Jitesh Dugar This workflow corresponds to n8n.io template #9731 — we link there as the canonical source.
This workflow follows the Agent → Gmail 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 →
{
"meta": {
"templateCredsSetupCompleted": true
},
"nodes": [
{
"id": "e39f08f2-f12e-4b84-93b9-cf264a43c6d7",
"name": "Parse Training Request",
"type": "n8n-nodes-base.code",
"position": [
704,
0
],
"parameters": {
"jsCode": "const formData = $input.first().json;\n\nreturn {\n json: {\n requestId: formData.submissionID || 'TRN-' + Date.now(),\n submissionDate: new Date().toISOString(),\n employeeName: formData.employeeName || formData.q3_employeeName,\n employeeEmail: formData.employeeEmail || formData.q4_employeeEmail,\n employeeId: formData.employeeId || formData.q5_employeeId,\n department: formData.department || formData.q6_department,\n position: formData.position || formData.q7_position,\n manager: formData.manager || formData.q8_manager,\n managerEmail: formData.managerEmail || formData.q9_managerEmail,\n trainingTopic: formData.trainingTopic || formData.q10_trainingTopic,\n trainingCategory: formData.trainingCategory || formData.q11_trainingCategory || 'Technical',\n skillGap: formData.skillGap || formData.q12_skillGap || '',\n currentSkillLevel: formData.currentSkillLevel || formData.q13_currentSkillLevel || 'Beginner',\n desiredSkillLevel: formData.desiredSkillLevel || formData.q14_desiredSkillLevel || 'Intermediate',\n urgency: formData.urgency || formData.q15_urgency || 'Normal',\n businessJustification: formData.businessJustification || formData.q16_businessJustification || '',\n projectImpact: formData.projectImpact || formData.q17_projectImpact || '',\n preferredFormat: formData.preferredFormat || formData.q18_preferredFormat || 'In-Person',\n preferredDates: formData.preferredDates || formData.q19_preferredDates || '',\n numberOfAttendees: parseInt(formData.numberOfAttendees || formData.q20_numberOfAttendees || '1'),\n estimatedBudget: parseFloat(formData.estimatedBudget || formData.q21_estimatedBudget || '0'),\n additionalNotes: formData.additionalNotes || formData.q22_additionalNotes || '',\n status: 'pending_review'\n }\n};"
},
"typeVersion": 2
},
{
"id": "b1dd4dc8-c71c-48e9-862f-4cf623af5954",
"name": "Check Training Budget",
"type": "n8n-nodes-base.code",
"position": [
960,
0
],
"parameters": {
"jsCode": "const data = $input.first().json;\n\n// Training budget database per department (annual)\nconst departmentBudgets = {\n 'Engineering': { total: 50000, spent: 28000, remaining: 22000 },\n 'Sales': { total: 30000, spent: 18000, remaining: 12000 },\n 'Marketing': { total: 25000, spent: 15000, remaining: 10000 },\n 'HR': { total: 15000, spent: 8000, remaining: 7000 },\n 'Finance': { total: 20000, spent: 12000, remaining: 8000 },\n 'Operations': { total: 18000, spent: 10000, remaining: 8000 },\n 'Customer Support': { total: 12000, spent: 6000, remaining: 6000 },\n 'Product': { total: 35000, spent: 20000, remaining: 15000 }\n};\n\n// Training catalog with costs\nconst trainingCatalog = {\n 'Technical': [\n { name: 'Python Programming Fundamentals', duration: '3 days', cost: 1200, level: 'Beginner', provider: 'TechAcademy' },\n { name: 'Advanced JavaScript & React', duration: '5 days', cost: 2000, level: 'Intermediate', provider: 'CodeSchool' },\n { name: 'AWS Cloud Practitioner', duration: '2 days', cost: 800, level: 'Beginner', provider: 'CloudExperts' },\n { name: 'Docker & Kubernetes', duration: '4 days', cost: 1800, level: 'Advanced', provider: 'DevOpsInstitute' },\n { name: 'Cybersecurity Essentials', duration: '3 days', cost: 1500, level: 'Intermediate', provider: 'SecureLearn' }\n ],\n 'Leadership': [\n { name: 'Leadership Fundamentals', duration: '2 days', cost: 1000, level: 'Beginner', provider: 'LeadershipPro' },\n { name: 'Strategic Management', duration: '3 days', cost: 1800, level: 'Advanced', provider: 'ExecutiveEd' },\n { name: 'Team Building & Motivation', duration: '1 day', cost: 600, level: 'Intermediate', provider: 'TeamSuccess' }\n ],\n 'Sales': [\n { name: 'Consultative