Rahul Joshi This workflow corresponds to n8n.io template #13518 — 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 →
{
"id": "Fg8PQ8LaXVbmFFkJ",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "AI-Powered HubSpot Lead Re-Engagement Workflow",
"tags": [],
"nodes": [
{
"id": "69cfc7e6-4462-4b01-9818-dd24dea2c3fa",
"name": "Daily Trigger (Every 24h)",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
-1264,
640
],
"parameters": {
"rule": {
"interval": [
{
"field": "hours",
"hoursInterval": 24
}
]
}
},
"typeVersion": 1.1
},
{
"id": "0aa45b52-1a96-4c4a-8fd5-92a27a494f77",
"name": "HubSpot: Fetch Recent Leads + Activity Fields",
"type": "n8n-nodes-base.hubspot",
"position": [
-1056,
640
],
"parameters": {
"limit": 20,
"operation": "getAll",
"authentication": "appToken",
"additionalFields": {
"propertiesCollection": {
"propertiesValues": {
"properties": [
"notes_last_contacted",
"hs_last_sales_activity_timestamp",
"hs_notes_last_activity",
"notes_last_updated",
"createdate",
"first_deal_created_date",
"hs_lead_status"
]
}
}
}
},
"credentials": {
"hubspotAppToken": {
"name": "<your credential>"
}
},
"typeVersion": 2
},
{
"id": "accf270a-21e1-4113-8f1d-3bfe72a6a7d9",
"name": "Filter: Lead Status = BAD_TIMING",
"type": "n8n-nodes-base.if",
"position": [
-848,
640
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 3,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "e7a05654-7b96-416e-8e46-c49fb0bd3d9c",
"operator": {
"type": "string",
"operation": "contains"
},
"leftValue": "={{ $json.properties.hs_lead_status?.value || '' }} ",
"rightValue": "=BAD_TIMING"
}
]
}
},
"typeVersion": 2.3
},
{
"id": "2b7c4f34-4602-481f-8026-96340e2ccb13",
"name": "Batch Leads (Split In Batches)",
"type": "n8n-nodes-base.splitInBatches",
"position": [
-448,
624
],
"parameters": {
"options": {
"reset": false
}
},
"typeVersion": 3
},
{
"id": "55062cd6-fcb4-4645-9957-83b424f75501",
"name": "AI: Generate Re-Engagement Follow-Up Email Body",
"type": "@n8n/n8n-nodes-langchain.agent",
"onError": "continueErrorOutput",
"position": [
-80,
640
],
"parameters": {
"text": "=Write a personalized follow-up email to this lead:\n\nEmail: {{ $json[\"identity-profiles\"][0].identities[0].value }}\nLead Status: {{ $json.properties.hs_lead_status.value }}\nNotes Last Contacted (timestamp): {{ $json.properties.notes_last_contacted.value }}\nAccount Created Date (timestamp): {{ $json.properties.createdate.value }}\n\nContext:\nThis lead was previously marked as \"bad timing\" and has not been contacted recently. \nThe goal is to politely re-open the conversation and check if now is a better time to connect.\n\nWrite a short, natural follow-up email.\n",
"options": {
"systemMessage": "=You are an expert SDR assistant.\n\nYour job is to write short, friendly, and personalized follow-up emails to leads marked as BAD_TIMING in HubSpot.\n\nRules:\n- Keep the email concise (3\u20135 lines max).\n- Be polite, non-pushy, and value-driven.\n- Do NOT sound salesy or desperate.\n- Do NOT mention internal CRM terms like \u201cBAD_TIMING\u201d.\n- If no name is available, avoid using a name.\n- End with a soft CTA asking if this is a better time to reconnect.\n- Output only the email body text. No subject line. No explanations.\n"
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.1
},
{
"id": "f79a4963-e6a7-46ac-9d47-dfcc531d9bcb",
"name": "Parse AI JSON",
"type": "n8n-nodes-base.code",
"position": [
336,
624
],
"parameters": {
