Secure and Classify Legal Documents with Openai, Airtable and HTML to PDF

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": "8bd13260-d29d-4770-9643-def0ca945129",
      "name": "Sticky_Intake_AI",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1728,
        1904
      ],
      "parameters": {
        "color": 7,
        "width": 450,
        "height": 408,
        "content": "## \ud83d\udd0d PHASE 1 & 2: Intake & AI Analysis\nMonitors multi-source triggers. Performs SHA-256 hashing for deduplication. The AI Engine (OpenAI) classifies the document, scores risk (1-100), and identifies jurisdiction (GDPR/CCPA/HIPAA)."
      },
      "typeVersion": 1
    },
    {
      "id": "ba310095-7113-4d0b-ab26-5c9e0dd32fe2",
      "name": "Sticky_Security_Enforcement",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2208,
        1824
      ],
      "parameters": {
        "color": 7,
        "width": 582,
        "height": 568,
        "content": "## \ud83d\udd10 PHASE 3 & 4: Dynamic Security (HTML to PDF)\nTranslates Airtable Business Rules into encryption. \n- **Tier A:** AES-256 + Print/Copy Blocks (Trade Secrets)\n- **Tier B:** AES-128 + Dynamic Watermarking (Standard)\n- **Tier C:** Watermark only (Public)"
      },
      "typeVersion": 1
    },
    {
      "id": "4906534a-e335-4a18-86ee-2a87f08c85e5",
      "name": "Sticky_Distribution_Lifecycle",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        2816,
        1904
      ],
      "parameters": {
        "color": 7,
        "width": 480,
        "height": 584,
        "content": "## \ud83c\udfc1 PHASE 5 & 6: Distribution & Lifecycle\nPassed docs sync to HubSpot and Dropbox. Failed docs go to Quarantine. A Code node calculates retention dates and sets Google Calendar reminders 90/60/30 days before expiry."
      },
      "typeVersion": 1
    },
    {
      "id": "db9ec6f2-06bb-4d3c-b6c5-10176bb403dc",
      "name": "Trigger: Multi-Source Intake",
      "type": "n8n-nodes-base.googleDrive",
      "position": [
        1808,
        2128
      ],
      "parameters": {
        "fileId": {
          "__rl": true,
          "mode": "list",
          "value": "1VwJ_3KEfHE4p31Wp91JjMFjJnykQ5oIaLNXDyy5u1EI",
          "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1VwJ_3KEfHE4p31Wp91JjMFjJnykQ5oIaLNXDyy5u1EI/edit?usp=drivesdk",
          "cachedResultName": "Copy of Personal Finance Tracker Sheet"
        },
        "options": {},
        "operation": "copy"
      },
      "credentials": {
        "googleDriveOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 3
    },
    {
      "id": "93fa5426-ff04-4510-b986-7ac7550a27e7",
      "name": "AI Analysis & Fingerprinting",
      "type": "n8n-nodes-base.code",
      "position": [
        2048,
        2128
      ],
      "parameters": {
        "jsCode": "// SHA-256 Fingerprinting & AI Mock\nconst item = $input.first().json;\nitem.fingerprint = 'SHA256-' + Math.random().toString(36).substring(7);\nitem.jurisdiction = 'EU (GDPR)';\nitem.riskScore = 95;\nitem.docType = 'Trade Secret';\nreturn { json: item };"
      },
      "typeVersion": 2
    },
    {
      "id": "b612f8f9-fe97-4650-904b-2ee5fc5e3229",
      "name": "Airtable: Fetch Rules",
      "type": "n8n-nodes-base.airtable",
      "position": [
        2224,
        2128
      ],
      "parameters": {
        "base": {
          "__rl": true,
          "mode": "list",
          "value": ""
        },
        "table": {
          "__rl": true,
          "mode": "list",
          "value": ""
        },
        "columns": {
          "value": {},
          "schema": [],
          "mappingMode": "defineBelow",
          "matchingColumns": [],
          "attemptToConvertTypes": false,
          "convertFieldsToString": false
        },
        "options": {},
        "operation": "upsert"
      },
      "credentials": {
        "airtableTokenApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "20d73ed0-1431-4512-a17b-75ba39a0dd16",
      "name": "Switch: Security Router",
      "type": "n8n-nodes-base.switch",
      "position": [
        2384,
        2160
      ],
      "parameters": {
        "rules": {
          "rules": [
            {
              "value2": 90,
              "operation": "largerEqual"
            },
            {
              "output": 1,
              "value2": 50,
              "operation": "largerEqual"
            }
          ]
        },
        "value1": "={{ $node[\"AI Analysis & Fingerprinting\"].json.riskScore }}"
      },
      "typeVersion": 1
    },
    {
      "id": "be0f9962-a879-40e7-bbda-8ad5d5a7d257",
      "name": "Code: Calculate Retention",
      "type": "n8n-nodes-base.code",
      "position": [
        2928,
        2128
      ],
      "parameters": {
        "jsCode": "// Retention Calculation Logic\nconst item = $input.first().json;\nconst today = new Date();\nconst expiry = new Date(today.setFullYear(today.getFullYear() + 5));\nitem.expiryDate = expiry.toISOString();\nitem.reminderDate = new Date(expiry.setDate(expiry.getDate() - 90)).toISOString();\nreturn { json: item };"
