy", "type": "main", "index": 0 } ] ] }, "Validate Policy": { "main": [ [ { "node": "Check Violations", "type": "main", "index": 0 } ] ] }, "Check Violations": { "main": [ [ { "node": "Route Auto", "type": "main", "index": 0 } ], [ { "node": "Set Rejection", "type": "main", "index": 0 } ] ] } } }