Selling', duration: '2 days', cost: 900, level: 'Intermediate', provider: 'SalesForce Academy' },\n { name: 'Negotiation Mastery', duration: '2 days', cost: 1100, level: 'Advanced', provider: 'DealMakers' },\n { name: 'Sales Fundamentals', duration: '1 day', cost: 500, level: 'Beginner', provider: 'SalesPro' }\n ],\n 'Communication': [\n { name: 'Effective Communication', duration: '1 day', cost: 400, level: 'Beginner', provider: 'CommSkills' },\n { name: 'Public Speaking Mastery', duration: '2 days', cost: 800, level: 'Intermediate', provider: 'SpeakWell' },\n { name: 'Presentation Skills', duration: '1 day', cost: 500, level: 'Intermediate', provider: 'PresenterPro' }\n ],\n 'Project Management': [\n { name: 'PMP Certification Prep', duration: '5 days', cost: 2500, level: 'Advanced', provider: 'PMI Institute' },\n { name: 'Agile & Scrum Fundamentals', duration: '2 days', cost: 900, level: 'Beginner', provider: 'AgileExperts' },\n { name: 'Project Planning & Execution', duration: '3 days', cost: 1200, level: 'Intermediate', provider: 'ProjectSuccess' }\n ],\n 'Data & Analytics': [\n { name: 'Data Analysis with Excel', duration: '2 days', cost: 700, level: 'Beginner', provider: 'DataSkills' },\n { name: 'Power BI Advanced', duration: '3 days', cost: 1400, level: 'Advanced', provider: 'BIExperts' },\n { name: 'SQL for Business', duration: '2 days', cost: 900, level: 'Intermediate', provider: 'DataAcademy' }\n ]\n};\n\nconst department = data.department;\nconst budget = departmentBudgets[department] || { total: 10000, spent: 5000, remaining: 5000 };\nconst estimatedCost = data.estimatedBudget || 1000;\n\nconst budgetAvailable = budget.remaining >= estimatedCost;\nconst budgetUtilization = ((budget.spent / budget.total) * 100).toFixed(1);\n\nreturn {\n json: {\n ...data,\n departmentBudgetTotal: budget.total,\n departmentBudgetSpent: budget.spent,\n departmentBudgetRemaining: budget.remaining,\n budgetAvailable: budgetAvailable,\n budgetUtilization: budgetUtilization,\n trainingCatalog: trainingCatalog\n }\n};"
},
"typeVersion": 2
},
{
"id": "94a80dc3-7d19-4ed8-a79d-db40bd326baa",
"name": "AI Training Analysis",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
1200,
0
],
"parameters": {
"text": "=You are an expert corporate training advisor with 15+ years in L&D. Analyze this training request and provide recommendations.\n\n**Employee Information:**\n- Name: {{ $json.employeeName }}\n- Position: {{ $json.position }}\n- Department: {{ $json.department }}\n- Current Skill Level: {{ $json.currentSkillLevel }}\n- Desired Skill Level: {{ $json.desiredSkillLevel }}\n\n**Training Request:**\n- Topic: {{ $json.trainingTopic }}\n- Category: {{ $json.trainingCategory }}\n- Skill Gap: {{ $json.skillGap }}\n- Business Justification: {{ $json.businessJustification }}\n- Project Impact: {{ $json.projectImpact }}\n- Urgency: {{ $json.urgency }}\n- Format Preference: {{ $json.preferredFormat }}\n- Attendees: {{ $json.numberOfAttendees }}\n- Estimated Budget: ${{ $json.estimatedBudget }}\n\n**Budget Context:**\n- Department Total Budget: ${{ $json.departmentBudgetTotal }}\n- Already Spent: ${{ $json.departmentBudgetSpent }}\n- Remaining: ${{ $json.departmentBudgetRemaining }}\n- Budget Available: {{ $json.budgetAvailable }}\n- Utilization: {{ $json.budgetUtilization }}%\n\n**Available Training Catalog:**\n{{ JSON.stringify($json.trainingCatalog, null, 2) }}\n\nProvide comprehensive analysis in JSON:\n{\n \"needsAnalysis\": {\n \"skillGapSeverity\": \"critical|high|medium|low\",\n \"businessImpact\": \"high|medium|low\",\n \"urgencyJustified\": true|false,\n \"alignment\": \"strongly_aligned|aligned|partially_aligned|misaligned\",\n \"roiPotential\": \"high|medium|low\",\n \"analysis\": \"detailed assessment of training need\"\n },\n \"recommendedCourses\": [\n {\n \"courseName\": \"course from catalog\",\n \"provider\": \"provider name\",\n \"duration\": \"duration\",\n \"cost\": number,\n \"matchScore\": 0-100,\n \"reasoning\": \"why this course fits\",\n \"prerequisites\": [],\n \"outcomes\": [\"expected outcome 