AI Email Reply Based on Hubspot Data + Slack Approval

The workflow JSON

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{
  "id": "tpXEt8k7YAJ2EC64",
  "name": "AI email reply based on HubSpot data + Slack approval",
  "tags": [],
  "nodes": [
    {
      "id": "6897a614-cd5a-4e76-99fb-7094b4692dd2",
      "name": "Google Gemini Chat Model",
      "type": "@n8n/n8n-nodes-langchain.lmChatGoogleGemini",
      "position": [
        1056,
        928
      ],
      "parameters": {
        "options": {}
      },
      "typeVersion": 1
    },
    {
      "id": "1b011a66-c09a-4a6c-b666-89a5301f54cc",
      "name": "Reply to a message",
      "type": "n8n-nodes-base.gmail",
      "position": [
        1888,
        704
      ],
      "parameters": {
        "message": "={{ $('Draft Reply (AI Agent)').item.json.output }}",
        "options": {
          "appendAttribution": false
        },
        "emailType": "text",
        "messageId": "={{ $('Watch Gmail (New Inbound)').first().json.threadId }}",
        "operation": "reply"
      },
      "typeVersion": 2.1
    },
    {
      "id": "287d6e80-9e28-4188-87a8-c46def152c1e",
      "name": "Watch Gmail (New Inbound)",
      "type": "n8n-nodes-base.gmailTrigger",
      "position": [
        544,
        256
      ],
      "parameters": {
        "filters": {},
        "pollTimes": {
          "item": [
            {
              "mode": "everyMinute"
            }
          ]
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "4b25d17f-ce32-47d2-a27d-ca52c68a5e46",
      "name": "Filter: Allowed Sender",
      "type": "n8n-nodes-base.filter",
      "position": [
        752,
        256
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "c0511cfb-d540-4b31-b665-f6038d6f8bbe",
              "operator": {
                "type": "string",
                "operation": "notContains"
              },
              "leftValue": "={{ $json.From }}",
              "rightValue": "n8n.io"
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "61b5b40e-988e-4482-b729-0669e9081fb2",
      "name": "Draft Reply (AI Agent)",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
        992,
        720
      ],
      "parameters": {
        "text": "=You are a helpful, concise customer support/sales assistant. Draft a ready-to-send email reply.\n\nDO NOT output JSON, arrays, or anything under CONTEXT. Only output the email.\n\n# INPUTS\n\nMy name (for signature): John Bolton\nFrom: {{$('Watch Gmail (New Inbound)').first().json.From}}\nSubject: {{$('Watch Gmail (New Inbound)').first().json.Subject}}\nCustomer message:\n{{$('Watch Gmail (New Inbound)').first().json.snippet}}\n\n# CONTEXT (do not quote or restate; summarize only if helpful)\nContact (HubSpot JSON):\n{{ JSON.stringify($('Find Contact by Email').first().json.properties || {}, null, 2) }}\n\nCompanies (JSON, may be empty):\n{{ JSON.stringify($json.companies || []) }}\n\nDeals (JSON, may be empty):\n{{ JSON.stringify($json.deals || []) }}\n\nTickets (JSON, may be empty):\n{{ JSON.stringify($json.tickets || []) }}\n\n# WHAT TO DO\n- Acknowledge the sender and the exact topic in the Subject/body.\n- Answer their request directly and succinctly.\n- Offer 1\u20132 clear next steps or a single CTA.\n- Personalize using safe context only:\n  - Use contact name/company if present.\n  - If deals exist, mention at most the 1\u20132 most relevant (name, stage, amount, close date). Ignore IDs/owner/pipeline/internal fields.\n  - If tickets exist, reference subject/status briefly if relevant.\n- If context is missing, write a generic but professional reply (do not invent facts).\n\n# TONE\nFriendly, professional, plain language. Short paragraphs or brief bullets.\n\n# OUTPUT FORMAT (no extra commentary, no subject, just the email body)\n- Greeting with the person\u2019s name if available.\n- 2\u20135 sentences answering the question; bullets allowed for steps.\n- Optional one-line context (deal/ticket) if helpful.\n- One clear CTA.\n- Polite sign-off with a sender name placeholder.\n\n# CONSTRAINTS\n- Never expose IDs, raw JSON, or internal property names.\n- Keep under ~150 words unless necessary.\n- If anything is unclear, end with exactly one clarifying question.\n\nGenerate the reply now.\n",
