Jack Mason This workflow corresponds to n8n.io template #8995 — we link there as the canonical source.
This workflow follows the Gmail → Google Sheets recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"nodes": [
{
"name": "Google Sheets Trigger",
"type": "n8n-nodes-base.googleSheetsTrigger",
"position": [
-192,
160
],
"parameters": {
"event": "rowAdded",
"options": {},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"sheetName": "Form Responses 2",
"documentId": "YOUR_SHEET_ID_HERE"
},
"typeVersion": 1
},
{
"name": "Wait",
"type": "n8n-nodes-base.wait",
"position": [
128,
160
],
"parameters": {
"unit": "seconds",
"amount": 1
},
"typeVersion": 1.1
},
{
"name": "Create Email & Tag",
"type": "@n8n/n8n-nodes-langchain.openAi",
"position": [
416,
160
],
"parameters": {
"modelId": "gpt-4o",
"options": {},
"messages": {
"values": [
{
"content": "=You are a lead nurturing assistant. Write a friendly, professional email to a new lead of an AI consulting website. Your name is Kent and you work for BlueCrabAi. Do not use placeholders like [Lead's Name]. Only use the first name if the lead supplied a full name.\n\nLead data (from Google Sheets):\nName: {{ $('Google Sheets Trigger').item.json.Name }}\nEmail: {{ $('Google Sheets Trigger').item.json['Email Address'] }}\nPhone Number: {{ $('Google Sheets Trigger').item.json['Phone Number'] }}\nServices Interested In: {{ $('Google Sheets Trigger').item.json['Services Interested In'] }}\nBudget Range: {{ $('Google Sheets Trigger').item.json['Budget Range'] }}\nPreferred Contact Time: {{ $('Google Sheets Trigger').item.json['Preferred Contact Time (If specific, use \"other\" option'] }}\nProject Timeline: {{ $('Google Sheets Trigger').item.json['Project Timeline'] }}\nAdditional Comments: {{ $('Google Sheets Trigger').item.json['Additional Comments'] }}\n\nOutput STRICT JSON ONLY with exactly these keys:\n{\"Subject\":\"...\",\"Body\":\"...\",\"Tag\":\"High-Value Lead|Medium-Value Lead|Low-Value Lead\"}\n\nRules:\n- Subject must start with \"BlueCrabAi:\" then a concise topic.\n- Tag logic:\n High-Value Lead: budget >= $4 or urgent/specific premium interest.\n Medium-Value Lead: budget $2-$3 or standard services, moderate urgency.\n Low-Value Lead: budget $0-$1 or vague/low intent.\n- Body: 3-6 sentences, personalized with services/budget/timeline/comments, and a clear CTA (reply or booking link)."
}
]
},
"jsonOutput": true
},
"typeVersion": 1.8
},
{
"name": "Send Email",
"type": "n8n-nodes-base.gmail",
"position": [
1040,
-64
],
"parameters": {
"sendTo": "={{ $('Google Sheets Trigger').item.json['Email Address'] }}",
"message": "={{ $json.Body }}",
"options": {
"appendAttribution": false
},
"subject": "={{ $json.Subject }}",
"emailType": "text"
},
"typeVersion": 2.1
},
{
"name": "Update Status",
"type": "n8n-nodes-base.googleSheets",
"position": [
1040,
192
],
"parameters": {
"columns": {
"value": {
"Tag": "={{ $json.Tag }}",
"Name": "={{ $('Google Sheets Trigger').item.json.Name }}",
"Status": "={{ $('Google Sheets Trigger').item.json.Name }} was contacted by email on {{ $now.toFormat('MMMM dd, yyyy, h:mm a') }}. The team has also been notified via Slack."
