{ "id": "7pODvUSdP3WtnM5C", "meta": { "templateCredsSetupCompleted": true }, "name": "Detect duplicate candidates by email/phone from Gmail to Slack using Google Sheets", "tags": [], "nodes": [ { "id": "37e5642a-4a66-4f51-9747-fca065dc2899", "name": "Schedule Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -260, -80 ], "parameters": { "rule": { "interval": [ { "field": "minutes" } ] } }, "typeVersion": 1.2 }, { "id": "97acb6ce-48ce-4fd1-8cd9-d47be97871e5", "name": "Gmail", "type": "n8n-nodes-base.gmail", "position": [ -40, -80 ], "parameters": { "filters": { "labelIds": [ "Label_469123395284839348" ], "receivedAfter": "={{ $json.timestamp.toDateTime().minus(10,'min') }}" }, "operation": "getAll" }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 2.1 }, { "id": "268e1fc2-a421-44f5-ba62-8a075ade25ca", "name": "Code", "type": "n8n-nodes-base.code", "position": [ 180, -80 ], "parameters": { "jsCode": "const email = $input.first().json;\n\nconst snippet = email.snippet || '';\nconst from = email.From || '';\n\n// Use regex to extract values from snippet\nconst nameMatch = snippet.match(/Name:\\s*(.+?)\\s*Email:/i);\nconst emailMatch = snippet.match(/Email:\\s*(\\S+)/i);\nconst phoneMatch = snippet.match(/Phone:\\s*(\\d{10,})/i);\nconst roleMatch = snippet.match(/Role:\\s*(.+?)\\s*Total Experience:/i);\nconst experienceMatch = snippet.match(/Total Experience:\\s*(\\d+)/i);\nconst recruiterMatch = snippet.match(/Recruiter:\\s*(.+?)\\s*Resume/i);\nconst resumeUrlMatch = snippet.match(/Resume URL:\\s*(.+?)(?:\\s|$)/i);\n\n// Extract sender email from From field\nconst fromEmailMatch = from.match(/<(.+?)>/);\nconst sourceEmail = fromEmailMatch ? fromEmailMatch[1] : from;\n\nreturn [\n {\n json: {\n candidate_name: nameMatch?.[1]?.trim() || '',\n candidate_email: emailMatch?.[1]?.trim() || '',\n candidate_phone: phoneMatch?.[1]?.trim() || '',\n role_applied: roleMatch?.[1]?.trim() || '',\n years_of_experience: experienceMatch?.[1]?.trim() || '',\n recruiter: recruiterMatch?.[1]?.trim() || '',\n resume_url: resumeUrlMatch?.[1]?.trim() || '',\n source_email: sourceEmail\n }\n }\n];\n" }, "typeVersion": 2 }, { "id": "6db8693c-bb2f-4d74-a7a7-dc13b135faa4", "name": "Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [ 1060, 20 ], "parameters": { "columns": { "value": { "recruiter": "={{ $json.recruiter }}", "resume_url": "={{ $json.resume_url }}", "role_applied": "={{ $json.role_applied }}", "source_email": "={{ $json.source_email }}", "candidate_name": "={{ $json.candidate_name }}", "candidate_email": "={{ $json.candidate_email }}", "candidate_phone": "={{ $json.candidate_phone }}", "years_of_experience": "={{ $json.years_of_experience }}" }, "schema": [ { "id": "candidate_name", "type": "string", "display": true, "required": false, "displayName": "candidate_name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "candidate_email", "type": "string", "display": true, "removed": false, "required": false, "displayName": "candidate_email", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "candidate_phone", "type": "string", "display": true, "removed": false, "required": false, "displayName": "candidate_phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "role_applied", "type": "string", "display": true, "required": false, "displayName": "role_applied", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "years_of_experience", "type": "string", "display": true, "required": false, "displayName": "years_of_experience", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "role_applied", "type": "string", "display": true, "required": false, "displayName": "role_applied", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "recruiter", "type": "string", "display": true, "removed": false, "required": false, "displayName": "recruiter", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "resume_url", "type": "string", "display": true, "removed": false, "required": false, "displayName": "resume_url", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "source_email", "type": "string", "display": true, "required": false, "displayName": "source_email", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "candidate_email" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "appendOrUpdate", "sheetName": { "__rl": true, "mode": "list", "value": "gid=0", "cachedResultUrl": "", "cachedResultName": "Sheet1" }, "documentId": { "__rl": true, "mode": "list", "value": "1OrKgeY6j5AuaAeglrEU9PsehYkJlrK9hmUgh6_-x0EY", "cachedResultUrl": "", "cachedResultName": "Candidates" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.6 }, { "id": "12002fc1-3c77-430f-b2e4-cfc6cb9c70b9", "name": "Google Sheets1", "type": "n8n-nodes-base.googleSheets", "position": [ 400, -80 ], "parameters": { "options": {}, "sheetName": { "__rl": true, "mode": "list", "value": "gid=0", "cachedResultUrl": "", "cachedResultName": "Sheet1" }, "documentId": { "__rl": true, "mode": "list", "value": "1OrKgeY6j5AuaAeglrEU9PsehYkJlrK9hmUgh6_-x0EY", "cachedResultUrl": "", "cachedResultName": "Candidates" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.6 }, { "id": "545d43a4-51e6-4966-a889-9cba847dd3c8", "name": "If", "type": "n8n-nodes-base.if", "position": [ 840, -80 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "or", "conditions": [ { "id": "47596994-d10a-4a3b-b695-ff3cfc154374", "operator": { "type": "boolean", "operation": "true", "singleValue": true }, "leftValue": "={{ $json.isDuplicate }}", "rightValue": "={{ $json.candidate_email }}" } ] } }, "typeVersion": 2.2 }, { "id": "9fa103e5-9d30-495b-9729-a7355cbdd518", "name": "Slack", "type": "n8n-nodes-base.slack", "position": [ 1060, -180 ], "parameters": { "text": "=User {{ $json.candidate_name }} has already applied for {{ $json.role_applied }}", "user": { "__rl": true, "mode": "list", "value": "" }, "select": "user", "otherOptions": {} }, "typeVersion": 2.3 }, { "id": "d4ecbae6-c89f-4d03-a4fe-5d02e89f31d2", "name": "Code1", "type": "n8n-nodes-base.code", "onError": "continueRegularOutput", "position": [ 620, -80 ], "parameters": { "jsCode": "const candidate = $(\"Code\").all()[0].json;\nconst sheetRows = $('Google Sheets1').all();\n\nconst emailToCheck = candidate.candidate_email?.toLowerCase().trim();\n\n// Check if candidate_email already exists\nconst isDuplicate = sheetRows.some(row => {\n return row.json.candidate_email?.toLowerCase().trim() === emailToCheck;\n});\n\nreturn [\n {\n json: {\n ...candidate,\n isDuplicate\n }\n }\n];\n" }, "executeOnce": false, "retryOnFail": false, "typeVersion": 2 }, { "id": "c11aa74d-77ba-4711-b923-00c0dcd2ae96", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -320, -240 ], "parameters": { "width": 1600, "height": 440, "content": "## Detect duplicate candidates by email/phone from Gmail to Slack using Google Sheets" }, "typeVersion": 1 }, { "id": "cda5c54b-8456-4c6e-a127-d03f5d823c74", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -320, 220 ], "parameters": { "width": 1600, "height": 680, "content": "\n## **Workflow: Detect Duplicate Candidates from Gmail \u2192 Google Sheets / Slack**\n\n### Purpose:\n\nAutomatically process new job application emails to detect duplicates and act accordingly.\n\n### **Core Logic (Key Points):**\n\n1. **Trigger the workflow** every few minutes to check for new applicant emails labeled `applicant`.\n\n2. **Fetch recent Gmail messages**, extract structured candidate information (name, email, phone, role, etc.).\n\n3. **Compare the extracted email** with existing entries in a Google Sheet.\n\n4. **If the candidate email already exists**:\n\n * Send a **Slack alert** that this user already applied.\n\n5. **If the candidate is new**:\n\n * Append their data into the **Google Sheet**.\n\n### Outcome:\n\n* Prevents duplicate processing of candidate applications.\n* Ensures clean, deduplicated records in Google Sheets.\n* Notifies via Slack if someone reapplies.\n" }, "typeVersion": 1 } ], "active": false, "settings": { "executionOrder": "v1" }, "versionId": "bb149ecc-e9cb-4d56-af0c-211a58939fce", "connections": { "If": { "main": [ [ { "node": "Slack", "type": "main", "index": 0 } ], [ { "node": "Google Sheets", "type": "main", "index": 0 } ] ] }, "Code": { "main": [ [ { "node": "Google Sheets1", "type": "main", "index": 0 } ] ] }, "Code1": { "main": [ [ { "node": "If", "type": "main", "index": 0 } ] ] }, "Gmail": { "main": [ [ { "node": "Code", "type": "main", "index": 0 } ] ] }, "Google Sheets1": { "main": [ [ { "node": "Code1", "type": "main", "index": 0 } ] ] }, "Schedule Trigger": { "main": [ [ { "node": "Gmail", "type": "main", "index": 0 } ] ] } } }