        "options": {},
        "promptType": "define"
      },
      "typeVersion": 2.2
    },
    {
      "id": "81616dff-2202-4e66-9c2f-7e93403bf909",
      "name": "Find Contact by Email",
      "type": "n8n-nodes-base.hubspot",
      "position": [
        1040,
        256
      ],
      "parameters": {
        "operation": "search",
        "authentication": "oAuth2",
        "filterGroupsUi": {
          "filterGroupsValues": [
            {
              "filtersUi": {
                "filterValues": [
                  {
                    "value": "={{ String($json.From || '').match(/[A-Z0-9._%+-]+@[A-Z0-9.-]+\\.[A-Z]{2,}/i)?.[0] || '' }}",
                    "propertyName": "email|string"
                  }
                ]
              }
            }
          ]
        },
        "additionalFields": {
          "properties": [
            "email",
            "firstname",
            "lastname",
            "jobtitle",
            "company",
            "country",
            "state",
            "city",
            "hs_language",
            "phone",
            "mobilephone",
            "lifecyclestage",
            "hs_lead_status",
            "hubspot_owner_id",
            "hs_email_last_open_date",
            "hs_email_last_reply_date",
            "hs_latest_meeting_activity",
            "hs_sequences_is_enrolled",
            "hs_sequences_enrolled_count",
            "createdate",
            "hs_lastmodifieddate",
            "hs_timezone",
            "notes_last_contacted",
            "hs_object_id"
          ]
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "6e5e8866-223c-4cdc-b201-7e804d47b01d",
      "name": "Set Record Types",
      "type": "n8n-nodes-base.code",
      "position": [
        1248,
        256
      ],
      "parameters": {
        "jsCode": "const input = $input.first();\nlet records = Array.isArray(input?.json?.records)\n  ? input.json.records\n  : [\"deals\",\"companies\",\"tickets\"];\n\nreturn records.map(name => ({ json: { record: name } }));"
      },
      "typeVersion": 2
    },
    {
      "id": "94281ea8-a451-42a9-9fb6-b90e4b5dc42a",
      "name": "List Contact Associations",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        1456,
        256
      ],
      "parameters": {
        "url": "=https://api.hubapi.com/crm/v4/objects/contacts/{{ $('Find Contact by Email').item.json.id }}/associations/{{ $json.record }}",
        "options": {
          "response": {}
        },
        "authentication": "predefinedCredentialType",
        "nodeCredentialType": "hubspotOAuth2Api"
      },
      "credentials": {
        "hubspotOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 4.2
    },
    {
      "id": "70d7c8e3-bbc5-4be2-bc65-c5c168bcba84",
      "name": "Build Batch Read Requests",
      "type": "n8n-nodes-base.code",
      "position": [
        1664,
        256
      ],
      "parameters": {
        "jsCode": "// Build batch/read requests for only: deals, companies, tickets\n\nconst PROPS = {\n  deals: [\n    \"dealname\",\n    \"amount\",\n    \"dealstage\",\n    \"pipeline\",\n    \"closedate\",\n    \"hubspot_owner_id\",\n    \"hs_lastmodifieddate\",\n  ],\n  companies: [\n    \"name\",\n    \"domain\",\n    \"industry\",\n    \"numberofemployees\",\n    \"annualrevenue\",\n    \"website\",\n    \"phone\",\n    \"city\",\n    \"state\",\n    \"country\",\n    \"hubspot_owner_id\",\n    \"createdate\",\n    \"hs_lastmodifieddate\",\n  ],\n  tickets: [\n    \"hs_ticket_id\",\n    \"subject\",\n    \"content\",\n    \"hs_pipeline\",\n    \"hs_pipeline_stage\",\n    \"hs_ticket_priority\",\n    \"hs_lastmodifieddate\",\n    \"createdate\",\n    \"closed_date\",\n  ],\n};\n\n// If the upstream node emits these three in order, this helps infer the object when not provided\nconst ORDER = [\"deals\", \"companies\", \"tickets\"];\n\nfunction toBatchRead(item, idx) {\n  const object = item.json.object || item.json.record || ORDER[idx];\n\n  const results = Array.isArray(item.json.results) ? item.json.results : [];\n  const ids = results.map(r => String(r.toObjectId)).filter(Boolean);\n\n  return {\n    json: {\n      object,\n      url: `https://api.hubapi.com/crm/v3/objects/${object}/batch/read`,\n      method: \"POST\",\n      headers: { \"content-type\": \"application/json\" },\n      body: {\n        properties: PROPS[object] || [],\n        archived: false,\n        inputs: ids.map(id => ({ id })),\n      },\n      hasInputs: ids.length > 0,\n      count: ids.length,\n    },\n  };\n}\n\nreturn $input.all().map(toBatchRead);\n"
      },
      "typeVersion": 2
    },
    {
      "id": "ee30292a-fce0-4e18-a422-3d7a58b82e4e",
      "name": "Batch Read Objects",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        1888,
        256
      ],
      "parameters": {
        "url": "={{ $json.url }}",
        "body": "={{ $json.body }}",
        "method": "POST",
        "options": {
          "response": {}
        },
        "sendBody": true,
        "contentType": "raw",
        "authentication": "predefinedCredentialType",
        "rawContentType": "={{ $json.headers['content-type'] }}",
        "nodeCredentialType": "hubspotOAuth2Api"
      },
      "typeVersion": 4.2
    },
    {
      "id": "e588dad3-5cdc-47f8-b180-d97d8e0bbb0a",
      "name": "Normalize CRM Context for LLM",
      "type": "n8n-nodes-base.code",
      "position": [
        2112,
        352
      ],
      "parameters": {
        "jsCode": "// n8n Code node (JavaScript)\n// Input: three items (HubSpot batch/read responses) for deals, companies, tickets (order unknown)\n// Output: a single consolidated item with cleaned, LLM-ready fields\n\nconst items = $input.all().map(i => i.json);\n\n// --- helpers ---\nconst isNonEmpty = v => v !== null && v !== undefined && v !== '';\nconst stripNulls = obj =>\n  Object.fromEntries(Object.entries(obj).filter(([, v]) => isNonEmpty(v)));\n\nfunction detectType(block) {\n  const first = block?.results?.[0]?.properties || {};\n  if ('dealname' in first || 'dealstage' in first) return 'deals';\n  if ('hs_ticket_id' in first || 'hs_pipeline' in first) return 'tickets';\n  if ('name' in first || 'industry' in first) return 'companies';\n  return 'unknown';\n}\n\nfunction mapDeal(p) {\n  return stripNulls({\n    id: p.hs_object_id || p.id,\n    name: p.dealname,\n    stage: p.dealstage,\n    amount: isNonEmpty(p.amount) ? Number(p.amount) : undefined,\n    pipeline: p.pipeline,\n    closeDate: p.closedate,\n    ownerId: p.hubspot_owner_id,\n    createdAt: p.createdate,\n    lastUpdatedAt: p.hs_lastmodifieddate,\n  });\n}\n\nfunction mapCompany(p) {\n  // Derive a simple location string when possible\n  const parts = [p.city, p.state, p.country].filter(isNonEmpty);\n  const hq = parts.length ? parts.join(', ') : undefined;\n\n  return stripNulls({\n    id: p.hs_object_id || p.id,\n    name: p.name,\n    domain: p.domain,\n    website: p.website,\n    phone: p.phone,\n    industry: p.industry,\n    employees: isNonEmpty(p.numberofemployees) ? Number(p.numberofemployees) : undefined,\n    annualRevenue: isNonEmpty(p.annualrevenue) ? Number(p.annualrevenue) : undefined,\n    headquarters: hq,\n    ownerId: p.hubspot_owner_id,\n    createdAt: p.createdate,\n    lastUpdatedAt: p.hs_lastmodifieddate,\n  });\n}\n\nfunction mapTicket(p) {\n  return stripNulls({\n    id: p.hs_ticket_id || p.hs_object_id || p.id,\n    subject: p.subject,\n    description: p.content,\n    pipelineId: p.hs_pipeline,\n    stageId: p.hs_pipeline_stage,\n    priority: p.hs_ticket_priority,\n    createdAt: p.createdate,\n    lastUpdatedAt: p.hs_lastmodifieddate,\n    closedDate: p.closed_date,\n  });\n}\n\n// --- collect ---\nconst out = { deals: [], companies: [], tickets: [] };\n\nfor (const block of items) {\n  const t = detectType(block);\n  const rows = Array.isArray(block.results) ? block.results : [];\n  if (t === 'deals') {\n    out.deals = rows.map(r => mapDeal(r.properties || {})).filter(o => Object.keys(o).length);\n  } else if (t === 'companies') {\n    out.companies = rows.map(r => mapCompany(r.properties || {})).filter(o => Object.keys(o).length);\n  } else if (t === 'tickets') {\n    out.tickets = rows.map(r => mapTicket(r.properties || {})).filter(o => Object.keys(o).length);\n  }\n}\n\n// Optional high-level summary for the LLM\nout.summary = {\n  dealCount: out.deals.length,\n  companyCount: out.companies.length,\n  ticketCount: out.tickets.length,\n};\n\n// Emit a single consolidated item\nreturn [{ json: out }];\n"
      },
      "typeVersion": 2
    },
    {
      "id": "04448b5d-ac9c-417b-9246-3853e94303f0",
      "name": "Wait for Response - Approve Auto-Reply",
      "type": "n8n-nodes-base.slack",
      "position": [
        1472,
        720
      ],
      "parameters": {
        "select": "channel",
        "message": "={{ $('Watch Gmail (New Inbound)').first().json.From }} sent you the following message:\n\n{{ $('Watch Gmail (New Inbound)').first().json.snippet }}\n\n\nHere is an auto-generated reply (press \"Approve\" to send it):\n\n{{ $json.output }}",
        "options": {
          "limitWaitTime": {
            "values": {
              "resumeUnit": "days"
            }
          }
        },
        "channelId": {
          "__rl": true,
          "mode": "list",
          "value": "C09H7HTHRMG",
          "cachedResultName": "all-n8n-slack-test"
        },
        "operation": "sendAndWait",
        "authentication": "oAuth2"
      },
      "credentials": {
        "slackOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.3
    },
    {
      "id": "464de728-acf5-4664-9469-f4f660d29ec6",
      "name": "If Approved?",
      "type": "n8n-nodes-base.if",
      "position": [
        1680,
        720
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "9313939d-ed39-4a91-b0c6-18512a9c4676",
              "operator": {
                "type": "boolean",
                "operation": "true",
                "singleValue": true
              },
              "leftValue": "={{ $json.data.approved }}",
              "rightValue": ""
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "0eb866f6-f229-48da-bf53-a19b0439c7a9",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        976,
        112
      ],
      "parameters": {
        "color": 7,
        "width": 1328,
        "height": 384,
        "content": "## Get CRM information\nFetch contact info and associated deals, tickets and compaines."
      },
      "typeVersion": 1
    },
    {
      "id": "bb2fb3e1-dbcc-468f-9d0b-65e379aad792",
      "name": "Sticky Note1",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        496,
        112
      ],
      "parameters": {
        "color": 7,
        "width": 464,
        "height": 384,
        "content": "## Get incoming email"
      },
      "typeVersion": 1
    },
    {
      "id": "53796f4b-13c6-4af0-ad1b-199ac49ac096",
      "name": "Sticky Note2",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        976,
        576
      ],
      "parameters": {
        "color": 7,
        "width": 400,
        "height": 528,
        "content": "## Write draft response"
      },
      "typeVersion": 1
    },
    {
      "id": "39b501df-7fc7-470f-8aa4-6dacc05eb255",
      "name": "Sticky Note3",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1392,
        576
      ],
      "parameters": {
        "color": 7,
        "width": 704,
        "height": 384,
        "content": "## Wait for You to Approve in Slack, and reply in Gmail"
      },
      "typeVersion": 1
    },
    {
      "id": "86267d6e-aa6e-4521-a0fb-c823724b7e7d",
