Alejandro Alfonso This workflow corresponds to n8n.io template #13946 — 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
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{
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Score and auto-reply to new leads with OpenAI and Gmail",
"tags": [],
"nodes": [
{
"id": "form-trigger",
"name": "Lead Intake Form",
"type": "n8n-nodes-base.formTrigger",
"position": [
128,
112
],
"parameters": {
"options": {},
"formTitle": "Contact Us",
"formFields": {
"values": [
{
"fieldLabel": "Name",
"placeholder": "Your full name",
"requiredField": true
},
{
"fieldLabel": "Email",
"placeholder": "your@email.com",
"requiredField": true
},
{
"fieldLabel": "Company",
"placeholder": "Your company name (optional)"
},
{
"fieldLabel": "Budget Range",
"placeholder": "e.g. $1,000 - $5,000",
"requiredField": true
},
{
"fieldLabel": "Project Description",
"placeholder": "Describe your project, goals, and timeline",
"requiredField": true
},
{
"fieldLabel": "Referral Source",
"placeholder": "How did you hear about us?"
}
]
},
"formDescription": "Tell us about your project and we'll get back to you within minutes."
},
"typeVersion": 2.5
},
{
"id": "set-config",
"name": "Configure Your Settings",
"type": "n8n-nodes-base.set",
"position": [
416,
112
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "1",
"name": "businessName",
"type": "string",
"value": "Your Business Name"
},
{
"id": "2",
"name": "ownerName",
"type": "string",
"value": "Your Name"
},
{
"id": "3",
"name": "ownerEmail",
"type": "string",
"value": "user@example.com"
},
{
"id": "4",
"name": "calendarLink",
"type": "string",
"value": "https://calendly.com/your-link"
},
{
"id": "5",
"name": "businessDescription",
"type": "string",
"value": "We help businesses automate their workflows and grow faster."
}
]
},
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "openai-score",
"name": "Score Lead & Draft Reply",
"type": "@n8n/n8n-nodes-langchain.openAi",
"position": [
688,
112
],
"parameters": {
"modelId": {
"__rl": true,
"mode": "list",
"value": "gpt-4o-mini",
"cachedResultName": "GPT-4O-MINI"
},
"options": {},
"responses": {
"values": [
{
"role": "system",
"content": "You are a lead qualification AI assistant. Analyze incoming leads and return a JSON response.\n\nRespond with ONLY valid JSON (no markdown, no code blocks, no extra text) in this exact format:\n{\"score\": <number 1-100>, \"tier\": \"<Hot|Warm|Cold>\", \"reasoning\": \"<2-3 sentences for internal use>\", \"emailSubject\": \"<personalized subject line>\", \"emailBody\": \"<personalized HTML email body>\"}\n\nScoring criteria:\n- Budget alignment (higher budget = higher score)\n- Project clarity and specificity (detailed descriptions score higher)\n- Overall fit for the business\n\nTier thresholds:\n- Hot (70-100): Enthusiastic, eager tone. Include a calendar booking call-to-action.\n- Warm (40-69): Helpful, encouraging tone. Suggest next steps and resources.\n- Cold (1-39): Polite, professional acknowledgment. Keep the door open.\n\nEmail guidelines:\n- Address the lead by first name\n- Reference specific details from their submission\n- Keep it 3-5 short paragraphs\n- For Hot leads, prominently include the calendar booking link\n- Format as clean HTML with inline styles\n- Sign off with the business owner's name"
},
{
"content": "=Business Context:\n- Business: {{ $json.businessName }}\n- Description: {{ $json.businessDescription }}\n- Owner: {{ $json.ownerName }}\n- Calendar Link: {{ $json.calendarLink }}\n\nLead Submission:\n- Name: {{ $json.Name }}\n- Email: {{ $json.Email }}\n- Company: {{ $json.Company }}\n- Budget: {{ $json[\"Budget Range\"] }}\n- Project: {{ $json[\"Project Description\"] }}\n- Source: {{ $json[\"Referral Source\"] }}"
}
]
},
"builtInTools": {}
},
"typeVersion": 2.1
},
{
"id": "code-parse",
"name": "Parse AI Response",
"type": "n8n-nodes-base.code",
"position": [
976,
112