1\", \"outcome 2\"]\n }\n ],\n \"alternativeOptions\": [\n {\n \"option\": \"alternative approach\",\n \"cost\": number,\n \"pros\": [],\n \"cons\": []\n }\n ],\n \"budgetAnalysis\": {\n \"requestWithinBudget\": true|false,\n \"costEffective\": true|false,\n \"budgetRecommendation\": \"approve|defer|reduce_scope|seek_alternatives\",\n \"costOptimization\": [\"suggestion 1\", \"suggestion 2\"]\n },\n \"approvalRecommendation\": {\n \"recommend\": \"strongly_approve|approve|conditional_approve|defer|reject\",\n \"confidence\": 0-100,\n \"reasoning\": \"detailed justification\",\n \"conditions\": [\"condition 1 if applicable\"]\n },\n \"implementationPlan\": {\n \"suggestedTimeline\": \"when to schedule\",\n \"preparationNeeded\": [\"prep step 1\", \"prep step 2\"],\n \"postTrainingActions\": [\"follow-up 1\", \"follow-up 2\"],\n \"successMetrics\": [\"metric 1\", \"metric 2\"]\n },\n \"skillDevelopmentPath\": {\n \"currentToDesired\": \"path description\",\n \"estimatedTimeframe\": \"time to reach desired level\",\n \"additionalTraining\": [\"future training 1\", \"future training 2\"],\n \"onTheJobLearning\": [\"practical application 1\"]\n },\n \"teamImpact\": {\n \"teamBenefit\": \"high|medium|low\",\n \"knowledgeSharingPotential\": true|false,\n \"multiplierEffect\": \"how this helps team\",\n \"suggestAdditionalAttendees\": [\"name/role if applicable\"]\n },\n \"riskAssessment\": {\n \"delayRisks\": [\"risk if not trained\"],\n \"overInvestmentRisk\": \"low|medium|high\",\n \"alternativeResources\": [\"internal mentoring\", \"online courses\"],\n \"mitigation\": [\"how to mitigate risks\"]\n },\n \"managerGuidance\": {\n \"keyConsiderations\": [\"point 1\", \"point 2\"],\n \"questionsToAsk\": [\"question 1\", \"question 2\"],\n \"approvalCriteria\": [\"criterion 1\", \"criterion 2\"]\n }\n}",
"options": {
"systemMessage": "You are an expert corporate training advisor specializing in learning & development, ROI analysis, and skill development pathways."
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 1.6
},
{
"id": "ba7ef4b8-9b63-4d63-88ca-18d39838ce5b",
"name": "Extract AI Analysis",
"type": "n8n-nodes-base.set",
"position": [
1552,
0
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "aiAnalysis",
"name": "aiAnalysis",
"type": "string",
"value": "={{ $json.output }}"
}
]
}
},
"typeVersion": 3.3
},
{
"id": "ba552a4e-b4c6-456b-af96-446155e5d625",
"name": "Merge Training Analysis",
"type": "n8n-nodes-base.code",
"position": [
1808,
-160
],
"parameters": {
"jsCode": "const trainingData = $input.first().json;\nconst aiAnalysisRaw = trainingData.aiAnalysis;\n\nlet aiAnalysis;\ntry {\n aiAnalysis = JSON.parse(aiAnalysisRaw);\n} catch (e) {\n aiAnalysis = {\n needsAnalysis: {skillGapSeverity: 'medium', businessImpact: 'medium', urgencyJustified: true, alignment: 'aligned', roiPotential: 'medium', analysis: 'Training needed'},\n recommendedCourses: [{courseName: 'General Training', provider: 'TBD', duration: '2 days', cost: 1000, matchScore: 70, reasoning: 'Relevant training', prerequisites: [], outcomes: ['Skill improvement']}],\n alternativeOptions: [],\n budgetAnalysis: {requestWithinBudget: true, costEffective: true, budgetRecommendation: 'approve', costOptimization: []},\n approvalRecommendation: {recommend: 'approve', confidence: 75, reasoning: 'Valid training request', conditions: []},\n implementationPlan: {suggestedTimeline: 'Within 30 days', preparationNeeded: [], postTrainingActions: [], successMetrics: []},\n skillDevelopmentPath: {currentToDesired: 'Standard progression', estimatedTimeframe: '3-6 months', additionalTraining: [], onTheJobLearning: []},\n teamImpact: {teamBenefit: 'medium', knowledgeSharingPotential: true, multiplierEffect: 'Team skill improvement', suggestAdditionalAttendees: []},\n riskAssessment: {delayRisks: [], overInvestmentRisk: 'low', alternativeResources: [], mitigation: []},\n managerGuidance: {keyConsiderations: [], questionsToAsk: [], approvalCriteria: []}\n };\n}\n\nconst topCourse = aiAnalysis.recommendedCourses[0];\nconst approvalNeeded = aiAnalysis.budgetAnalysis.requestWithinBudget && \n (aiAnalysis.approvalRecommendation.recommend === 'approve' || \n aiAnalysis.approvalRecommendation.recommend === 'strongly_approve');\n\nreturn {\n json: {\n ...trainingData,\n skillGapSeverity: aiAnalysis.needsAnalysis.skillGapSeverity,\n businessImpact: aiAnalysis.needsAnalysis.businessImpact,\n urgencyJustified: aiAnalysis.needsAnalysis.urgencyJustified,\n alignment: aiAnalysis.needsAnalysis.alignment,\n roiPotential: aiAnalysis.needsAnalysis.roiPotential,\n needsAnalysisDetail: aiAnalysis.needsAnalysis.analysis,\n recommendedCourses: aiAnalysis.recommendedCourses,\n topRecommendedCourse: topCourse.courseName,\n topCourseProvider: topCourse.provider,\n topCourseDuration: topCourse.duration,\n topCourseCost: topCourse.cost,\n courseMatchScore: topCourse.matchScore,\n courseReasoning: topCourse.reasoning,\n coursePrerequisites: topCourse.prerequisites,\n courseOutcomes: topCourse.outcomes,\n alternativeOptions: aiAnalysis.alternativeOptions,\n requestWithinBudget: aiAnalysis.budgetAnalysis.requestWithinBudget,\n costEffective: aiAnalysis.budgetAnalysis.costEffective,\n budgetRecommendation: aiAnalysis.budgetAnalysis.budgetRecommendation,\n costOptimization: aiAnalysis.budgetAnalysis.costOptimization,\n aiRecommendation: aiAnalysis.approvalRecommendation.recommend,\n recommendationConfidence: aiAnalysis.approvalRecommendation.confidence,\n recommendationReasoning: aiAnalysis.approvalRecommendation.reasoning,\n approvalConditions: aiAnalysis.approvalRecommendation.conditions,\n suggestedTimeline: aiAnalysis.implementationPlan.suggestedTimeline,\n preparationNeeded: aiAnalysis.implementationPlan.preparationNeeded,\n postTrainingActions: aiAnalysis.implementationPlan.postTrainingActions,\n successMetrics: aiAnalysis.implementationPlan.successMetrics,\n skillPath: aiAnalysis.skillDevelopmentPath.currentToDesired,\n estimatedTimeframe: aiAnalysis.skillDevelopmentPath.estimatedTimeframe,\n additionalTraining: aiAnalysis.skillDevelopmentPath.additionalTraining,\n onTheJobLearning: aiAnalysis.skillDevelopmentPath.onTheJobLearning,\n teamBenefit: aiAnalysis.teamImpact.teamBenefit,\n knowledgeSharing: aiAnalysis.teamImpact.knowledgeSharingPotential,\n multiplierEffect: aiAnalysis.teamImpact.multiplierEffect,\n suggestedAttendees: aiAnalysis.teamImpact.suggestAdditionalAttendees,\n delayRisks: aiAnalysis.riskAssessment.delayRisks,\n overInvestmentRisk: aiAnalysis.riskAssessment.overInvestmentRisk,\n alternativeResources: aiAnalysis.riskAssessment.alternativeResources,\n riskMitigation: aiAnalysis.riskAssessment.mitigation,\n managerConsiderations: aiAnalysis.managerGuidance.keyConsiderations,\n managerQuestions: aiAnalysis.managerGuidance.questionsToAsk,\n approvalCriteria: aiAnalysis.managerGuidance.approvalCriteria,\n requiresApproval: approvalNeeded\n }\n};"
},
"typeVersion": 2
},
{
"id": "8083f98b-ab59-464d-930f-1bd4f8d6dad8",
"name": "Requires Approval?",
"type": "n8n-nodes-base.if",
"position": [
2016,
0
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 1,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "condition1",
"operator": {
"type": "boolean",
"operation": "true"
},
"leftValue": "={{ $json.requiresApproval }}",
"rightValue": true
}
]
}
},
"typeVersion": 2
},
{
"id": "8f382f2a-cfce-4106-96fa-f9c99bfc7a46",
"name": "Send Manager Approval",
"type": "n8n-nodes-base.gmail",
"position": [
2336,
-32
],
"parameters": {
"sendTo": "={{ $json.managerEmail }}",
"message": "=Hi {{ $json.manager }},\n\n{{ $json.employeeName }} has requested training approval.\n\n\ud83d\udccb **TRAINING REQUEST DETAILS:**\n\n**Employee:** {{ $json.employeeName }} ({{ $json.position }})\n**Department:** {{ $json.department }}\n**Topic:** {{ $json.trainingTopic }}\n**Category:** {{ $json.trainingCategory }}\n**Urgency:** {{ $json.urgency }}\n\n**Skill Development:**\nCurrent Level: {{ $json.currentSkillLevel }}\nDesired Level: {{ $json.desiredSkillLevel }}\nSkill Gap: {{ $json.skillGap }}\n\n**Business Justification:**\n{{ $json.businessJustification }}\n\n**Project Impact:**\n{{ $json.projectImpact }}\n\n\ud83e\udd16 **AI TRAINING ANALYSIS:**\n\n**Needs Assessment:**\n\u2022 Skill Gap Severity: {{ $json.skillGapSeverity.toUpperCase() }}\n\u2022 Business Impact: {{ $json.businessImpact.toUpperCase() }}\n\u2022 Urgency Justified: {{ $json.urgencyJustified ? 