Satish This workflow corresponds to n8n.io template #5879 — we link there as the canonical source.
This workflow follows the Form Trigger → 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 →
{
"id": "Mtw9IrtjflcYG15X",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Automated Appointment Letter : template, email, Human-In-The-Loop approval",
"tags": [],
"nodes": [
{
"id": "a780c025-f915-4707-a754-432f57574201",
"name": "On form submission",
"type": "n8n-nodes-base.formTrigger",
"position": [
-816,
-176
],
"parameters": {
"options": {},
"formTitle": "Generate Appointment Letter",
"formFields": {
"values": [
{
"fieldLabel": "Candidate Name"
},
{
"fieldLabel": "Position Name"
},
{
"fieldLabel": "Fixed CTC"
},
{
"fieldLabel": "Joining Date"
},
{
"fieldLabel": "To be signed by Date"
},
{
"fieldLabel": "Candidate email"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "2335a0b2-1feb-41ca-95ec-b1433f0c0c7b",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-896,
-368
],
"parameters": {
"width": 224,
"height": 432,
"content": "Use the form fields to update the Appointment letter template and create a candidate specific appointment letter in PDF format on the Goolge drive"
},
"typeVersion": 1
},
{
"id": "51bfaaee-9198-4c5d-8a8a-0aab475ba5a5",
"name": "Create a candidate copy of the appointment letter template",
"type": "n8n-nodes-base.googleDrive",
"position": [
-608,
-176
],
"parameters": {
"name": "=Appointment Letter - {{ $json['Candidate Name'] }}",
"fileId": {
"__rl": true,
"mode": "list",
"value": "1B-AEAw4Uxg313lXW_HsoviNSE3UiRmebq7hICdbQPGo",
"cachedResultUrl": "https://docs.google.com/document/d/1B-AEAw4Uxg313lXW_HsoviNSE3UiRmebq7hICdbQPGo/edit?usp=drivesdk",
"cachedResultName": "Appointment Letter"
},
"options": {
"description": "",
"copyRequiresWriterPermission": false
},
"operation": "copy"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "44743441-aa57-4c5e-a74b-7890b547e1d0",
"name": "Update the candidate appointment letter with offer details",
"type": "n8n-nodes-base.googleDocs",
"position": [
-336,
-176
],
"parameters": {
"actionsUi": {
"actionFields": [
{
"text": "[Candidate Name]",
"action": "replaceAll",
"replaceText": "={{ $('On form submission').item.json['Candidate Name'] }}"
},
{
"text": "[Position Name]",
"action": "replaceAll",
"replaceText": "={{ $('On form submission').item.json['Position Name'] }}"
},
{
"text": "[Fixed CTC]",
"action": "replaceAll",
"replaceText": "={{ $('On form submission').item.json['Fixed CTC'] }}"
},
{
"text": "[Joining Date]",
"action": "replaceAll",
"replaceText": "={{ $('On form submission').item.json['Joining Date'] }}"
},
{
"text": "[To be signed by Date]",
"action": "replaceAll",
"replaceText": "={{ $('On form submission').item.json['To be signed by Date'] }}"
},
{
"text": "[Date]",
"action": "replaceAll",
"replaceText": "={{ $now.toFormat('MM-dd-yyyy') }}"
}
]
},
"operation": "update",
"documentURL": "={{ $json.id }}"
},
"credentials": {
"googleDocsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 2
},
{
"id": "395f9d2d-9422-4e37-885c-ced8b5eabc27",
"name": "Download the appointment letter as a PDF",
"type": "n8n-nodes-base.googleDrive",
"position": [
-96,
-176
],
"parameters": {
"fileId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.documentId }}"
},
"options": {
"binaryPropertyName": "data",
"googleFileConversion": {
"conversion": {
"docsToFormat": "application/pdf"
}
}
},
"operation": "download"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "faf3bb5d-7cd7-4223-ac14-c0ad2e1e2d1b",
"name": "Upload the PDF to Google drive",
"type": "n8n-nodes-base.googleDrive",
"position": [
128,
-176
],
"parameters": {
"name": "={{ $('Create a candidate copy of the appointment letter template').item.json.name }}",
"driveId": {
"__rl": true,
"mode": "list",
"value": "My Drive",
"cachedResultUrl": "https://drive.google.com/drive/my-drive",
"cachedResultName": "My Drive"
},
"options": {},
"folderId": {
"__rl": true,
"mode": "list",
"value": "1NFN9rLttv6eF8vo2qWBCSzXgR4A3cjGr",
"cachedResultUrl": "https://drive.google.com/drive/folders/1NFN9rLttv6eF8vo2qWBCSzXgR4A3cjGr",
"cachedResultName": "Appointment Letter"
}
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "412d294d-e441-490c-9341-6343a52dad30",
"name": "Send message and wait for response",