"jsCode": "const rawOutput = $input.first().json.output || '';\n\nlet subject = 'Following up';\nlet body = 'Hi, just checking in to see if you had any questions. Let me know!';\n\ntry {\n const parsed = JSON.parse(rawOutput);\n if (parsed.subject) subject = parsed.subject;\n if (parsed.body) body = parsed.body;\n} catch (e) {\n // fallback to defaults already set above\n}\n\nconst leadData = $('Batch Leads (Split In Batches)').first().json;\n\nreturn [{\n json: {\n subject,\n body,\n toEmail: leadData.properties.email,\n firstName: leadData.properties.firstname,\n lastName: leadData.properties.lastname,\n ownerId: leadData.properties.hubspot_owner_id\n }\n}];"
},
"typeVersion": 2
},
{
"id": "816a2a8f-f489-4d9f-b1e4-06c68b6382fc",
"name": "Gmail: Create Follow-Up Draft Email",
"type": "n8n-nodes-base.gmail",
"position": [
672,
624
],
"parameters": {
"message": "={{ $('AI: Generate Re-Engagement Follow-Up Email Body').item.json.output }}",
"options": {},
"subject": "={{ $json.subject }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "7f437895-4f06-463b-8133-d2ae7f98cbc0",
"name": "Slack: Notify Owner to Re-Engage Lead",
"type": "n8n-nodes-base.slack",
"position": [
1024,
624
],
"parameters": {
"text": "=\ud83d\udea8 *Lead Needs Follow-up (Bad Timing)*\n\n\u2022 Email: {{ $('Batch Leads (Split In Batches)').item.json[\"identity-profiles\"][0].identities[0].value }}\n\u2022 Lead Status: {{ $('Batch Leads (Split In Batches)').item.json.properties.hs_lead_status.value }}\n\n\ud83d\udc40 This lead was previously marked as *Bad Timing*. Might be a good moment to retry outreach.\n",
"user": {
"__rl": true,
"mode": "list",
"value": "U09HMPVD466",
"cachedResultName": "newscctv22"
},
"select": "user",
"otherOptions": {}
},
"credentials": {
"slackApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.2
},
{
"id": "0bb82f5e-ed99-4182-9269-20d0a967939d",
"name": "Slack: Alert AI Draft Failure",
"type": "n8n-nodes-base.slack",
"position": [
688,
1296
],
"parameters": {
"text": "=:warning: *Follow-Up Draft Failed (AI Error)*\n\n*Lead:* {{ $json.firstName }} {{ $json.lastName }}\n*Email:* {{ $json.toEmail }}\n*Error:* {{ $json.errorMessage }}\n\nPlease follow up manually with this lead.",
"user": {
"__rl": true,
"mode": "list",
"value": "U09HMPVD466",
"cachedResultName": "newscctv22"
},
"select": "user",
"otherOptions": {}
},
"credentials": {
"slackApi": {
"name": "<your credential>"
}
},
"typeVersion": 2.2
},
{
"id": "4cde9769-eab5-4df2-9d92-a1f1c6d4cd75",
"name": "Build AI Error Payload",
"type": "n8n-nodes-base.code",
"position": [
464,
1296
],
"parameters": {
"jsCode": "const leadData = $('Batch Leads (Split In Batches)').first().json;\n\nreturn [{\n json: {\n firstName: leadData.properties?.firstname || 'Unknown',\n lastName: leadData.properties?.lastname || '',\n toEmail: leadData.properties?.email || '',\n errorMessage: $input.first().json.error?.message || 'AI generation failed'\n }\n}];"
},
"typeVersion": 2
},
{
"id": "2f9d974a-6eaa-4170-ae5e-f56755c7e656",
"name": "Execute Re-Engagement Follow-Up Email Body with Azure OpenAI",
"type": "@n8n/n8n-nodes-langchain.lmChatAzureOpenAi",
"position": [
-144,
896
],
"parameters": {
"model": "gpt-4o",
"options": {}
},
"credentials": {
"azureOpenAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "ca3ef8f2-66d6-45c4-91ea-4d85ceab7992",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2304,
-128
],
"parameters": {
"width": 672,
"height": 624,
