{ "id": "L87pnGIo6Q1Bmxwe", "name": "Automated Client Onboarding and Task Assignment System", "tags": [], "nodes": [ { "id": "07bd105b-1190-44d1-93e1-c053ee21f3ed", "name": "New Client Intake Form", "type": "n8n-nodes-base.webhook", "position": [ 128, 128 ], "parameters": { "path": "client-intake", "options": {}, "httpMethod": "POST", "responseMode": "lastNode" }, "typeVersion": 2.1 }, { "id": "041c6d4d-0ecb-403b-aefa-69170c5a64bb", "name": "Workflow Configuration", "type": "n8n-nodes-base.set", "position": [ 352, 128 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "id-1", "name": "strategyConsultantChannel", "type": "string", "value": "<__PLACEHOLDER_VALUE__Slack channel ID for Strategy consultant__>" }, { "id": "id-2", "name": "managementConsultantChannel", "type": "string", "value": "<__PLACEHOLDER_VALUE__Slack channel ID for Management consultant__>" }, { "id": "id-3", "name": "itConsultantChannel", "type": "string", "value": "<__PLACEHOLDER_VALUE__Slack channel ID for IT consultant__>" }, { "id": "id-4", "name": "googleSheetId", "type": "string", "value": "<__PLACEHOLDER_VALUE__Google Sheets spreadsheet ID__>" }, { "id": "id-5", "name": "crmApiUrl", "type": "string", "value": "<__PLACEHOLDER_VALUE__CRM API endpoint URL__>" } ] }, "includeOtherFields": true }, "typeVersion": 3.4 }, { "id": "872fa072-fb08-4d98-a8bd-1e9d204ccc69", "name": "Normalize Client Data", "type": "n8n-nodes-base.set", "position": [ 576, 128 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "id-1", "name": "clientName", "type": "string", "value": "={{ $json.body.name || $json.body.clientName || '' }}" }, { "id": "id-2", "name": "clientEmail", "type": "string", "value": "={{ $json.body.email || $json.body.clientEmail || '' }}" }, { "id": "id-3", "name": "projectType", "type": "string", "value": "={{ $json.body.projectType || $json.body.project_type || '' }}" }, { "id": "id-4", "name": "company", "type": "string", "value": "={{ $json.body.company || '' }}" }, { "id": "id-5", "name": "phone", "type": "string", "value": "={{ $json.body.phone || '' }}" } ] }, "includeOtherFields": true }, "typeVersion": 3.4 }, { "id": "cf830242-4087-4ea3-be16-9db5856bc8cb", "name": "Generate Onboarding Checklist", "type": "@n8n/n8n-nodes-langchain.openAi", "position": [ 800, 128 ], "parameters": { "modelId": { "__rl": true, "mode": "id", "value": "gpt-4o-mini" }, "options": { "instructions": "You are an expert consultant onboarding assistant. Based on the client information and project type provided, generate:\n\n1. A comprehensive onboarding checklist (5-8 items) tailored to the project type\n2. First 3-5 actionable tasks to get started\n3. Key deliverables and milestones\n\nFormat your response as JSON with the following structure:\n{\n \"checklist\": [\"item1\", \"item2\", ...],\n \"firstTasks\": [\"task1\", \"task2\", ...],\n \"deliverables\": [\"deliverable1\", \"deliverable2\", ...]\n}\n\nTailor recommendations based on project type:\n- Strategy: Focus on analysis, planning, and strategic frameworks\n- Management: Focus on process optimization, team coordination, and implementation\n- IT: Focus on technical requirements, system architecture, and development phases" }, "responses": { "values": [ { "content": "=Client Name: {{ $json.clientName }}\nProject Type: {{ $json.projectType }}\nCompany: {{ $json.company }}\n\nGenerate a customized onboarding checklist and first tasks for this client." } ] }, "builtInTools": {} }, "credentials": { "openAiApi": { "name": "" } }, "typeVersion": 2.1 }, { "id": "4058e287-b8ef-45a3-aa34-f40b821430ec", "name": "Route by Project Type", "type": "n8n-nodes-base.switch", "position": [ 1152, 112 ], "parameters": { "rules": { "values": [ { "outputKey": "Strategy", "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.projectType }}", "rightValue": "Strategy" } ] }, "renameOutput": true }, { "outputKey": "Management", "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.projectType }}", "rightValue": "Management" } ] }, "renameOutput": true }, { "outputKey": "IT", "conditions": { "options": { "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.projectType }}", "rightValue": "IT" } ] }, "renameOutput": true } ] }, "options": {} }, "typeVersion": 3.4 }, { "id": "f748b31b-de13-4824-9465-af7f180867c3", "name": "Log to Google Sheets - Strategy", "type": "n8n-nodes-base.googleSheets", "position": [ 