"type": "n8n-nodes-base.gmail",
"position": [
368,
-176
],
"parameters": {
"sendTo": "user@example.com",
"message": "=Hi HR,\n\nPlease review and approve the appointment letter for {{ $('On form submission').item.json['Candidate Name'] }}\n\nThank You.\n ",
"options": {},
"subject": "=Approval required - {{ $json.name }}",
"operation": "sendAndWait",
"approvalOptions": {
"values": {
"approvalType": "double"
}
}
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "8e080cbf-ed7d-4812-929b-8091557fd976",
"name": "If",
"type": "n8n-nodes-base.if",
"position": [
624,
-176
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "d89063c7-bff6-48be-bd1d-fdce241bde75",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{ $json.data.approved }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.2
},
{
"id": "7641c843-0176-4dc3-a9a9-58cc1dea6d2c",
"name": "Download file",
"type": "n8n-nodes-base.googleDrive",
"position": [
800,
-336
],
"parameters": {
"fileId": {
"__rl": true,
"mode": "id",
"value": "={{ $('Upload the PDF to Google drive').item.json.id }}"
},
"options": {
"googleFileConversion": {}
},
"operation": "download"
},
"credentials": {
"googleDriveOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 3
},
{
"id": "135e5e92-69d3-4226-a1ca-85c62c2d6833",
"name": "Send a message",
"type": "n8n-nodes-base.gmail",
"position": [
976,
-336
],
"parameters": {
"sendTo": "={{ $('On form submission').item.json['Candidate email'] }}",
"message": "=Congratulations {{ $('On form submission').item.json['Candidate Name'] }}\n\nPlease email before {{ $('On form submission').item.json['To be signed by Date'] }}",
"options": {
"attachmentsUi": {
"attachmentsBinary": [
{}
]
}
},
"subject": "Appointment Letter"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "700b3e39-8143-4d7d-9048-d3a56fc71fd6",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-656,
-368
],
"parameters": {
"width": 928,
"height": 432,
"content": "Create a candidate specific version of the appointment letter and create a PDF version of it. Store this on the Google Drive"
},
"typeVersion": 1
},
{
"id": "6dce69ae-fff6-463a-80f1-e7480a20597b",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
288,
-368
],
"parameters": {
"width": 288,
"height": 432,
"content": "Human-In-The-Loop step - Send an email to the HR manager requesting to review the appointment letter and \"Approve\"or \"Reject\""
},
"typeVersion": 1
},
{
"id": "fec624e5-c0d1-4533-b705-397eb9304a5c",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
768,
-432
],
"parameters": {
"width": 384,
"height": 256,
"content": "If the HR manager approves, send an email to the candidate with the appointment letter as a PDF attachment"
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "fe72a03c-0b86-4815-a06b-172a243ce11c",
"connections": {
"If": {
"main": [
[
{
"node": "Download file",
"type": "main",
"index": 0
}
]
]
},
"Download file": {
"main": [
[
{
"node": "Send a message",
"type": "main",
"index": 0
}
]
]
},
"On form submission": {
"main": [
[
{
"node": "Create a candidate copy of the appointment letter template",
"type": "main",
"index": 0
}
]
]
},
"Upload the PDF to Google drive": {
"main": [
[
{
"node": "Send message and wait for response",
"type": "main",
"index": 0
}
]
]
},
"Send message and wait for response": {
"main": [
[
{
"node": "If",
"type": "main",
"index": 0
}
]
]
},
"Download the appointment letter as a PDF": {
"main": [
[
{
"node": "Upload the PDF to Google drive",
"type": "main",
"index": 0
}
]
]
},
"Create a candidate copy of the appointment letter template": {
"main": [
[
{
"node": "Update the candidate appointment letter with offer details",
"type": "main",
"index": 0
}
]
]
},
"Update the candidate appointment letter with offer details": {
"main": [
[
{
"node": "Download the appointment letter as a PDF",
"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.
gmailOAuth2googleDocsOAuth2ApigoogleDriveOAuth2Api
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About this workflow
This n8n template demonstrates automating an appointment letter creation process using a template and then having the HR approve before emailing the appointment letter to the candidate.
Source: https://n8n.io/workflows/5879/ — original creator credit. Request a take-down →
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