'YES' : 'NO' }}\n\u2022 Strategic Alignment: {{ $json.alignment }}\n\u2022 ROI Potential: {{ $json.roiPotential.toUpperCase() }}\n\n{{ $json.needsAnalysisDetail }}\n\n**AI Recommendation:** {{ $json.aiRecommendation.replace('_', ' ').toUpperCase() }}\nConfidence: {{ $json.recommendationConfidence }}%\n\n**Reasoning:**\n{{ $json.recommendationReasoning }}\n\n{{ $json.approvalConditions.length > 0 ? '**Conditions:**\\n' + $json.approvalConditions.map((c, i) => `${i + 1}. ${c}`).join('\\n') + '\\n\\n' : '' }}\n\n\ud83d\udca1 **RECOMMENDED TRAINING:**\n\n**Top Match:** {{ $json.topRecommendedCourse }}\n\u2022 Provider: {{ $json.topCourseProvider }}\n\u2022 Duration: {{ $json.topCourseDuration }}\n\u2022 Cost: ${{ $json.topCourseCost }}\n\u2022 Match Score: {{ $json.courseMatchScore }}%\n\n**Why This Course:**\n{{ $json.courseReasoning }}\n\n**Expected Outcomes:**\n{{ $json.courseOutcomes.map((outcome, i) => `${i + 1}. ${outcome}`).join('\\n') }}\n\n{{ $json.coursePrerequisites.length > 0 ? '**Prerequisites:**\\n' + $json.coursePrerequisites.map((p, i) => `${i + 1}. ${p}`).join('\\n') + '\\n\\n' : '' }}\n\n\ud83d\udcb0 **BUDGET ANALYSIS:**\n\n**Department Training Budget:**\n\u2022 Total Annual: ${{ $json.departmentBudgetTotal.toLocaleString() }}\n\u2022 Already Spent: ${{ $json.departmentBudgetSpent.toLocaleString() }}\n\u2022 Remaining: ${{ $json.departmentBudgetRemaining.toLocaleString() }}\n\u2022 Utilization: {{ $json.budgetUtilization }}%\n\n**This Request:**\n\u2022 Estimated Cost: ${{ $json.topCourseCost.toLocaleString() }}\n\u2022 Within Budget: {{ $json.requestWithinBudget ? '\u2705 YES' : '\u274c NO' }}\n\u2022 Cost Effective: {{ $json.costEffective ? 'YES' : 'NO' }}\n\u2022 Recommendation: {{ $json.budgetRecommendation.toUpperCase() }}\n\n{{ $json.costOptimization.length > 0 ? '**Cost Optimization Ideas:**\\n' + $json.costOptimization.map((opt, i) => `${i + 1}. ${opt}`).join('\\n') + '\\n\\n' : '' }}\n\n\ud83d\udcc5 **IMPLEMENTATION PLAN:**\n\n**Suggested Timeline:** {{ $json.suggestedTimeline }}\n**Attendees:** {{ $json.numberOfAttendees }}\n**Format:** {{ $json.preferredFormat }}\n{{ $json.preferredDates ? 'Preferred Dates: ' + $json.preferredDates : '' }}\n\n**Preparation Needed:**\n{{ $json.preparationNeeded.map((prep, i) => `${i + 1}. ${prep}`).join('\\n') }}\n\n**Post-Training Actions:**\n{{ $json.postTrainingActions.map((action, i) => `${i + 1}. ${action}`).join('\\n') }}\n\n**Success Metrics:**\n{{ $json.successMetrics.map((metric, i) => `${i + 1}. ${metric}`).join('\\n') }}\n\n\ud83c\udfaf **SKILL DEVELOPMENT PATH:**\n\n{{ $json.skillPath }}\n\n**Estimated Timeframe:** {{ $json.estimatedTimeframe }}\n\n**Additional Future Training:**\n{{ $json.additionalTraining.map((training, i) => `${i + 1}. ${training}`).join('\\n') }}\n\n**On-the-Job Learning:**\n{{ $json.onTheJobLearning.map((learn, i) => `${i + 1}. ${learn}`).join('\\n') }}\n\n\ud83d\udc65 **TEAM IMPACT:**\n\n\u2022 Team Benefit Level: {{ $json.teamBenefit.toUpperCase() }}\n\u2022 Knowledge Sharing Potential: {{ $json.knowledgeSharing ? 'YES' : 'NO' }}\n\u2022 Multiplier Effect: {{ $json.multiplierEffect }}\n\n{{ $json.suggestedAttendees.length > 0 ? '**Suggested Additional Attendees:**\\n' + $json.suggestedAttendees.map((att, i) => `${i + 1}. ${att}`).join('\\n') + '\\n\\n' : '' }}\n\n\u26a0\ufe0f **RISK ASSESSMENT:**\n\n{{ $json.delayRisks.length > 0 ? '**Risks if Training Delayed:**\\n' + $json.delayRisks.map((risk, i) => `${i + 1}. ${risk}`).join('\\n') + '\\n\\n' : '' }}\n\n**Over-Investment Risk:** {{ $json.overInvestmentRisk.toUpperCase() }}\n\n{{ $json.alternativeResources.length > 0 ? '**Alternative Resources:**\\n' + $json.alternativeResources.map((alt, i) => `${i + 1}. ${alt}`).join('\\n') + '\\n\\n' : '' }}\n\n{{ $json.alternativeOptions.length > 0 ? '**Alternative Training