PollupAI This workflow corresponds to n8n.io template #11183 — 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 →
{
"nodes": [
{
"id": "3377d1a8-776c-4cf5-aae0-c899eaf2289f",
"name": "Schedule Trigger",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
112,
864
],
"parameters": {
"rule": {
"interval": [
{}
]
}
},
"typeVersion": 1.2
},
{
"id": "8aff285b-90dd-4532-aa51-49c4fa34fb00",
"name": "HubSpot: Get Associations",
"type": "n8n-nodes-base.hubspot",
"position": [
992,
864
],
"parameters": {
"dealId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.id }}"
},
"filters": {},
"resource": "deal",
"operation": "get",
"authentication": "oAuth2"
},
"typeVersion": 2.2
},
{
"id": "194c69ab-a676-4130-889b-38eda4299015",
"name": "HubSpot: Get Email",
"type": "n8n-nodes-base.hubspot",
"position": [
1440,
864
],
"parameters": {
"contactId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.contactId }}"
},
"operation": "get",
"authentication": "oAuth2",
"additionalFields": {
"propertiesCollection": {
"propertiesValues": {
"properties": [
"hs_buying_role",
"email",
"firstname",
"notes_last_contacted"
],
"propertyMode": "valueOnly"
}
}
}
},
"typeVersion": 2.2
},
{
"id": "ad8bc677-9ce2-430a-87ba-b2d0d9c4141b",
"name": "AI: Generate Email",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
1984,
864
],
"parameters": {
"text": "=Your task is to write a short, friendly, and helpful email to a customer regarding their pending contract.\n\n## Rules\n- Be professional, helpful, and warm.\n- DO NOT sound corporate or angry.\n- The goal is to re-engage them and offer help.\n- You are writing on behalf of the Customer Success team.\n\n## Content to Include\n- Greet them by their first name.\n- Gently mention that it's been a little while since we sent over the contract, and I wanted to check in.\n- Ask if they have run into any questions or if there is anything holding up the process on their end.\n- Offer to help and provide a link to a calendar to book a quick call: [Book a quick 15-minute call]([Your Calendar Link])\n\n## Signature\nEnd the email with \"Thanks,\" followed by the sender's signature.\n\n**Important:** The signature must be formatted as clean, simple HTML (use <br> for line breaks), exactly like this:\n\n[Sender Name]\n\n[Company Name]\n\n## Use the variables below\n- Recipient's first name: {{ $('HubSpot: Get Email').item.json.properties.firstname.value }}\n- Calendar Link: {{ $('Config: Setup Variables').item.json.calendar_link }}\n- Sender Name: {{ $('Config: Setup Variables').item.json.sender_name }}\n- Company Name: {{ $('Config: Setup Variables').item.json.company_name }}\n\nIMPORTANT: Output the body as raw HTML (e.g. <p>, <br>). Do not use Markdown.",
"options": {},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.2
},
{
"id": "dcfc5002-faff-4ef3-9cfc-8ae6ccd35521",
"name": "Model: GPT-5-mini",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
1984,
1088
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-5-mini",
"cachedResultName": "gpt-5-mini"
},
"options": {}
},
"typeVersion": 1.2
},
{
"id": "2a3b79d8-f278-498b-8b5a-1cdc583a680a",
"name": "Parser: Email Structure",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
2128,
1088
],
"parameters": {
"schemaType": "manual",
"inputSchema": "{\n \"type\": \"object\",\n \"properties\": {\n \"subject\": {\n \"type\": \"string\",\n \"description\": \"The subject line for the email\"\n },\n \"body\": {\n \"type\": \"string\",\n \"description\": \"The full, complete body of the email, formatted in HTML\"\n }\n },\n \"required\": [\"subject\", \"body\"]\n}"
},
"typeVersion": 1.3
},
{
"id": "e347d306-a5d8-4ad9-911b-1c5ab0555783",
"name": "Slack: Notify CSM",
"type": "n8n-nodes-base.slack",
"position": [
2464,
864
],
"parameters": {
"text": "=\ud83d\udd14 STALLED ONBOARDING ALERT \ud83d\udd14\nCustomer: {{ $('HubSpot: Get Email').item.json.properties.firstname.value }}\nDeal: {{ $('Code: Get Primary Contact').item.json.dealName }}\nThis customer has been in the 'Onboarding in Progress' stage for over 2 weeks. We just sent them an automated re-engagement email. Please follow up with them.",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "id",
"value": ""
},
"otherOptions": {},
"authentication": "oAuth2"
},
"typeVersion": 2.3
},
{
"id": "0170b296-387e-44ae-9c69-c179449d1077",
"name": "Gmail: Send Email",
"type": "n8n-nodes-base.gmail",
"position": [
2688,
864
],
"parameters": {
"sendTo": "={{ $('HubSpot: Get Email').item.json.properties.email.value }}",
"message": "={{ $('AI: Generate Email').item.json.output.body }}",
"options": {},
"subject": "={{ $('AI: Generate Email').item.json.output.subject }}"
},
"typeVersion": 2.1
},
{
"id": "a26569b6-7a74-4d76-919e-1968d80e85a0",
"name": "Config: Setup Variables",
"type": "n8n-nodes-base.set",
"position": [
320,
