Calvin Cunningham This workflow corresponds to n8n.io template #11059 — we link there as the canonical source.
This workflow follows the Agent → Airtable recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
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{
"id": "S1kEb0k5FjJfemss",
"name": "Forms Lead Capture to Airtable CRM with AI Email Draft Approval",
"tags": [],
"nodes": [
{
"id": "18f93941-0514-4410-a269-ebd7213d6a75",
"name": "Workflow Configuration",
"type": "n8n-nodes-base.set",
"position": [
-1072,
1600
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "id-2",
"name": "airtableBaseId",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Airtable base ID__>"
},
{
"id": "id-3",
"name": "airtableTableId",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Airtable table ID__>"
},
{
"id": "id-4",
"name": "companyName",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Your Company Name__>"
},
{
"id": "id-5",
"name": "senderName",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Your Name__>"
},
{
"id": "id-6",
"name": "senderTitle",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Your Title__>"
},
{
"id": "id-7",
"name": "companyEmail",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Company Email__>"
},
{
"id": "id-8",
"name": "companyPhone",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Company Phone__>"
},
{
"id": "id-9",
"name": "companyAddress",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Company Address__>"
},
{
"id": "id-10",
"name": "linkedinUrl",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__LinkedIn URL__>"
},
{
"id": "id-11",
"name": "twitterUrl",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Twitter URL__>"
},
{
"id": "id-12",
"name": "facebookUrl",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Facebook URL__>"
},
{
"id": "id-13",
"name": "websiteUrl",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Website URL__>"
}
]
},
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "faafb419-ad4f-4643-9b56-24b30f855cfe",
"name": "Extract Lead Data",
"type": "n8n-nodes-base.set",
"position": [
-848,
1600
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "id-1",
"name": "leadName",
"type": "string",
"value": "={{ $json.body.name || 'Unknown' }}"
},
{
"id": "id-2",
"name": "leadEmail",
"type": "string",
"value": "={{ $json.body.email || '' }}"
},
{
"id": "id-3",
"name": "leadCompany",
"type": "string",
"value": "={{ $json.body.company || '' }}"
},
{
"id": "id-4",
"name": "leadPhone",
"type": "string",
"value": "={{ $json.body.phone || '' }}"
},
{
"id": "id-5",
"name": "leadMessage",
"type": "string",
"value": "={{ $json.body.message || '' }}"
}
]
},
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "da6733ad-bef2-41f9-b33a-180158fb93f1",
"name": "Generate Email Draft",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
-624,
1600
],
"parameters": {
"text": "=You are a professional sales assistant. Based on the lead information provided, write a personalized and engaging follow-up email. \n\nAlways Use the Lead details to personalize the email:\n- Name: {{ $json.Name }}\n- Email: {{ $json.Email }}\n- Company: {{ $json.Company }}\n- Phone: {{ $json.Phone }}\n- Message: {{ $json.Message }}\n\nWrite a warm, professional email that:\n1. Thanks them for their interest\n2. Addresses their specific inquiry or message\n3. Highlights how we can help\n4. Includes a clear call-to-action\n5. Maintains a friendly but professional tone\n\nReturn ONLY the email body text, no subject line.",
"options": {},
"promptType": "define"
},
"typeVersion": 2.2
},
{
"id": "efe047b8-1294-4358-a52a-fc4749e29ce6",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
-560,
1824
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "aa0b05bd-3c27-479d-adca-d0d279ec7772",
"name": "Wait for Approval",
"type": "n8n-nodes-base.wait",
"position": [
-48,
1600
],
"parameters": {
"resume": "webhook",
"options": {},
"resumeAmount": 24,
"limitWaitTime": true
},
"typeVersion": 1.1
},
{
"id": "fe447420-96da-484b-965a-8c6091db3bcd",
"name": "Check Approval Status",
"type": "n8n-nodes-base.if",
"position": [
176,
1600
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "id-1",
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $('Wait for Approval').item.json.query.action }}",
"rightValue": "approve"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "5727706c-2cf3-4f3c-a659-ef2791302905",
"name": "Send Email to Lead",
"type": "n8n-nodes-base.gmail",
"position": [
400,
1504
],
"parameters": {
"sendTo": "={{ $('On form submission').item.json.Email }}",
