{ "id": "RRgZgaqK8c05uX4J", "meta": { "templateCredsSetupCompleted": true }, "name": "Resource Capacity Planning:", "tags": [], "nodes": [ { "id": "73e34959-f752-4bb0-a55a-73282abadde5", "name": "When clicking \u2018Execute workflow\u2019", "type": "n8n-nodes-base.manualTrigger", "position": [ -560, -16 ], "parameters": {}, "typeVersion": 1 }, { "id": "13f023dd-3654-4e19-9e68-f6be0d8aec06", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 1152, 64 ], "parameters": { "width": 352, "height": 480, "content": "## \ud83d\udce7 Send Over-Allocation Alert to Manager\n**Action:** \n- Delivers urgent capacity alert email to project manager/team lead. \n**Description:** \n- Sends formatted alert to manager with full report details. \n- Subject line dynamically reflects severity (number of over-allocated members). \n- Message body includes: \n - Clear warning indicators \n - Detailed breakdown of each over-allocated team member \n - Recommended corrective actions \n - Generation timestamp for reference \n- Enables immediate intervention to prevent team burnout. \n- Creates email paper trail for resource allocation decisions." }, "typeVersion": 1 }, { "id": "08cb35a9-0612-494b-bf9d-c3436b845d10", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 880, -688 ], "parameters": { "width": 288, "height": 560, "content": "## \ud83d\udce2 Generate Over-Allocation Alert Report\n**Action:** \n- Creates comprehensive alert message for over-allocated team members. \n**Description:** \n- Aggregates all over-allocation cases into single consolidated report. \n- Formats message with: \n - Warning header with emoji indicators \n - List of affected team members with hours and percentages \n - Actionable recommendations for workload rebalancing \n - Timestamp for tracking and audit purposes \n- Generates dynamic subject line with count of affected members. \n- Handles edge case where no over-allocations exist (all-clear message). \n- Prepares both summary and detailed data for notification delivery." }, "typeVersion": 1 }, { "id": "79868a06-b2cf-4e68-b4ab-8b49fd6c5983", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 624, 128 ], "parameters": { "height": 496, "content": "## \u26a0\ufe0f Detect Over-Allocated Team Members\n**Action:** \n- Filters team members whose utilization exceeds 100% capacity. \n**Description:** \n- Evaluates status field to identify \"Overallocated\" team members. \n- **True Path:** Routes overloaded members to alert generation. \n- **False Path:** Skips notification if all team members are within capacity. \n- Critical decision point for proactive workload management. \n- Prevents burnout by flagging capacity issues early." }, "typeVersion": 1 }, { "id": "1fb0b12d-4aee-4ad0-80d5-90470013b097", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 384, -816 ], "parameters": { "height": 592, "content": "## \ud83d\udcc8 Log Capacity Data to Tracking Sheet\n**Action:** \n- Records team member utilization metrics to Google Sheets for historical tracking. \n**Description:** \n- Appends each team member's capacity data to \"Team Capacity Tracking\" sheet. \n- Columns logged: Assignee, Total Hours, Utilization %, Status, Timestamp. \n- Creates time-series data for trend analysis and capacity planning. \n- Enables visualization of workload patterns over sprints. \n- Provides audit trail for retrospectives and resource allocation decisions. \n- Supports data-driven sprint planning and burnout prevention." }, "typeVersion": 1 }, { "id": "60bcfb26-5e75-4f78-96c6-4ce964030bfe", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 128, -704 ], "parameters": { "height": 656, "content": "## \ud83d\udcca Calculate Team Member Utilization\n**Action:** \n- Aggregates time logged per team member and calculates capacity utilization. \n**Description:** \n- Processes all Jira issues to extract time spent data for each assignee. \n- Converts time tracking from seconds to hours for readability. \n- Calculates utilization percentage against 8-hour daily capacity baseline. \n- Identifies over-allocated team members (>100% capacity). \n- Outputs structured data for each team member: \n - Assignee name \n - Total hours logged \n - Utilization percentage \n - Status flag (OK / Overallocated) \n- Handles unassigned tasks gracefully with \"Unassigned\" label" }, "typeVersion": 1 }, { "id": "ea3a99a2-8388-400a-8835-e879e3952a84", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 32, 448 ], "parameters": { "height": 576, "content": "## \ud83d\udcca Log Query Failures to Error Sheet\n**Action:** \n- Records Jira query failures or data retrieval errors to tracking spreadsheet. \n**Description:** \n- Appends error details to \"error log sheet\" when Jira returns no data. \n- Captures API failures, authentication issues, or JQL syntax errors. \n- Ensures no silent failures\u2014every execution is documented. \n- Creates queryable database