Options:**\\n' + $json.alternativeOptions.map((opt, i) => `${i + 1}. ${opt.option} - $${opt.cost}\\n Pros: ${opt.pros.join(', ')}\\n Cons: ${opt.cons.join(', ')}`).join('\\n\\n') + '\\n\\n' : '' }}\n\n\ud83d\udcdd **YOUR CONSIDERATIONS:**\n\n{{ $json.managerConsiderations.map((consider, i) => `${i + 1}. ${consider}`).join('\\n') }}\n\n**Questions to Discuss with {{ $json.employeeName }}:**\n{{ $json.managerQuestions.map((q, i) => `${i + 1}. ${q}`).join('\\n') }}\n\n**Approval Criteria:**\n{{ $json.approvalCriteria.map((criteria, i) => `${i + 1}. ${criteria}`).join('\\n') }}\n\n---\n\n**APPROVAL OPTIONS:**\n\n\u2705 **APPROVE** - Proceed with recommended training\n\u274c **REJECT** - Decline training request\n\u23f8\ufe0f **DEFER** - Postpone to next quarter\n\nReply to this email with your decision or contact HR for discussion.\n\nRequest ID: {{ $json.requestId }}\n\n---\nAI-Powered Training Management System",
"options": {},
"subject": "=Training Approval Required: {{ $json.employeeName }} - {{ $json.trainingTopic }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "d7fcf67b-d1e5-4155-98c6-3e267a8b8f1f",
"name": "Send Rejection Email",
"type": "n8n-nodes-base.gmail",
"position": [
2336,
192
],
"parameters": {
"sendTo": "={{ $('Jotform Trigger').item.json['Employee Email'] }}",
"message": "=Hi {{ $('Jotform Trigger').item.json['Employee Name'].first }},\n\nYour training request has been reviewed but cannot be approved at this time.\n\n**Training Requested:** {{ $('Jotform Trigger').item.json.trainingTopic }}\n**Request ID:** {{ $('Parse Training Request').item.json.requestId }}\n\n**AI Analysis Result:**\nRecommendation: {{ $json.aiRecommendation.replace('_', ' ').toUpperCase() }}\n\n**Reason:**\n{{ $json.recommendationReasoning }}\n**Alternative Options:**\n{{ $json.alternativeResources.map((alt, i) => `${i + 1}. ${alt}`).join('\\n') }}\n\n{{ $json.alternativeOptions.map((opt, i) => `${i + 1}. ${opt.option} - ${opt.cost}`).join('\\n') }}\n\nPlease discuss with your manager or contact HR for alternatives.\n\nHR Training Team",
"options": {},
"subject": "=Training Request Auto-Rejected: {{ $('Jotform Trigger').item.json.trainingTopic }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "8069beb1-5bc1-4361-a7d1-5f4e68c81770",
"name": "Send Employee Confirmation",
"type": "n8n-nodes-base.gmail",
"position": [
2496,
32
],
"parameters": {
"sendTo": "={{ $('Jotform Trigger').item.json['Employee Email'] }}",
"message": "=Hi {{ $('Jotform Trigger').item.json['Employee Name'].first }},\n\nWe've received your training request and it's under review.\n\n**Request Details:**\n\u2022 Topic: {{ $('Jotform Trigger').item.json.trainingTopic }}\n\u2022 Category: {{ $('Jotform Trigger').item.json.trainingCategory }}\n\u2022 Urgency: {{ $('Jotform Trigger').item.json.urgency }}\n\u2022 Request ID: {{ $('Parse Training Request').item.json.requestId }}\n\n\ud83e\udd16 **AI Preliminary Analysis:**\n\n**Recommended Training:**{{ $('Merge Training Analysis').item.json.topRecommendedCourse }}\n\n\u2022 Provider: {{ $('Merge Training Analysis').item.json.topCourseProvider }}\n\u2022 Duration: {{ $('Merge Training Analysis').item.json.topCourseDuration }}\n\u2022 Cost: ${{ $('Merge Training Analysis').item.json.topCourseCost }}\n\u2022 Match Score: {{ $('Merge Training Analysis').item.json.courseMatchScore }}%\n\n**Why This Course Fits:**\n{{ $('Merge Training Analysis').item.json.courseReasoning }}\n\n**Expected Outcom\n\n**Skill Development Path:**\n{{ $('Merge Training Analysis').item.json.skillPath }}\nEstimated Timeframe: {{ $('Merge Training Analysis').item.json.estimatedTimeframe }}\n\n\n\nQuestions? Contact training@company.com\n\nHR Training Team\n\n---\nAI-Powered Training System",
"options": {},
"subject": "=Training Request Received: {{ $('Jotform Trigger').item.json.trainingTopic }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "b16541ba-fbd7-4588-a96f-f0d97c08af78",
"name": "Log to Google Sheets",
"type": "n8n-nodes-base.googleSheets",
"position": [
2720,
32
],
"parameters": {
"columns": {
"value": {},