"message": "=<!DOCTYPE html>\n<html lang=\"en\">\n<head>\n <meta charset=\"UTF-8\">\n <meta name=\"viewport\" content=\"width=device-width, initial-scale=1.0\">\n <title>Thank You for Your Interest</title>\n</head>\n<body style=\"margin: 0; padding: 0; font-family: 'Segoe UI', Tahoma, Geneva, Verdana, sans-serif; background-color: #f4f4f4;\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\" border=\"0\" style=\"background-color: #f4f4f4; padding: 20px 0;\">\n <tr>\n <td align=\"center\">\n <table width=\"600\" cellpadding=\"0\" cellspacing=\"0\" border=\"0\" style=\"max-width: 600px; background-color: #ffffff; border-radius: 8px; overflow: hidden; box-shadow: 0 2px 8px rgba(0,0,0,0.1);\">\n \n <!-- Main Content -->\n <tr>\n <td style=\"padding: 40px 30px; background-color: #ffffff;\">\n <div style=\"color: #333333; font-size: 16px; line-height: 1.8;\">\n {{ $('Generate Email Draft').item.json.output }}\n </div>\n </td>\n </tr>\n \n <!-- Signature Section -->\n <tr>\n <td style=\"padding: 30px; background-color: #f9f9f9; border-top: 1px solid #e0e0e0;\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\" border=\"0\">\n <tr>\n <td>\n <p style=\"margin: 0 0 10px 0; color: #333333; font-size: 16px; font-weight: bold;\">Best regards,</p>\n <p style=\"margin: 0 0 5px 0; color: #667eea; font-size: 18px; font-weight: bold;\">{{ $('Workflow Configuration').item.json.senderName }}</p>\n <p style=\"margin: 0 0 5px 0; color: #666666; font-size: 14px;\">{{ $('Workflow Configuration').item.json.companyName }}</p>\n <p style=\"margin: 0; color: #666666; font-size: 14px;\">Email: {{ $('Workflow Configuration').item.json.companyEmail }} | Phone: {{ $('Workflow Configuration').item.json.companyPhone }}</p>\n </td>\n </tr>\n </table>\n </td>\n </tr>\n \n <!-- Footer -->\n <tr>\n <td style=\"padding: 30px; background-color: #2c3e50; text-align: center;\">\n <p style=\"margin: 0 0 15px 0; color: #ffffff; font-size: 14px;\">Connect with us:</p>\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\" border=\"0\">\n <tr>\n <td align=\"center\">\n <a href=\"{{ $('Workflow Configuration').item.json.linkedinUrl }}\" style=\"display: inline-block; margin: 0 10px; color: #ffffff; text-decoration: none; font-size: 14px;\">LinkedIn</a>\n <span style=\"color: #7f8c8d;\">|</span>\n <a href=\"{{ $('Workflow Configuration').item.json.twitterUrl }}\" style=\"display: inline-block; margin: 0 10px; color: #ffffff; text-decoration: none; font-size: 14px;\">Twitter</a>\n <span style=\"color: #7f8c8d;\">|</span>\n <a href=\"{{ $('Workflow Configuration').item.json.facebookUrl }}\" style=\"display: inline-block; margin: 0 10px; color: #ffffff; text-decoration: none; font-size: 14px;\">Facebook</a>\n <span style=\"color: #7f8c8d;\">|</span>\n <a href=\"{{ $('Workflow Configuration').item.json.websiteUrl }}\" style=\"display: inline-block; margin: 0 10px; color: #ffffff; text-decoration: none; font-size: 14px;\">Website</a>\n </td>\n </tr>\n </table>\n <p style=\"margin: 20px 0 0 0; color: #95a5a6; font-size: 12px;\">\u00a9 2024 {{ $('Workflow Configuration').item.json.companyName }}. All rights reserved.</p>\n <p style=\"margin: 10px 0 0 0; color: #95a5a6; font-size: 12px;\">{{ $('Workflow Configuration').item.json.companyAddress }}</p>\n </td>\n </tr>\n \n </table>\n </td>\n </tr>\n </table>\n</body>\n</html>",
"options": {
"appendAttribution": false
},
"subject": "Thank you for your interest!"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "fbb53e8f-6523-424d-8743-785c1c8a0dd9",
"name": "Create Lead in Airtable",
"type": "n8n-nodes-base.airtable",
"position": [
624,
1504
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appLEpUNTNRmFiyLf",
"cachedResultUrl": "https://airtable.com/appLEpUNTNRmFiyLf",
"cachedResultName": "Lead Base"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblS2zfi7bQRZgE3u",
"cachedResultUrl": "https://airtable.com/appLEpUNTNRmFiyLf/tblS2zfi7bQRZgE3u",
"cachedResultName": "Lead Contacts"
},
"columns": {
"value": {
"Email": "={{ $('On form submission').item.json.Email }}",
"Notes": "={{ $('On form submission').item.json.Message }}",
"Phone": "={{ $('On form submission').item.json.Phone }}",
"Status": "Email Sent - Approved",
"First Name": "={{ $('On form submission').item.json.Name }}",
"Email Draft": "={{ $('Generate Email Draft').item.json.output }}",
"Company Name": "={{ $('On form submission').item.json.Company }}"
},
"schema": [
{
"id": "First Name",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "First Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Last Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Last Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Email",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Email",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Phone",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Phone",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Company Name",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Company Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Budget",
"type": "number",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Budget",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Notes",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Notes",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Created On",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Created On",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Qualification",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Qualification",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Message",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Message",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Contacted On",