1376, -64 ], "parameters": { "columns": { "value": null, "schema": [], "mappingMode": "autoMapInputData", "matchingColumns": [ "Email" ] }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "name", "value": "Strategy Clients" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Workflow Configuration').first().json.googleSheetId }}" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.7 }, { "id": "cb790008-0f9a-4525-a133-6fe29f529b87", "name": "Log to Google Sheets - Management", "type": "n8n-nodes-base.googleSheets", "position": [ 1376, 128 ], "parameters": { "columns": { "value": null, "schema": [], "mappingMode": "autoMapInputData", "matchingColumns": [ "Email" ] }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "name", "value": "Management Clients" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Workflow Configuration').first().json.googleSheetId }}" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.7 }, { "id": "3dfcd637-6395-4fb9-99fd-224d3a498ebd", "name": "Log to Google Sheets - IT", "type": "n8n-nodes-base.googleSheets", "position": [ 1376, 320 ], "parameters": { "columns": { "value": null, "schema": [], "mappingMode": "autoMapInputData", "matchingColumns": [ "Email" ] }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "name", "value": "IT Clients" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Workflow Configuration').first().json.googleSheetId }}" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.7 }, { "id": "be157be1-bdf8-4c9e-9a98-c9c393b962e8", "name": "Notify Strategy Consultant", "type": "n8n-nodes-base.slack", "position": [ 1600, -64 ], "parameters": { "text": "=\ud83c\udfaf *New Strategy Client Assigned*\n\n*Client:* {{ $json.clientName }}\n*Company:* {{ $json.company }}\n*Email:* {{ $json.clientEmail }}\n*Phone:* {{ $json.phone }}\n\n*Onboarding Checklist:*\n{{ $json.message.content ? JSON.parse($json.message.content).checklist.map((item, i) => `${i+1}. ${item}`).join(\"\\n\") : \"See full details in Google Sheets\" }}\n\n*First Tasks:*\n{{ $json.message.content ? JSON.parse($json.message.content).firstTasks.map((item, i) => `${i+1}. ${item}`).join(\"\\n\") : \"See full details in Google Sheets\" }}", "select": "channel", "channelId": { "__rl": true, "mode": "id", "value": "={{ $('Workflow Configuration').first().json.strategyConsultantChannel }}" }, "otherOptions": {} }, "typeVersion": 2.4 }, { "id": "772b5298-b5f2-4cf3-b67c-ffa66117c483", "name": "Notify Management Consultant", "type": "n8n-nodes-base.slack", "position": [ 1600, 128 ], "parameters": { "text": "=\ud83d\udcca *New Management Client Assigned*\n\n*Client:* {{ $json.clientName }}\n*Company:* {{ $json.company }}\n*Email:* {{ $json.clientEmail }}\n*Phone:* {{ $json.phone }}\n\n*Onboarding Checklist:*\n{{ $json.message.content ? JSON.parse($json.message.content).checklist.map((item, i) => `${i+1}. ${item}`).join(\"\\n\") : \"See full details in Google Sheets\" }}\n\n*First Tasks:*\n{{ $json.message.content ? JSON.parse($json.message.content).firstTasks.map((item, i) => `${i+1}. ${item}`).join(\"\\n\") : \"See full details in Google Sheets\" }}", "select": "channel", "channelId": { "__rl": true, "mode": "id", "value": "={{ $('Workflow Configuration').first().json.managementConsultantChannel }}" }, "otherOptions": {} }, "typeVersion": 2.4 }, { "id": "bcea8b2e-1734-47b2-9e98-da4aff1c8c99", "name": "Notify IT Consultant", "type": "n8n-nodes-base.slack", "position": [ 1600, 320 ], "parameters": { "text": "=\ud83d\udcbb *New IT Client Assigned*\n\n*Client:* {{ $json.clientName }}\n*Company:* {{ $json.company }}\n*Email:* {{ $json.clientEmail }}\n*Phone:* {{ $json.phone }}\n\n*Onboarding Checklist:*\n{{ $json.message.content ? JSON.parse($json.message.content).checklist.map((item, i) => `${i+1}. ${item}`).join(\"\\n\") : \"See full details in Google Sheets\" }}\n\n*First Tasks:*\n{{ $json.message.content ? JSON.parse($json.message.content).firstTasks.map((item, i) => `${i+1}. ${item}`).join(\"\\n\") : \"See full details in Google Sheets\" }}", "select": "channel", "channelId": { "__rl": true, "mode": "id", "value": "={{ $('Workflow Configuration').first().json.itConsultantChannel }}" }, "otherOptions": {} }, "typeVersion": 2.4 }, { "id": "e0766430-f4f5-4066-a783-0525fda159fd", "name": "Send Welcome Email", "type": "n8n-nodes-base.emailSend", "position": [ 1824, 128 ], "parameters": { "html": "=\n\n