"content": "## \ud83d\udd01 AI-Powered HubSpot Lead Re-Engagement Workflow\n\n### What this workflow does\nThis workflow automatically re-engages HubSpot leads that were previously marked as \u201cBad Timing\u201d and have gone cold. Every 24 hours, it fetches stale leads from HubSpot, filters only those with the BAD_TIMING status, and loops through them one by one.\n\nFor each eligible lead, an AI agent generates a short, polite follow-up email that re-opens the conversation without sounding pushy or salesy. The email draft is created in Gmail so the sales rep can review before sending. At the same time, the owner is notified on Slack so they are aware a follow-up was prepared.\n\nIf AI generation fails for any lead, the workflow safely falls back and alerts the sales rep to follow up manually. This ensures no leads are silently skipped and sales never miss reactivation opportunities.\n\n### Setup checklist\n\u2022 Connect HubSpot App Token \n\u2022 Connect Azure OpenAI credentials \n\u2022 Connect Gmail OAuth2 \n\u2022 Connect Slack API \n\u2022 Review email tone inside AI prompt \n\n### Customization ideas\n\u2022 Change retry cadence (daily \u2192 weekly) \n\u2022 Add CRM status updates after follow-up \n\u2022 Push follow-ups into a CRM task queue \n"
},
"typeVersion": 1
},
{
"id": "5fe26e48-0ab5-420b-97e3-88a706060456",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1376,
400
],
"parameters": {
"color": 7,
"width": 464,
"height": 496,
"content": "## \u23f0 Daily Schedule & Lead Fetch (HubSpot)\n\nRuns every 24 hours to fetch leads\nfrom HubSpot with activity timestamps.\n\n\u2022 Scheduled trigger \n\u2022 Pulls recent lead activity \n\u2022 Feeds data into filtering logic \n"
},
"typeVersion": 1
},
{
"id": "58d57330-91ca-4cdc-b424-a115f9ba44e3",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
-896,
400
],
"parameters": {
"color": 7,
"width": 288,
"height": 448,
"content": "## \ud83d\udea6 Filter Leads Marked as \u201cBad Timing\u201d\n\nOnly processes leads that were previously\nmarked as bad timing in HubSpot.\n\n\u2022 Prevents spamming active leads \n\u2022 Targets cold or paused opportunities \n\u2022 Keeps follow-ups intentional \n"
},
"typeVersion": 1
},
{
"id": "1dd4c22f-f047-4a67-abaa-4c338be2b188",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-576,
368
],
"parameters": {
"color": 7,
"width": 336,
"height": 496,
"content": "## \ud83d\udd04 Loop Over Eligible Leads\n\nProcesses leads one-by-one to avoid\nrate limits and ensure clean AI output.\n\n\u2022 Handles each lead independently \n\u2022 Supports retries on failure \n\u2022 Keeps processing stable at scale \n"
},
"typeVersion": 1
},
{
"id": "226753c4-adcf-4735-90cb-0009f8fc5803",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
-208,
416
],
"parameters": {
"color": 7,
"width": 656,
"height": 640,
"content": "## \u270d\ufe0f AI Follow-Up Email Generator\n\nGenerates short, polite re-engagement\nemails for cold leads.\n\n\u2022 Personalized using lead data \n\u2022 Non-pushy, friendly tone \n\u2022 Soft CTA to re-open conversation \n"
},
"typeVersion": 1
},
{
"id": "9003037c-7cb8-4781-8cf0-36e40d5d37c3",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
512,
416
],
"parameters": {
"color": 7,
"width": 368,
"height": 432,
"content": "## \ud83d\udce8 Gmail Draft Creation\n\nCreates a draft follow-up email\nfor sales to review and send.\n\n\u2022 Human-in-the-loop safety \n\u2022 No auto-send to customers \n\u2022 Keeps outreach controlled \n"
},
"typeVersion": 1
},
{
"id": "c9ef72c9-c4ed-437c-99d2-f5c751407359",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