"type": "dateTime",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Contacted On",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Call Summary",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Call Summary",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Interested",
"type": "boolean",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Interested",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Proposal Sent on",
"type": "dateTime",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Proposal Sent on",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Last Modified",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Last Modified",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "AI Summary",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "AI Summary",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "create",
"authentication": "airtableOAuth2Api"
},
"credentials": {
"airtableOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "c78f331f-1b86-486a-8c16-98883c1dea6d",
"name": "Update Lead Status (Rejected)",
"type": "n8n-nodes-base.airtable",
"position": [
400,
1696
],
"parameters": {
"base": {
"__rl": true,
"mode": "list",
"value": "appLEpUNTNRmFiyLf",
"cachedResultUrl": "https://airtable.com/appLEpUNTNRmFiyLf",
"cachedResultName": "Lead Base"
},
"table": {
"__rl": true,
"mode": "list",
"value": "tblS2zfi7bQRZgE3u",
"cachedResultUrl": "https://airtable.com/appLEpUNTNRmFiyLf/tblS2zfi7bQRZgE3u",
"cachedResultName": "Lead Contacts"
},
"columns": {
"value": {
"Email": "={{ $('On form submission').item.json.Email }}",
"Notes": "={{ $('On form submission').item.json.Message }}",
"Phone": "={{ $('On form submission').item.json.Phone }}",
"Status": "Email Rejected - Needs Review",
"First Name": "={{ $('On form submission').item.json.Name }}",
"Email Draft": "={{ $('Generate Email Draft').item.json.output }}",
"Company Name": "={{ $('On form submission').item.json.Company }}"
},
"schema": [
{
"id": "First Name",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "First Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Last Name",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Last Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Email",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Email",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Phone",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Phone",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Company Name",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Company Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Budget",
"type": "number",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Budget",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Notes",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Notes",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Created On",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Created On",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Qualification",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Qualification",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Message",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Message",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Contacted On",
"type": "dateTime",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Contacted On",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Call Summary",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Call Summary",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Interested",
"type": "boolean",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Interested",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Proposal Sent on",
"type": "dateTime",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "Proposal Sent on",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Last Modified",
"type": "string",
"display": true,
"removed": true,
"readOnly": true,
"required": false,
"displayName": "Last Modified",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "AI Summary",
"type": "string",
"display": true,
"removed": true,
"readOnly": false,
"required": false,
"displayName": "AI Summary",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Email Draft",
"type": "string",
"display": true,
"removed": false,
"readOnly": false,
"required": false,
"displayName": "Email Draft",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "create",
"authentication": "airtableOAuth2Api"
},
"credentials": {
"airtableOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "f681f075-4ce2-426a-8dc7-32e875efbb1b",
"name": "On form submission",
"type": "n8n-nodes-base.formTrigger",
"position": [
-1296,
1600
],
"parameters": {
"options": {},
"formTitle": "Leads",
"formFields": {
"values": [
{
"fieldLabel": "Name",
"requiredField": true
},
{
"fieldType": "email",
"fieldLabel": "Email",
"requiredField": true
},
{
"fieldLabel": "Company",
"requiredField": true
},
{
"fieldLabel": "Phone",
"placeholder": "(222)222-2222",
"requiredField": true
},
{
"fieldLabel": "Message",
"requiredField": true
}
]
},
"formDescription": "We'll reach out to you soon!"