864
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "7397ffc9-77ea-4ab1-8685-480a77d22ec7",
"name": "sender_name",
"type": "string",
"value": "Your Sender Name"
},
{
"id": "abd823ce-cb6c-4deb-ae88-879768e9cff2",
"name": "company_name",
"type": "string",
"value": "Your Company Name"
},
{
"id": "6e61132f-b7ac-433f-af11-4509f95dd904",
"name": "calendar_link",
"type": "string",
"value": "https://your-calendar-link.com"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "6a974580-fcd2-4358-9f1b-d7da41a9c640",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
128,
64
],
"parameters": {
"width": 592,
"height": 352,
"content": "# Automate Stalled HubSpot Deals\n\nDaily check for deals stalled in the **\"Contract Sent\"** stage, sending an AI re-engagement email to the primary contact.\n\n## Setup\n1. **Credentials**: Connect HubSpot, OpenAI, Slack, and Gmail.\n2. **Config**: Check the `Config: Setup Variables` node to set your name and calendar link.\n3. **HubSpot Filter**: Open `HubSpot: Search Stalled Deals`. Ensure the Deal Stage matches your pipeline and that `hs_is_stalled` is set to `true`.\n4. **Safety Gate**: The `Filter: Last Activity Check` node is set to a **7-day threshold** to prevent over-contacting recently touched deals."
},
"typeVersion": 1
},
{
"id": "5edca252-58c9-4ec6-b347-57ae132326d1",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
128,
1264
],
"parameters": {
"color": 6,
"width": 368,
"height": 212,
"content": "## Contact me\n- If you need any modification to this workflow\n- if you need some help with this workflow\n- Or if you need any workflow in n8n, Make, or Langchain / Langgraph\n\nWrite to me: [thomas@pollup.net](mailto:thomas@pollup.net)\n\n**Take a look at my others workflows [here](https://n8n.io/creators/zeerobug/)**\n\n"
},
"typeVersion": 1
},
{
"id": "596d8540-d81c-4467-b7dd-83a48ded4fb2",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
256,
496
],
"parameters": {
"color": 7,
"width": 224,
"height": 576,
"content": "### Workflow Variables\n\nThis node holds all your user-specific settings. You must fill in these values for the AI prompt to work correctly:\n* `sender_name`\n* `company_name`\n* `calendar_link`"
},
"typeVersion": 1
},
{
"id": "62664f69-7c83-4959-8315-050f5a9a9843",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
960,
496
],
"parameters": {
"color": 7,
"width": 832,
"height": 576,
"content": "### Filter Logic\n\n1. **HubSpot: Get Associations**: Fetches the internal IDs of contacts linked to the deal.\n2. **Code: Get Primary Contact**: Programmatically selects the first associated contact to ensure the re-engagement remains personalized and non-spammy.\n3. **HubSpot: Get Email**: Retrieves the contact's email, first name, and the `notes_last_contacted` timestamp.\n4. **Filter: Last Activity Check**: A secondary safety gate that only allows the workflow to proceed if the deal has had zero manual activity for at least **7 days**."
},
"typeVersion": 1
},
{
"id": "358e5b3e-ef61-4ece-b4e3-11b86e2c5a43",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
512,
496
],
"parameters": {
"color": 7,
"width": 416,
"height": 576,
"content": "### Search Stalled Deals\n\n* **HubSpot: Search Stalled Deals**: Retrieves all deals currently sitting in your targeted pipeline stage (currently set to **\"Contract Sent\"**).\n* **Metadata Extraction**: Collects deal names and the `notes_last_contacted` property, which is required for the downstream safety logic."
},
"typeVersion": 1
},
{
"id": "bc79839d-18a8-47c8-b6f1-98606b4f52d7",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
1824,
496
],
"parameters": {
"color": 7,
"width": 560,
"height": 736,
"content": "### Generate AI Email\n\n* **AI: Generate Email**: The agent analyzes the contact details to write a professional, warm check-in.\n* **Parser**: Structures the LLM response into a Subject line and Email Body.\n"
},
"typeVersion": 1
},
{
"id": "99919b62-010e-44ef-8747-7366f580591c",
"name": "HubSpot: Log Email",
"type": "n8n-nodes-base.hubspot",
"position": [
2912,
864
],
"parameters": {
"type": "email",
"metadata": {
"subject": "={{ $('AI: Generate Email').item.json.output.subject }}"
},
"resource": "engagement",
"authentication": "oAuth2",
"additionalFields": {
"associations": {
"dealIds": "={{ $('Code: Get Primary Contact').item.json.dealId }}",
"contactIds": "={{ $('Code: Get Primary Contact').item.json.contactId }}"
}
}
},
"typeVersion": 2
},
{
"id": "bf819058-a0a4-4ec3-a474-4c2161b75d4e",
"name": "Sticky Note Actions",
"type": "n8n-nodes-base.stickyNote",
"position": [
2416,
496
],
"parameters": {
"color": 7,
"width": 800,
"height": 578,
"content": "### Notify & Log\n\n* **Slack**: Alerts team.\n* **Gmail**: Sends HTML email.\n* **HubSpot: Log Email**: Logs to **Contact & Deal** timeline (Updates 'Last Contacted')."