"schema": [
{
"id": "Employee Name",
"type": "string",
"display": true,
"required": false,
"displayName": "Employee Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Employee Email",
"type": "string",
"display": true,
"required": false,
"displayName": "Employee Email",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Address",
"type": "string",
"display": true,
"required": false,
"displayName": "Address",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Start Date",
"type": "string",
"display": true,
"required": false,
"displayName": "Start Date",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Position",
"type": "string",
"display": true,
"required": false,
"displayName": "Position",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Department",
"type": "string",
"display": true,
"required": false,
"displayName": "Department",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Manager Email",
"type": "string",
"display": true,
"required": false,
"displayName": "Manager Email",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Employee Type",
"type": "string",
"display": true,
"required": false,
"displayName": "Employee Type",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Laptop Type",
"type": "string",
"display": true,
"required": false,
"displayName": "Laptop Type",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Software Access",
"type": "string",
"display": true,
"required": false,
"displayName": "Software Access",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Phone Needed",
"type": "string",
"display": true,
"required": false,
"displayName": "Phone Needed",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Experience Level",
"type": "string",
"display": true,
"required": false,
"displayName": "Experience Level",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Emergency Contact",
"type": "string",
"display": true,
"required": false,
"displayName": "Emergency Contact",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Shirt Size",
"type": "string",
"display": true,
"required": false,
"displayName": "Shirt Size",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Dietary Restrictions",
"type": "string",
"display": true,
"required": false,
"displayName": "Dietary Restrictions",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "id",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "id",
"defaultMatch": true,
"canBeUsedToMatch": true
},
{
"id": "threadId",
"type": "string",
"display": true,
"required": false,
"displayName": "threadId",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "labelIds",
"type": "string",
"display": true,
"required": false,
"displayName": "labelIds",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "autoMapInputData",
"matchingColumns": [
"id"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "appendOrUpdate",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1pwrTx5GXB7mAg5eJQ9q0I9tsgSI9keZ2W4iuTZi7wF8/edit#gid=0",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1pwrTx5GXB7mAg5eJQ9q0I9tsgSI9keZ2W4iuTZi7wF8",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1pwrTx5GXB7mAg5eJQ9q0I9tsgSI9keZ2W4iuTZi7wF8/edit?usp=drivesdk",
"cachedResultName": "Employee Onboarding"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.4
},
{
"id": "8b95bf15-1249-42b8-aa53-693818899488",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
400,
-128
],
"parameters": {
"height": 240,
"content": "\ud83d\udce9 **TRIGGER**\nCaptures training requests\nvia Jotform with skill gaps\nand business justification\nCreate your form for free on [Jotform using this link](https://www.jotform.com/?partner=mediajade)"
},
"typeVersion": 1
},
{
"id": "8da00a85-b44f-4454-ae6a-02f6aef216e8",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
656,
-128
],
"parameters": {
"height": 240,
"content": "\ud83e\uddfe **PARSE**\nNormalizes training\nrequest data"
},
"typeVersion": 1
},
{
"id": "cb7fa984-c720-4471-87ab-76045dbc9bc7",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
928,
-128
],
"parameters": {
"height": 240,