944,
384
],
"parameters": {
"color": 7,
"width": 272,
"height": 464,
"content": "## \ud83d\udd14 Sales Rep Notification (Slack)\n\nNotifies the assigned owner that\na follow-up draft was created.\n\n\u2022 Includes lead email + status \n\u2022 Prompts timely outreach \n\u2022 Keeps sales informed \n"
},
"typeVersion": 1
},
{
"id": "11986706-3aa5-4420-83e8-5d5824b71b6c",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
400,
1104
],
"parameters": {
"color": 7,
"width": 480,
"height": 400,
"content": "## \u26a0\ufe0f AI Failure Handling & Fallback\n\nHandles cases where AI fails to\ngenerate a follow-up email.\n\n\u2022 Notifies sales on Slack \n\u2022 Prevents silent lead drops \n\u2022 Enables manual follow-up \n"
},
"typeVersion": 1
},
{
"id": "73bde7cf-c29b-43a4-a9e8-d1dbe2ec5f9f",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
1248,
576
],
"parameters": {
"color": 3,
"width": 336,
"height": 272,
"content": "## \ud83d\udd10 Required Credentials & Access\n\n\u2022 HubSpot App Token \n\u2022 Azure OpenAI (LLM generation) \n\u2022 Gmail OAuth2 (draft emails) \n\u2022 Slack API (sales alerts) \n\nNever auto-send emails without review.\nKeep humans in the loop for outreach.\n"
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "f2e5f5c9-39d9-4c84-a718-b77e55c6e0cc",
"connections": {
"Parse AI JSON": {
"main": [
[
{
"node": "Gmail: Create Follow-Up Draft Email",
"type": "main",
"index": 0
}
]
]
},
"Build AI Error Payload": {
"main": [
[
{
"node": "Slack: Alert AI Draft Failure",
"type": "main",
"index": 0
}
]
]
},
"Daily Trigger (Every 24h)": {
"main": [
[
{
"node": "HubSpot: Fetch Recent Leads + Activity Fields",
"type": "main",
"index": 0
}
]
]
},
"Slack: Alert AI Draft Failure": {
"main": [
[
{
"node": "Batch Leads (Split In Batches)",
"type": "main",
"index": 0
}
]
]
},
"Batch Leads (Split In Batches)": {
"main": [
[],
[
{
"node": "AI: Generate Re-Engagement Follow-Up Email Body",
"type": "main",
"index": 0
}
]
]
},
"Filter: Lead Status = BAD_TIMING": {
"main": [
[
{
"node": "Batch Leads (Split In Batches)",
"type": "main",
"index": 0
}
]
]
},
"Gmail: Create Follow-Up Draft Email": {
"main": [
[
{
"node": "Slack: Notify Owner to Re-Engage Lead",
"type": "main",
"index": 0
}
]
]
},
"Slack: Notify Owner to Re-Engage Lead": {
"main": [
[
{
"node": "Batch Leads (Split In Batches)",
"type": "main",
"index": 0
}
]
]
},
"HubSpot: Fetch Recent Leads + Activity Fields": {
"main": [
[
{
"node": "Filter: Lead Status = BAD_TIMING",
"type": "main",
"index": 0
}
]
]
},
"AI: Generate Re-Engagement Follow-Up Email Body": {
"main": [
[
{
"node": "Parse AI JSON",
"type": "main",
"index": 0
}
],
[
{
"node": "Build AI Error Payload",
"type": "main",
"index": 0
}
]
]
},
"Execute Re-Engagement Follow-Up Email Body with Azure OpenAI": {
"ai_languageModel": [
[
{
"node": "AI: Generate Re-Engagement Follow-Up Email Body",
"type": "ai_languageModel",
"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.
azureOpenAiApigmailOAuth2hubspotAppTokenslackApi
Pro
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About this workflow
This workflow automates daily re-engagement for HubSpot leads that were previously paused due to timing. It runs every 24 hours, fetches recent leads with activity data, and filters only those marked as “bad timing,” ensuring active opportunities are not disturbed. Qualified…
Source: https://n8n.io/workflows/13518/ — original creator credit. Request a take-down →
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