},
"mappingMode": "defineBelow",
"matchingColumns": [
"Name"
]
},
"options": {},
"operation": "update",
"sheetName": "Form Responses 2",
"documentId": "YOUR_SHEET_ID_HERE"
},
"typeVersion": 4.7
},
{
"name": "Notify Team",
"type": "n8n-nodes-base.slack",
"position": [
1024,
448
],
"parameters": {
"text": "=NEW {{$json.Tag}} Alert!\\nName: {{ $('Google Sheets Trigger').item.json.Name }}\\nInterest: {{ $('Google Sheets Trigger').item.json['Services Interested In'] }}\\nBudget: ${{ $('Google Sheets Trigger').item.json['Budget Range'] }}\\nSee the Google Sheet: https://docs.google.com/spreadsheets/d/YOUR_SHEET_ID_HERE/edit",
"select": "channel",
"channel": "#your-slack-channel",
"otherOptions": {
"includeLinkToWorkflow": false
},
"authentication": "oAuth2"
},
"typeVersion": 2.3
},
{
"name": "Sticky: Template overview",
"type": "n8n-nodes-base.stickyNote",
"position": [
-128,
-576
],
"parameters": {
"width": 1072,
"height": 320,
"content": "## Template overview\\n\\nThis workflow emails new leads, notifies your team, and updates your sheet.\\nAny form works as long as it writes a row into Google Sheets.\\nFlow: Sheets Trigger \u2192 (short Wait) \u2192 AI creates Subject/Body/Tag \u2192 Gmail sends \u2192 Slack notifies \u2192 Sheet logs status and lead type.\\nConnect your own Google Sheets, Gmail/SMTP, Slack, and OpenAI keys before running.\\n"
},
"typeVersion": 1
},
{
"name": "Sticky: Trigger help",
"type": "n8n-nodes-base.stickyNote",
"position": [
-288,
-144
],
"parameters": {
"color": 3,
"width": 336,
"height": 272,
"content": "## Google Sheets Trigger\\nFires when a new row is added to your form responses tab.\\nPick the correct spreadsheet and tab name.\\nExpected headers: Timestamp, Name, Email Address, Phone Number, Services Interested In, Budget Range, Preferred Contact Time, Project Timeline, Additional Comments.\\nTip: submit a real form entry to test (do not paste rows).\\n"
},
"typeVersion": 1
},
{
"name": "Sticky: Wait tip",
"type": "n8n-nodes-base.stickyNote",
"position": [
48,
304
],
"parameters": {
"color": 4,
"width": 272,
"height": 176,
"content": "## Wait (buffer)\\nA 1\u20132 second pause so Google finishes writing the row before we read it.\\nYou can shorten or remove this once writes are stable.\\n"
},
"typeVersion": 1
},
{
"name": "Sticky: AI help",
"type": "n8n-nodes-base.stickyNote",
"position": [
432,
-176
],
"parameters": {
"color": 5,
"height": 304,
"content": "## Create Email & Tag (AI)\\nFeeds the row into OpenAI to produce three JSON fields: Subject, Body, Tag.\\nTag = High / Medium / Low using simple budget/services/timeline rules in the prompt.\\nIf it errors, check your OpenAI key, model name, and that the prompt asks for JSON only.\\n"
},
"typeVersion": 1
},
{
"name": "Sticky: Email help",
"type": "n8n-nodes-base.stickyNote",
"position": [
1056,
-304
],
"parameters": {
"color": 6,
"height": 224,
"content": "## Send Email\\nSends the model's Subject and Body to the lead's Email Address.\\nUse Gmail or SMTP with your own mailbox.\\nTest with your email first to confirm formatting and deliverability.\\n"
},
"typeVersion": 1
},
{
"name": "Sticky: Sheet writeback",
"type": "n8n-nodes-base.stickyNote",
"position": [
1248,
128
],
"parameters": {
"height": 256,
"content": "## Update Status\\nWrites Status and Tag back to the same sheet so you can track outcomes.\\nCurrently matches by Name. If you have duplicates, switch to Timestamp or a unique ID.\\n"
},
"typeVersion": 1
},
{
"name": "Sticky: Slack help",
"type": "n8n-nodes-base.stickyNote",
"position": [
1200,
528
],
"parameters": {
"color": 3,
"height": 208,
"content": "## Notify Team (Slack)\\nPosts a short alert with the lead's name, services, budget, and a link to the sheet row.\\nSet the Slack channel you want and connect your Slack credential.\\n"
},
"typeVersion": 1
}
],
"connections": {
"Wait": {
"main": [
[
{
"node": "Create Email & Tag",
"type": "main",
"index": 0
}
]
]
},
"Create Email & Tag": {
"main": [
[
{
"node": "Send Email",
"type": "main",
"index": 0
}
],
[
{
"node": "Update Status",
"type": "main",
"index": 0
}
],
[
{
"node": "Notify Team",
"type": "main",
"index": 0
}
]
]
},
"Google Sheets Trigger": {
"main": [
[
{
"node": "Wait",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
This template triggers when a new row appears in Google Sheets (from any intake form that writes to the sheet). It validates key fields, performs light deduplication by email or phone, and sends the data to OpenAI to generate a concise, brand-safe first-touch email. At the same…
Source: https://n8n.io/workflows/8995/ — original creator credit. Request a take-down →
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