},
"typeVersion": 1
},
{
"id": "e074db39-9704-479d-af49-dd964bd7328a",
"name": "Code: Get Primary Contact",
"type": "n8n-nodes-base.code",
"position": [
1216,
864
],
"parameters": {
"jsCode": "// Get all deal items from the previous node.\nconst allDeals = $input.all();\n\n// This list will hold our final, flat list of all contacts.\nconst allContactsList = [];\n\n// Loop through each deal that was found.\nfor (const dealItem of allDeals) {\n \n // Get the list of associated contact IDs from this deal.\n const contactIds = dealItem.json.associations.associatedVids;\n \n // Get the deal's ID and name.\n const originalDealId = dealItem.json.dealId;\n const originalDealName = dealItem.json.properties.dealname.value;\n const dealLastContacted = dealItem.json.properties.notes_last_contacted ? dealItem.json.properties.notes_last_contacted.value : null;\n\n // Only proceed if the deal actually has contacts.\n if (contactIds && contactIds.length > 0) {\n \n // Limit to the first contact to avoid spamming multiple people.\n const primaryId = contactIds[0];\n \n allContactsList.push({\n json: {\n contactId: primaryId,\n dealId: originalDealId,\n dealName: originalDealName,\n dealLastContacted: dealLastContacted\n }\n });\n }\n}\n\n// Return the final list.\nreturn allContactsList;"
},
"typeVersion": 2
},
{
"id": "3b23d351-e1a7-4d12-9b12-569bc3d229e5",
"name": "Filter: Last Activity Check",
"type": "n8n-nodes-base.if",
"position": [
1664,
864
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "cf2fa97a-9d46-4f8c-ae0b-85bdeea1857b",
"operator": {
"type": "number",
"operation": "lt"
},
"leftValue": "={{ $('Code: Get Primary Contact').item.json.dealLastContacted.toNumber() }}",
"rightValue": "={{ $now.minus(7, 'days').toMillis() }}"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "098901b6-b513-4229-872d-3c39072471f0",
"name": "HubSpot: Search Stalled Deals",
"type": "n8n-nodes-base.hubspot",
"position": [
672,
864
],
"parameters": {
"resource": "deal",
"operation": "search",
"returnAll": true,
"authentication": "oAuth2",
"filterGroupsUi": {
"filterGroupsValues": [
{
"filtersUi": {
"filterValues": [
{
"value": "contractsent",
"propertyName": "dealstage"
},
{
"value": "true",
"propertyName": "hs_is_stalled"
}
]
}
}
]
},
"additionalFields": {
"properties": [
"dealname",
"hs_v2_date_entered_current_stage",
"notes_last_contacted"
]
}
},
"typeVersion": 2.2
}
],
"connections": {
"Schedule Trigger": {
"main": [
[
{
"node": "Config: Setup Variables",
"type": "main",
"index": 0
}
]
]
},
"Gmail: Send Email": {
"main": [
[
{
"node": "HubSpot: Log Email",
"type": "main",
"index": 0
}
]
]
},
"Model: GPT-5-mini": {
"ai_languageModel": [
[
{
"node": "AI: Generate Email",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Slack: Notify CSM": {
"main": [
[
{
"node": "Gmail: Send Email",
"type": "main",
"index": 0
}
]
]
},
"AI: Generate Email": {
"main": [
[
{
"node": "Slack: Notify CSM",
"type": "main",
"index": 0
}
]
]
},
"HubSpot: Get Email": {
"main": [
[
{
"node": "Filter: Last Activity Check",
"type": "main",
"index": 0
}
]
]
},
"Config: Setup Variables": {
"main": [
[
{
"node": "HubSpot: Search Stalled Deals",
"type": "main",
"index": 0
}
]
]
},
"Parser: Email Structure": {
"ai_outputParser": [
[
{
"node": "AI: Generate Email",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Code: Get Primary Contact": {
"main": [
[
{
"node": "HubSpot: Get Email",
"type": "main",
"index": 0
}
]
]
},
"HubSpot: Get Associations": {
"main": [
[
{
"node": "Code: Get Primary Contact",
"type": "main",
"index": 0
}
]
]
},
"Filter: Last Activity Check": {
"main": [
[
{
"node": "AI: Generate Email",
"type": "main",
"index": 0
}
]
]
},
"HubSpot: Search Stalled Deals": {
"main": [
[
{
"node": "HubSpot: Get Associations",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
This workflow is designed for Customer Success Managers and Sales Teams who manage high-volume pipelines in HubSpot. If you have prospects who stop responding after the contract is sent, this automation helps you recover them without manual follow-up.
Source: https://n8n.io/workflows/11183/ — original creator credit. Request a take-down →
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