      "name": "Workflow Overview",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        0,
        -32
      ],
      "parameters": {
        "color": 5,
        "width": 468,
        "height": 656,
        "content": "## AI email reply with HubSpot context + Slack approval\n\n### How it works\n1. A new Gmail email triggers the workflow.\n2. The sender\u2019s HubSpot info (deals, companies, tickets) is fetched.\n3. Gemini drafts a personalized reply.\n4.The draft appears in Slack for quick review and approval.\n5. After approval, the reply is sent automatically.\n\n### Setup\n- [ ] **Gmail:** Use the same account for the trigger and the send nodes.\n- [ ] **HubSpot:** Connect all the HubSpot nodes.\n- [ ] **Slack:** Connect Slack and choose where to send the draft for approval.\n- [ ] **Gemini:** Add your [Google AI Studio](https://aistudio.google.com/) API key\n- [ ] **Filter:** Tweak or remove the sender rule before going live.\n\n### Customize\n- **Prompt:** Adjust tone, length, and how much CRM detail to include.\n- **Fields:** Pick which deal/company/ticket properties to pull.\n- **Approval:** Skip Slack to auto-send, or add extra reviewers if needed.\n- **Filter** for specific Gmail tags or emails"
      },
      "typeVersion": 1
    }
  ],
  "active": false,
  "settings": {
    "executionOrder": "v1"
  },
  "versionId": "5c480d09-d63d-428d-b2e4-d8c75f211c07",
  "connections": {
    "If Approved?": {
      "main": [
        [
          {
            "node": "Reply to a message",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Set Record Types": {
      "main": [
        [
          {
            "node": "List Contact Associations",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Batch Read Objects": {
      "main": [
        [
          {
            "node": "Normalize CRM Context for LLM",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Find Contact by Email": {
      "main": [
        [
          {
            "node": "Set Record Types",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Draft Reply (AI Agent)": {
      "main": [
        [
          {
            "node": "Wait for Response - Approve Auto-Reply",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Filter: Allowed Sender": {
      "main": [
        [
          {
            "node": "Find Contact by Email",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Google Gemini Chat Model": {
      "ai_languageModel": [
        [
          {
            "node": "Draft Reply (AI Agent)",
            "type": "ai_languageModel",
            "index": 0
          }
        ]
      ]
    },
    "Build Batch Read Requests": {
      "main": [
        [
          {
            "node": "Batch Read Objects",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "List Contact Associations": {
      "main": [
        [
          {
            "node": "Build Batch Read Requests",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Watch Gmail (New Inbound)": {
      "main": [
        [
          {
            "node": "Filter: Allowed Sender",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Normalize CRM Context for LLM": {
      "main": [
        [
          {
            "node": "Draft Reply (AI Agent)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Wait for Response - Approve Auto-Reply": {
      "main": [
        [
          {
            "node": "If Approved?",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

Credentials you'll need

Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.

• hubspotOAuth2Api
• slackOAuth2Api

About this workflow

This n8n template drafts customer-ready email replies using Google Gemini, enriched with HubSpot context (contact, deals, companies, tickets). Each draft is routed to Slack for one-click approval before it’s sent from Gmail—so you move fast without losing control.

Source: https://n8n.io/workflows/8967/ — original creator credit. Request a take-down →

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