"content": "\ud83d\udcb0 **BUDGET CHECK**\nRetrieves department\ntraining budget and\nchecks availability"
},
"typeVersion": 1
},
{
"id": "913df66f-a72d-458f-a691-8c342f03b2ea",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
1200,
-128
],
"parameters": {
"height": 240,
"content": "\ud83e\udd16 **AI ANALYSIS**\nAnalyzes training need,\nrecommends courses,\nassesses ROI and risks"
},
"typeVersion": 1
},
{
"id": "7480bc0c-023a-45a2-996e-9d1a807f1877",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
1472,
-128
],
"parameters": {
"height": 240,
"content": "\ud83d\udd17 **EXTRACT**\nExtracts structured\nAI recommendations"
},
"typeVersion": 1
},
{
"id": "ca8ec47d-82ca-4966-a956-9ec822c41725",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
1712,
-272
],
"parameters": {
"height": 240,
"content": "\ud83e\udde9 **MERGE**\nCombines AI analysis\nwith training data and\nbudget information"
},
"typeVersion": 1
},
{
"id": "217b46bc-5540-4a70-88cd-220cee1db83d",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
1952,
-128
],
"parameters": {
"height": 240,
"content": "\u2705 **APPROVAL ROUTING**\nRoutes to manager if needed\nor auto-approves based\non AI recommendation"
},
"typeVersion": 1
},
{
"id": "9d253c9a-927c-49d6-be92-247956293121",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
2208,
-160
],
"parameters": {
"width": 416,
"height": 512,
"content": "\ud83d\udce7 **NOTIFICATIONS**\nSends comprehensive emails:\n\u2022 Manager (approval request)\n\u2022 Employee (confirmation)\n\u2022 Rejection (if not approved)"
},
"typeVersion": 1
},
{
"id": "8bc5f928-08bc-4c1d-9d63-1adc186a79eb",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
2640,
-128
],
"parameters": {
"height": 240,
"content": "\ud83d\udcca **LOGGING**\nComplete training request\nhistory with AI insights\nfor analytics and reporting"
},
"typeVersion": 1
},
{
"id": "bd9f4e47-74d5-4200-8b8f-00cf4d807e62",
"name": "OpenAI Chat Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
1200,
192
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.2
},
{
"id": "adf39cf1-4c03-4516-be90-d0db7d774019",
"name": "Jotform Trigger",
"type": "n8n-nodes-base.jotFormTrigger",
"position": [
432,
0
],
"parameters": {
"form": "252852702090453"
},
"credentials": {
"jotFormApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
}
],
"connections": {
"Jotform Trigger": {
"main": [
[
{
"node": "Parse Training Request",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Model": {
"ai_languageModel": [
[
{
"node": "AI Training Analysis",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Requires Approval?": {
"main": [
[
{
"node": "Send Manager Approval",
"type": "main",
"index": 0
}
],
[
{
"node": "Send Rejection Email",
"type": "main",
"index": 0
}
]
]
},
"Extract AI Analysis": {
"main": [
[
{
"node": "Merge Training Analysis",
"type": "main",
"index": 0
}
]
]
},
"AI Training Analysis": {
"main": [
[
{
"node": "Extract AI Analysis",
"type": "main",
"index": 0
}
]
]
},
"Send Rejection Email": {
"main": [
[
{
"node": "Send Employee Confirmation",
"type": "main",
"index": 0
}
]
]
},
"Check Training Budget": {
"main": [
[
{
"node": "AI Training Analysis",
"type": "main",
"index": 0
}
]
]
},
"Send Manager Approval": {
"main": [
[
{
"node": "Send Employee Confirmation",
"type": "main",
"index": 0
}
]
]
},
"Parse Training Request": {
"main": [
[
{
"node": "Check Training Budget",
"type": "main",
"index": 0
}
]
]
},
"Merge Training Analysis": {
"main": [
[
{
"node": "Requires Approval?",
"type": "main",
"index": 0
}
]
]
},
"Send Employee Confirmation": {
"main": [
[
{
"node": "Log to Google Sheets",
"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.
gmailOAuth2googleSheetsOAuth2ApijotFormApiopenAiApi
Pro
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About this workflow
Transform chaotic training requests into strategic skill development - achieving 100% completion tracking, 30% cost reduction through intelligent planning, and data-driven L&D decisions.
Source: https://n8n.io/workflows/9731/ — original creator credit. Request a take-down →
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