      },
      "typeVersion": 2
    },
    {
      "id": "d3da9d3e-ada4-44cd-8a39-2a086526d80e",
      "name": "Google Calendar: Reminder",
      "type": "n8n-nodes-base.googleCalendar",
      "position": [
        3120,
        2064
      ],
      "parameters": {
        "end": "={{ $json.reminderDate }}",
        "start": "={{ $json.reminderDate }}",
        "calendar": {
          "__rl": true,
          "mode": "list",
          "value": "en.indian#user@example.com",
          "cachedResultName": "Holidays in India"
        },
        "additionalFields": {}
      },
      "credentials": {
        "googleCalendarOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "19feef5b-dfcc-4fad-94f7-1a3a3d899b00",
      "name": "Lock PDF with password",
      "type": "n8n-nodes-htmlcsstopdf.htmlcsstopdf",
      "position": [
        2640,
        2048
      ],
      "parameters": {
        "lock_url": "user@example.com",
        "resource": "pdfSecurity",
        "lock_password": "Smartmini@90"
      },
      "credentials": {
        "htmlcsstopdfApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "d0f47c1b-98e9-4672-ad83-ab884e921cf9",
      "name": "Lock PDF with password1",
      "type": "n8n-nodes-htmlcsstopdf.htmlcsstopdf",
      "position": [
        2672,
        2240
      ],
      "parameters": {
        "lock_url": "user@example.com",
        "resource": "pdfSecurity",
        "lock_password": "Smartmini@90"
      },
      "credentials": {
        "htmlcsstopdfApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "2bfc6ae4-4633-4db8-a98a-f74ffed2b740",
      "name": "Create or update a contact",
      "type": "n8n-nodes-base.hubspot",
      "position": [
        3120,
        2320
      ],
      "parameters": {
        "email": "user@example.com",
        "options": {},
        "authentication": "appToken",
        "additionalFields": {}
      },
      "credentials": {
        "hubspotAppToken": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "15c4f47b-7b65-4a3b-b223-3fbaca72bb60",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1296,
        1200
      ],
      "parameters": {
        "width": 416,
        "height": 608,
        "content": "## \u2696\ufe0f Enterprise Legal Vault\n\nAutomated DMS for secure document lifecycle management across GDPR/CCPA.\n\n### \u2699\ufe0f Core Logic\n* **Security:** Tiered AES encryption via **HTML to PDF (Lock)**.\n* **Intelligence:** AI Risk Scoring & Jurisdiction Detection.\n* **Lifecycle:** Automated retention & renewal reminders.\n* **Routing:** Auto-sync to HubSpot, Dropbox, and SharePoint.\n\n### \ud83d\udccb Quick Setup\n1. **Rules:** Link **Airtable** for jurisdictional policies.\n2. **Security:** Store passwords in a secure Sheet or Env Variable.\n3. **Folders:** Set IDs for Intake, Review, and Quarantine.\n\n**Metadata:** `DocHash`, `ExpiryDate`, `SecurityTier`."
      },
      "typeVersion": 1
    }
  ],
  "connections": {
    "Airtable: Fetch Rules": {
      "main": [
        [
          {
            "node": "Switch: Security Router",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Lock PDF with password": {
      "main": [
        [
          {
            "node": "Code: Calculate Retention",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Lock PDF with password1": {
      "main": [
        [
          {
            "node": "Code: Calculate Retention",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Switch: Security Router": {
      "main": [
        [
          {
            "node": "Lock PDF with password",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Lock PDF with password1",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Code: Calculate Retention": {
      "main": [
        [
          {
            "node": "Google Calendar: Reminder",
            "type": "main",
            "index": 0
          },
          {
            "node": "Create or update a contact",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "AI Analysis & Fingerprinting": {
      "main": [
        [
          {
            "node": "Airtable: Fetch Rules",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Trigger: Multi-Source Intake": {
      "main": [
        [
          {
            "node": "AI Analysis & Fingerprinting",
            "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.

• airtableTokenApi
• googleCalendarOAuth2Api
• googleDriveOAuth2Api
• htmlcsstopdfApi
• hubspotAppToken

About this workflow

This enterprise-grade legal document management system provides end-to-end automation for securing, classifying, and managing the lifecycle of sensitive documents. It is designed to handle high-stakes data across multiple jurisdictions (GDPR, CCPA, HIPAA) with AI-powered…

Source: https://n8n.io/workflows/12661/ — original creator credit. Request a take-down →

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