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "// OpenAI Responses API returns data in output[0].content[0].text\nlet aiText = '';\n\nif ($json.output && Array.isArray($json.output)) {\n // Responses API format\n aiText = $json.output[0].content[0].text;\n} else if ($json.text) {\n aiText = $json.text;\n} else if ($json.content) {\n aiText = $json.content;\n} else {\n aiText = JSON.stringify($json);\n}\n\n// Extract JSON from response (handles ```json blocks or raw JSON)\nlet jsonStr = aiText;\nconst jsonMatch = aiText.match(/```json\\s*([\\s\\S]*?)```/);\nif (jsonMatch) {\n jsonStr = jsonMatch[1];\n} else {\n const objMatch = aiText.match(/\\{[\\s\\S]*\\}/);\n if (objMatch) jsonStr = objMatch[0];\n}\n\nconst parsed = JSON.parse(jsonStr.trim());\n\n// Get original form + config data from the Set node\nconst formData = $('Configure Your Settings').first().json;\n\nreturn {\n json: {\n leadName: formData['Name'] || '',\n leadEmail: formData['Email'] || '',\n company: formData['Company'] || '',\n budgetRange: formData['Budget Range'] || '',\n projectDescription: formData['Project Description'] || '',\n referralSource: formData['Referral Source'] || '',\n businessName: formData.businessName || '',\n ownerName: formData.ownerName || '',\n ownerEmail: formData.ownerEmail || '',\n calendarLink: formData.calendarLink || '',\n score: parsed.score,\n tier: parsed.tier,\n reasoning: parsed.reasoning,\n emailSubject: parsed.emailSubject,\n emailBody: parsed.emailBody,\n timestamp: new Date().toISOString()\n }\n};"
},
"typeVersion": 2
},
{
"id": "switch-route",
"name": "Route by Lead Quality",
"type": "n8n-nodes-base.switch",
"position": [
1248,
112
],
"parameters": {
"rules": {
"values": [
{
"outputKey": "Hot",
"conditions": {
"options": {
"version": 2,
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.tier }}",
"rightValue": "Hot"
}
]
},
"renameOutput": true
},
{
"outputKey": "Warm",
"conditions": {
"options": {
"version": 2,
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.tier }}",
"rightValue": "Warm"
}
]
},
"renameOutput": true
},
{
"outputKey": "Cold",
"conditions": {
"options": {
"version": 2,
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.tier }}",
"rightValue": "Cold"
}
]
},
"renameOutput": true
}
]
},
"options": {
"fallbackOutput": "extra"
}
},
"typeVersion": 3.4
},
{
"id": "gmail-hot",
"name": "Reply to Hot Lead",
"type": "n8n-nodes-base.gmail",
"position": [
1536,
-112
],
"parameters": {
"sendTo": "={{ $json.leadEmail }}",
"message": "={{ $json.emailBody }}",
"options": {
"senderName": "={{ $json.ownerName }}"
},
"subject": "={{ $json.emailSubject }}"
},
"typeVersion": 2.2
},
{
"id": "gmail-warm",
"name": "Reply to Warm Lead",
"type": "n8n-nodes-base.gmail",
"position": [
1584,
80
],
"parameters": {
"sendTo": "={{ $json.leadEmail }}",
"message": "={{ $json.emailBody }}",
"options": {
"senderName": "={{ $json.ownerName }}"
},
"subject": "={{ $json.emailSubject }}"
},
"typeVersion": 2.2
},
{
"id": "gmail-cold",
"name": "Reply to Cold Lead",
"type": "n8n-nodes-base.gmail",
"position": [
1584,
224
],
"parameters": {
"sendTo": "={{ $json.leadEmail }}",
"message": "={{ $json.emailBody }}",
"options": {
"senderName": "={{ $json.ownerName }}"
},
"subject": "={{ $json.emailSubject }}"
},
"typeVersion": 2.2
},
{
"id": "sheets-log",
"name": "Log Lead with Score",
"type": "n8n-nodes-base.googleSheets",
"position": [
1120,
-48
],
"parameters": {
"columns": {
"value": {},
"mappingMode": "autoMapInputData"
},
"options": {},
"operation": "append",
"sheetName": {
"__rl": true,
"mode": "list",
"value": ""
},
"documentId": {
"__rl": true,
"mode": "url",
"value": ""
}
},
"typeVersion": 4.7
},
{
"id": "sticky-main",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-496,
-576
],
"parameters": {
"width": 520,
"height": 850,