},
"typeVersion": 2.3
},
{
"id": "9fe8ee6f-eed6-42c9-a0d6-f4abf82fcf40",
"name": "Send Approval Request Email",
"type": "n8n-nodes-base.gmail",
"position": [
-272,
1600
],
"parameters": {
"sendTo": "\"<__PLACEHOLDER_VALUE__Sales Email__>",
"message": "=<div style=\"font-family: Arial, sans-serif; max-width: 600px; margin: 0 auto; padding: 20px; background-color: #f5f5f5;\">\n <div style=\"background-color: white; padding: 30px; border-radius: 8px; box-shadow: 0 2px 4px rgba(0,0,0,0.1);\">\n <h2 style=\"color: #333; margin-top: 0;\">New Lead Email Draft - Approval Required</h2>\n \n <div style=\"background-color: #f9f9f9; padding: 20px; border-radius: 5px; margin: 20px 0;\">\n <h3 style=\"color: #555; margin-top: 0;\">Lead Information</h3>\n <p><strong>Name:</strong> {{ $('On form submission').item.json.Name }}</p>\n <p><strong>Email:</strong> {{ $('On form submission').item.json.Email }}</p>\n <p><strong>Company:</strong> {{ $('On form submission').item.json.Company }}</p>\n <p><strong>Phone:</strong> {{ $('On form submission').item.json.Phone }}</p>\n <p><strong>Message:</strong> {{ $('On form submission').item.json.Message }}</p>\n </div>\n \n <div style=\"background-color: #fff8e1; padding: 20px; border-radius: 5px; margin: 20px 0; border-left: 4px solid #ffc107;\">\n <h3 style=\"color: #555; margin-top: 0;\">Generated Email Draft</h3>\n <div style=\"white-space: pre-wrap; color: #333; line-height: 1.6;\">\n {{ $('Generate Email Draft').item.json.output }}\n </div>\n </div>\n \n <div style=\"text-align: center; margin-top: 30px;\">\n <p style=\"color: #666; margin-bottom: 20px;\">Please review the email draft and choose an action:</p>\n \n <a href=\"{{ $resumeWebhookUrl }}?action=approve\" \n style=\"display: inline-block; padding: 12px 30px; margin: 0 10px; background-color: #4CAF50; color: white; text-decoration: none; border-radius: 5px; font-weight: bold;\">\n \u2713 Approve & Send\n </a>\n \n <a href=\"{{ $resumeWebhookUrl }}?action=reject\" \n style=\"display: inline-block; padding: 12px 30px; margin: 0 10px; background-color: #f44336; color: white; text-decoration: none; border-radius: 5px; font-weight: bold;\">\n \u2717 Reject\n </a>\n </div>\n </div>\n</div>",
"options": {
"appendAttribution": false
},
"subject": "New Lead Email Draft - Approval Required"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "2157463a-b563-40b2-a2ad-f9f378421d51",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2192,
704
],
"parameters": {
"width": 656,
"height": 432,
"content": "### \ud83d\udccc Purpose \nAutomatically process new leads from an n8n Form, generate an AI-written follow-up email, request approval from your sales team, and then send the approved email to the lead while logging everything into Airtable.\n\nThis workflow is ideal for:\n- Small teams that want AI to draft emails, but still keep a human review step \n- Businesses that receive inbound inquiries and need fast, consistent follow-ups \n- Anyone who wants an automated lead-intake \u2192 email \u2192 CRM update pipeline \n- Teams that want to save approved/rejected drafts for future reference\n\nWhy this is helpful:\n- AI handles the writing, saving your team time \n- Sales still decides what actually gets sent \n- Airtable automatically stores every lead + email draft + status \n- Everything runs from a simple form submission \u2192 no manual copying or rewriting\n\nWhy download this template:\nIt gives you a polished lead-response system with human approval, CRM logging, and automated Gmail sending \u2014 all without needing a full CRM or sales tool.\n"
},
"typeVersion": 1
},
{
"id": "c2ce48eb-13f3-4b2e-b026-0eef2e57d14c",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2192,
1136
],
"parameters": {
"width": 656,
"height": 416,
"content": "### \ud83d\udd27 Setup Instructions \n1. **Connect credentials:** Gmail, Airtable, OpenAI. \n2. **Configure Airtable Table** with the following fields: \n - Name \n - Email \n - Phone \n - Company Name \n - Message \n - Status \n - Email Draft \n - Created On \n3. **Add Airtable Base & Table IDs** in the configuration node. \n4. **Add company details** (your name, title, email, phone, website, etc.) so the final email is branded correctly. \n5. **Set the sales approval email address** (where the draft should be sent for review). \n6. Enable the **Webhooks** node used for the approval link. \n7. Publish your n8n Form and test by submitting a new lead.\n"