Welcome, {{ $json.clientName }}! \ud83c\udf89

\n \n

Thank you for choosing our consulting services. We're excited to partner with you on your {{ $json.projectType }} project.

\n \n

What's Next?

\n

Your dedicated consultant has been assigned and will reach out shortly to schedule your kickoff meeting.

\n \n

Your Onboarding Checklist:

\n
    \n {{ $json.message.content ? JSON.parse($json.message.content).checklist.map(item => `
  • ${item}
    • `).join(\"\") : \"
  • Details will be shared in your kickoff meeting
    • \" }}\n
\n \n

First Tasks:

\n
    \n {{ $json.message.content ? JSON.parse($json.message.content).firstTasks.map(item => `
  • ${item}
    • `).join(\"\") : \"
  • Details will be shared in your kickoff meeting
    • \" }}\n
\n \n

If you have any questions, feel free to reply to this email.

\n \n

Best regards,
Your Consulting Team

\n\n", "options": {}, "subject": "=Welcome to Our Consulting Services - {{ $json.clientName }}", "toEmail": "={{ $json.clientEmail }}", "fromEmail": "<__PLACEHOLDER_VALUE__Your company email address__>" }, "typeVersion": 2.1 }, { "id": "a88b0726-da82-453c-8de3-890f8f85a6b7", "name": "Schedule Kickoff Meeting", "type": "n8n-nodes-base.googleCalendar", "position": [ 2048, 128 ], "parameters": { "end": "={{ $now.plus(2, 'days').set({ hour: 11, minute: 0 }).toISO() }}", "start": "={{ $now.plus(2, 'days').set({ hour: 10, minute: 0 }).toISO() }}", "calendar": { "__rl": true, "mode": "id", "value": "primary" }, "additionalFields": { "summary": "=Kickoff Meeting - {{ $json.clientName }}", "attendees": [ "={{ $json.clientEmail }}" ], "description": "=Initial kickoff meeting for {{ $json.projectType }} project with {{ $json.clientName }} from {{ $json.company }}.\n\nAgenda:\n- Introductions\n- Project overview\n- Timeline and deliverables\n- Next steps" } }, "typeVersion": 1.3 }, { "id": "71e577bc-0c52-4e95-a532-8ce1d4312bc7", "name": "Sync to CRM", "type": "n8n-nodes-base.httpRequest", "position": [ 2272, 128 ], "parameters": { "url": "={{ $('Workflow Configuration').first().json.crmApiUrl }}", "method": "POST", "options": {}, "jsonBody": "={\n \"name\": \"{{ $json.clientName }}\",\n \"email\": \"{{ $json.clientEmail }}\",\n \"company\": \"{{ $json.company }}\",\n \"phone\": \"{{ $json.phone }}\",\n \"projectType\": \"{{ $json.projectType }}\",\n \"status\": \"onboarding\",\n \"onboardingData\": {{ $json.message.content || \"{}\" }}\n}", "sendBody": true, "specifyBody": "json", "authentication": "predefinedCredentialType" }, "typeVersion": 4.3 }, { "id": "f8dc1762-176d-44ee-89fa-cc6085d42fba", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 80, -64 ], "parameters": { "color": 7, "width": 672, "height": 656, "content": "## Webhook & Config" }, "typeVersion": 1 }, { "id": "f4341e50-8203-41f7-b51c-b637334faf78", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 768, -64 ], "parameters": { "color": 7, "width": 496, "height": 656, "content": "## AI Routing " }, "typeVersion": 1 }, { "id": "a4f00111-5414-4640-9790-e46416ee5839", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 1296, -160 ], "parameters": { "color": 7, "width": 496, "height": 656, "content": "## Log & Notify" }, "typeVersion": 1 }, { "id": "0a94791e-11f1-49f1-a067-9cbe994b2b1a", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 1808, -160 ], "parameters": { "color": 7, "width": 656, "height": 656, "content": "## CRM" }, "typeVersion": 1 }, { "id": "349666d6-6917-4d9c-ab7c-1da5813b8834", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ -304, -32 ], "parameters": { "width": 336, "height": 576, "content": "## Main\nThis workflow automates consulting client onboarding, task creation, and routing. AI generates a checklist based on project type and assigns tasks to the correct team member.\n\n## Setup\n1. Connect your Webhook/Form credentials for client intake.\n2. Configure Google Sheets to store client info.\n3. Connect OpenAI credentials for checklist/task generation.\n4. Connect Slack for internal notifications.\n5. Connect email for client communication.\n6. Optional: CRM integration for automated logging.\n\n**Author:** Hyrum Hurst, AI Automation Engineer\n**Company:** QuarterSmart\n**Contact:** hyrum@quartersmart.com\n" }, "typeVersion": 1 } ], "active": false, "settings": { "executionOrder": "v1" }, "versionId": "1e490925-4e1a-4e0c-8235-4b377d3393f5", "connections": { "Send Welcome Email": { "main": [ [ { "node": "Schedule Kickoff Meeting", "type": "main", "index": 0 } ] ] }, "Notify IT Consultant": { "main": [ [ { "node": "Send Welcome Email", "type": "main", "index": 0 } ] ] }, "Normalize Client Data": { "main": [ [ { "node": "Generate Onboarding Checklist", "type": "main", "index": 0 } ] ] }, "Route by Project Type": { "main": [ [ { "node": "Log to Google Sheets - Strategy", "type": "main", "index": 0 } ], [ { "node": "Log to Google Sheets - Management", "type": "main", "index": 0 } ], [ { "node": "Log to Google Sheets - IT", "type": "main", "index": 0 } ] ] }, "New Client Intake Form": { "main": [ [ { "node": "Workflow Configuration", "type": "main", "index": 0 } ] ] }, "Workflow Configuration": { "main": [ [ { "node": "Normalize Client Data", "type": "main", "index": 0 } ] ] }, "Schedule Kickoff Meeting": { "main": [ [ { "node": "Sync to CRM", "type": "main", "index": 0 } ] ] }, "Log to Google Sheets - IT": { "main": [ [ { "node": "Notify IT Consultant", "type": "main", "index": 0 } ] ] }, "Notify Strategy Consultant": { "main": [ [ { "node": "Send Welcome Email", "type": "main", "index": 0 } ] ] }, "Notify Management Consultant": { "main": [ [ { "node": "Send Welcome Email", "type": "main", "index": 0 } ] ] }, "Generate Onboarding Checklist": { "main": [ [ { "node": "Route by Project Type", "type": "main", "index": 0 } ] ] }, "Log to Google Sheets - Strategy": { "main": [ [ { "node": "Notify Strategy Consultant", "type": "main", "index": 0 } ] ] }, "Log to Google Sheets - Management": { "main": [ [ { "node": "Notify Management Consultant", "type": "main", "index": 0 } ] ] } } }