for troubleshooting integration issues. \n- Helps identify patterns in API reliability or configuration problems. \n- Critical for maintaining workflow reliability and SLA monitoring." }, "typeVersion": 1 }, { "id": "ece752c2-40d2-4e9b-b21c-62c6d3ddfb51", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ -160, -528 ], "parameters": { "height": 480, "content": "## \u2705 Validate Issues Retrieved Successfully\n**Action:** \n- Checks if Jira returned any active issues for processing. \n**Description:** \n- Verifies that the query successfully retrieved issue data. \n- **True Path:** Proceeds to capacity calculation when issues exist. \n- **False Path:** Routes to error logging if no data returned or query failed. \n- Prevents downstream processing errors from empty datasets. \n- Acts as a quality gate before expensive calculations." }, "typeVersion": 1 }, { "id": "a44b5a35-d244-466c-8ef9-6ce5c155e655", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [ -352, 192 ], "parameters": { "height": 464, "content": "## \ud83d\udccb Fetch Active Jira Issues\n**Action:** \n- Retrieves all in-progress Jira issues from the project. \n**Description:** \n- Queries Jira using JQL: \"statusCategory != Done AND status = 'In Progress'\". \n- Pulls complete issue data including assignee, time tracking, and status. \n- Captures current workload snapshot for capacity calculations. \n- Returns all active tasks across all team members for comprehensive analysis. \n- Essential data source for utilization metrics and over-allocation detection." }, "typeVersion": 1 }, { "id": "da294676-ddf2-4411-82d1-cdfa2b64cb5b", "name": "Jira Get Issues Node", "type": "n8n-nodes-base.jira", "position": [ -304, -16 ], "parameters": { "options": { "jql": "=statusCategory != Done AND status = \"In Progress\"\n" }, "operation": "getAll" }, "credentials": { "jiraSoftwareCloudApi": { "name": "" } }, "typeVersion": 1 }, { "id": "5fdb6740-8798-43a0-bd92-bfe826ef6595", "name": "Data Validation", "type": "n8n-nodes-base.if", "position": [ -80, -16 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "ef3f0536-f084-4c2b-9bf6-7cd172f90035", "operator": { "type": "boolean", "operation": "true", "singleValue": true }, "leftValue": "={{ $input.all().length > 0 }}", "rightValue": "" } ] } }, "typeVersion": 2.2 }, { "id": "2b109593-2b1e-4fb3-a4c4-b6bf9c228842", "name": "Capacity Calculator", "type": "n8n-nodes-base.code", "position": [ 224, -32 ], "parameters": { "jsCode": "// In n8n, when \"Run Once for All Items\" is selected, use $input.all()\nconst items = $input.all();\n\nif (items.length === 0) {\n return { json: { message: \"No issues found.\" } };\n}\n\n// Define a dictionary to store capacity data for each user\nconst userCapacity = {};\n\n// Loop through all items (each item is a Jira issue)\nitems.forEach(item => {\n const issue = item.json;\n \n // Get assignee name\n const assignee = issue.fields?.assignee?.displayName || 'Unassigned';\n \n // Get time spent in seconds\n const timeSpent = issue.fields?.timespent || 0;\n \n // Convert timeSpent from seconds to hours\n const hoursSpent = timeSpent / 3600;\n \n // Add the time spent to the user's total\n if (!userCapacity[assignee]) {\n userCapacity[assignee] = 0;\n }\n userCapacity[assignee] += hoursSpent;\n});\n\n// Now calculate utilization and flag over-allocated users\nconst utilizationData = [];\nconst maxCapacity = 8; // max available hours per day\n\nfor (let assignee in userCapacity) {\n const totalHours = userCapacity[assignee];\n const utilizationPercentage = (totalHours / maxCapacity) * 100;\n \n utilizationData.push({\n assignee: assignee,\n totalHours: parseFloat(totalHours.toFixed(2)),\n utilizationPercentage: parseFloat(utilizationPercentage.toFixed(2)),\n status: utilizationPercentage > 100 ? 'Overallocated' : 'OK'\n });\n}\n\n// Return each user as a separate item for easier processing downstream\nreturn utilizationData.map(data => ({ json: data }));" }, "typeVersion": 2 }, { "id": "30b80dd9-8b7e-4c08-adc7-4437a1119a18", "name": "Log Capacity Data to Tracking Sheet", "type": "n8n-nodes-base.googleSheets", "position": [ 464, -208 ], "parameters": { "columns": { "value": { "Status": "={{ $json.status }}", "Assignee": "={{ $json.assignee }}", "Total Hours": "={{ $json.totalHours }}", "Utilization %": "={{ $json.utilizationPercentage }}" }, "schema": [ { "id": "Timestamp", "type": "string", "display": true, "required": false, "displayName": "Timestamp", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Assignee", "type": "string", "display": true, "required": false, "displayName": "Assignee", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Total Hours", "type": "string", "display": true, "required": false, "displayName": "Total Hours", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Utilization %", "type": "string", "display": true, "required": false, "displayName": "Utilization %", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Status", "type": "string", "display": true, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": 1334183067, "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y/edit#gid=1334183067", "cachedResultName": "Team Capacity Tracking" }, "documentId": { "__rl": true, "mode": "list", "value": "1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y/edit?usp=drivesdk", "cachedResultName": "Interviewer Brief Pack " } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.7 }, { "id": "4303fbf4-2489-47d3-82d1-ce0633da1364", "name": "Over-Allocation Check", "type": "n8n-nodes-base.if", "position": [ 688, -32 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "321c8920-d8a6-4f87-9faf-f082a037a8c6", "operator": { "name": "filter.operator.equals", "type": "string", "operation": "equals" }, "leftValue": "={{ $json.status }}", "rightValue": "={{ $json.status }}" } ] } }, "typeVersion": 2.2 }, { "id": "a915efc1-9f5f-4a28-b7c5-273737ce07fb", "name": "Alert Report Generator", "type": "n8n-nodes-base.code", "position": [ 1008, -112 ], "parameters": { "jsCode": "// Aggregate all over-allocated users into one report\nconst items = $input.all();\n\nif (items.length === 0) {\n return [{ json: { \n subject: \"\u2705 Team Capacity Report - All Clear\",\n message: \"No team members are currently over-allocated.\",\n hasIssues: false\n }}];\n}\n\n// Create report lines for each over-allocated person\nlet reportLines = items.map(item => \n `\u2022 ${item.json.assignee}: ${item.json.totalHours}h logged (${item.json.utilizationPercentage}% capacity)`\n);\n\nconst message = `\u26a0\ufe0f TEAM OVER-ALLOCATION ALERT\\n\\n` +\n `The following team members are over-allocated:\\n\\n` +\n `${reportLines.join('\\n')}\\n\\n` +\n `Recommended Action: Please review workload distribution and consider:\\n` +\n `- Moving lower priority tasks to next sprint\\n` +\n `- Redistributing work to available team members\\n` +\n `- Extending deadlines if necessary\\n\\n` +\n `Report generated: ${new Date().toLocaleString()}`;\n\nreturn [{ json: {\n subject: `\u26a0\ufe0f Team Over-Allocation Alert - ${items.length} Member(s)`,\n message: message,\n overallocatedCount: items.length,\n hasIssues: true,\n details: items.map(i => i.json)\n}}];" }, "typeVersion": 2 }, { "id": "4624c013-7758-4fdf-b879-a90d86a706e0", "name": "Send Over-Allocation Alert to Manager", "type": "n8n-nodes-base.gmail", "position": [ 1264, -112 ], "parameters": { "toList": [ "=newscctv22@gmail.com" ], "message": "={{ $json.message }}", "subject": "={{ $json.subject }}", "resource": "message", "additionalFields": { "ccList": [] } }, "credentials": { "gmailOAuth2": { "name": "" } }, "typeVersion": 1 }, { "id": "cd15b637-c0c3-4024-ae2c-55bd2262ea9e", "name": "Log Query Failures to Error Sheet", "type": "n8n-nodes-base.googleSheets", "position": [ 96, 272 ], "parameters": { "columns": { "value": {}, "schema": [ { "id": "error_id", "type": "string", "display": true, "removed": false, "required": false, "displayName": "error_id", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "error", "type": "string", "display": true, "removed": false, "required": false, "displayName": "error", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "error_id" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": 1338537721, "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y/edit#gid=1338537721", "cachedResultName": "error log sheet" }, "documentId": { "__rl": true, "mode": "list", "value": "1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y", "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1Uldk_4BxWbdZTDZxFUeohIfeBmGHHqVEl9Ogb0l6R8Y/edit?usp=drivesdk", "cachedResultName": "Interviewer Brief Pack " } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.6 } ], "active": false, "settings": { "executionOrder": "v1" }, "versionId": "aa6260ed-46d9-4e9a-bd42-e1f6fcc713e2", "connections": { "Data Validation": { "main": [ [ { "node": "Capacity Calculator", "type": "main", "index": 0 } ], [ { "node": "Log Query Failures to Error Sheet", "type": "main", "index": 0 } ] ] }, "Capacity Calculator": { "main": [ [ { "node": "Over-Allocation Check", "type": "main", "index": 0 }, { "node": "Log Capacity Data to Tracking Sheet", "type": "main", "index": 0 } ] ] }, "Jira Get Issues Node": { "main": [ [ { "node": "Data Validation", "type": "main", "index": 0 } ] ] }, "Over-Allocation Check": { "main": [ [ { "node": "Alert Report Generator", "type": "main", "index": 0 } ] ] }, "Alert Report Generator": { "main": [ [ { "node": "Send Over-Allocation Alert to Manager", "type": "main", "index": 0 } ] ] }, "Log Capacity Data to Tracking Sheet": { "main": [ [ { "node": "Over-Allocation Check", "type": "main", "index": 0 } ] ] }, "When clicking \u2018Execute workflow\u2019": { "main": [ [ { "node": "Jira Get Issues Node", "type": "main", "index": 0 } ] ] } } }