},
"typeVersion": 1
},
{
"id": "3ae04115-2e42-4875-9165-0901a7cb1c75",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1536,
704
],
"parameters": {
"color": 3,
"width": 720,
"height": 336,
"content": "### \ud83d\udee0\ufe0f Troubleshooting \n- **Approval link not working?** \n Make sure the Webhook node is set to \u201cProduction URL\u201d and not \u201cTest URL.\u201d\n\n- **Emails not sending?** \n Verify Gmail credentials and that the \u201cFrom\u201d address is allowed by Google.\n\n- **Airtable fields not updating?** \n Check Base ID, Table ID, and field names match exactly.\n\n- **Draft missing lead details?** \n Ensure the Form field names match those referenced in the AI prompt.\n\n- **Stuck waiting for approval?** \n Confirm the approval webhook is receiving a request when clicked.\n"
},
"typeVersion": 1
},
{
"id": "7d1343bb-fed5-414d-9421-4e36c178cbe2",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1360,
1440
],
"parameters": {
"color": 7,
"width": 688,
"height": 400,
"content": "### \ud83d\udcdd Lead Intake & Preparation \nThis section receives a new lead from an n8n Form and prepares the information for AI processing.\n\nWhy: \nWe normalize all form fields early so the AI model always receives clean, predictable data \u2014 making email generation more accurate and consistent.\n"
},
"typeVersion": 1
},
{
"id": "b9eded9e-7f4e-4e8e-ac7e-29301622bac3",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
-656,
1440
],
"parameters": {
"color": 7,
"width": 992,
"height": 512,
"content": "### \ud83e\udd16 Draft Generation & Human Approval \nAI writes the initial draft, then the workflow emails it to your sales team for review and approval via a secure link.\n\nWhy: \nThis blends automation with human judgment \u2014 speeding up response time while maintaining quality control.\n"
},
"typeVersion": 1
},
{
"id": "5c84ef79-c18d-4143-88b2-e74b541855e4",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
352,
1328
],
"parameters": {
"color": 7,
"width": 544,
"height": 544,
"content": "### \ud83d\udcca Log Lead in Airtable & Send Final Email \nDepending on approval, this section sends the email to the lead and logs the result in Airtable.\n\nWhy: \nYour CRM stays clean and accurate \u2014 each lead gets a clear status, timestamp, and saved email draft for reference.\n"
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "0327dfba-387c-4d3f-aeba-dc220d8b6474",
"connections": {
"Extract Lead Data": {
"main": [
[
{
"node": "Generate Email Draft",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "Generate Email Draft",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Wait for Approval": {
"main": [
[
{
"node": "Check Approval Status",
"type": "main",
"index": 0
}
]
]
},
"On form submission": {
"main": [
[
{
"node": "Workflow Configuration",
"type": "main",
"index": 0
}
]
]
},
"Send Email to Lead": {
"main": [
[
{
"node": "Create Lead in Airtable",
"type": "main",
"index": 0
}
]
]
},
"Generate Email Draft": {
"main": [
[
{
"node": "Send Approval Request Email",
"type": "main",
"index": 0
}
]
]
},
"Check Approval Status": {
"main": [
[
{
"node": "Send Email to Lead",
"type": "main",
"index": 0
}
],
[
{
"node": "Update Lead Status (Rejected)",
"type": "main",
"index": 0
}
]
]
},
"Workflow Configuration": {
"main": [
[
{
"node": "Extract Lead Data",
"type": "main",
"index": 0
}
]
]
},
"Send Approval Request Email": {
"main": [
[
{
"node": "Wait for Approval",
"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.
airtableOAuth2ApigmailOAuth2openAiApi
Pro
For the full experience including quality scoring and batch install features for each workflow upgrade to Pro
About this workflow
This workflow automates your lead response process from end to end. When someone submits your n8n Form, the workflow generates an AI-written follow-up email, sends that draft to your sales team for approval, and then sends the approved email to the lead or marks it as needing…
Source: https://n8n.io/workflows/11059/ — original creator credit. Request a take-down →
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