"content": "## Score and Auto-Reply to New Leads with OpenAI and Gmail\n\n### Who is this for\nSmall business owners, freelancers, and agencies who receive inbound leads and want instant, personalized follow-up.\n\n### What it does\n1. Scores the lead 1-100 using OpenAI\n2. Classifies as Hot, Warm, or Cold\n3. Sends a personalized email reply\n4. Logs everything to Google Sheets\n\n### How to set up\n1. Fill in the **Configure Your Settings** node with your business name, email, calendar link, and description\n2. Connect your Gmail and Google Sheets credentials\n3. Add your OpenAI API key\n4. Create a Google Sheet with these column headers in Row 1:\n `timestamp` \u00b7 `leadName` \u00b7 `leadEmail` \u00b7 `company` \u00b7 `budgetRange` \u00b7 `projectDescription` \u00b7 `referralSource` \u00b7 `score` \u00b7 `tier` \u00b7 `reasoning` \u00b7 `emailSubject` \u00b7 `emailBody`\n5. Paste your Sheet URL into the **Log Lead with Score** node\n6. Activate the workflow and share the form URL\n\n### Requirements\n- n8n account (cloud or self-hosted)\n- OpenAI API key\n- Gmail account (OAuth2)\n- Google Sheets (one blank sheet)\n\n### How to customize\n- Edit the OpenAI system prompt to adjust scoring criteria for your industry\n- Modify the tier thresholds (currently Hot 70+, Warm 40-69, Cold 0-39)\n- Add or remove form fields to match your intake needs"
},
"typeVersion": 1
},
{
"id": "sticky-trigger",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
160,
-400
],
"parameters": {
"color": 6,
"width": 350,
"height": 232,
"content": "## 1. Trigger & Configuration\n\nThe **Lead Intake Form** creates a web form that captures lead information. When submitted, data flows to **Configure Your Settings** where your business details are added.\n\n**Setup:** Update the Set node with your business name, email, calendar link, and a brief business description."
},
"typeVersion": 1
},
{
"id": "sticky-ai",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
576,
-400
],
"parameters": {
"color": 6,
"width": 350,
"height": 232,
"content": "## 2. AI Lead Scoring\n\nOpenAI analyzes each lead based on budget, project clarity, and fit. It returns a score (1-100), tier (Hot/Warm/Cold), reasoning, and a fully personalized email draft.\n\n**Customize:** Edit the system prompt in the OpenAI node to match your industry and ideal customer profile."
},
"typeVersion": 1
},
{
"id": "sticky-reply",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
976,
-400
],
"parameters": {
"color": 6,
"width": 400,
"height": 264,
"content": "## 3. Smart Auto-Reply\n\nLeads are routed by quality tier. Each path sends a tailored email:\n- **Hot (70+):** Enthusiastic reply with calendar booking link\n- **Warm (40-69):** Helpful response with next steps\n- **Cold (0-39):** Polite acknowledgment\n\n**Customize:** Edit each Gmail node to add CC recipients, attachments, or custom behavior per tier."
},
"typeVersion": 1
},
{
"id": "sticky-log",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
1424,
-400
],
"parameters": {
"color": 6,
"width": 400,
"height": 280,
"content": "## 4. Lead Logging\nEvery lead is logged to Google Sheets with score, tier, reasoning, and all form data.\n\n**Setup:** Create a Google Sheet and add these exact column headers in Row 1:\n\n`timestamp` \u00b7 `leadName` \u00b7 `leadEmail` \u00b7 `company` \u00b7 `budgetRange` \u00b7 `projectDescription` \u00b7 `referralSource` \u00b7 `score` \u00b7 `tier` \u00b7 `reasoning` \u00b7 `emailSubject` \u00b7 `emailBody`\n\nThen paste your Sheet URL into the Log Lead with Score node."
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"connections": {
"Lead Intake Form": {
"main": [
[
{
"node": "Configure Your Settings",
"type": "main",
"index": 0
}
]
]
},
"Parse AI Response": {
"main": [
[
{
"node": "Route by Lead Quality",
"type": "main",
"index": 0
},
{
"node": "Log Lead with Score",
"type": "main",
"index": 0
}
]
]
},
"Route by Lead Quality": {
"main": [
[
{
"node": "Reply to Hot Lead",
"type": "main",
"index": 0
}
],
[
{
"node": "Reply to Warm Lead",
"type": "main",
"index": 0
}
],
[
{
"node": "Reply to Cold Lead",
"type": "main",
"index": 0
}
]
]
},
"Configure Your Settings": {
"main": [
[
{
"node": "Score Lead & Draft Reply",
"type": "main",
"index": 0
}
]
]
},
"Score Lead & Draft Reply": {
"main": [
[
{
"node": "Parse AI Response",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
++Who is this for++ Small business owners, freelancers, and agencies who receive inbound leads through a web form and want instant, personalized follow-up — without manually reading every submission.
Source: https://n8n.io/workflows/13946/ — original creator credit. Request a take-down →
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