WeblineIndia This workflow corresponds to n8n.io template #14803 — we link there as the canonical source.
This workflow follows the Chainllm → 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": "hcoLK6FM6m0dWzEt",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Zoho CRM \u2013 Smart Follow-up Sequence Optimizer",
"tags": [],
"nodes": [
{
"id": "cb0333cd-4a41-497d-b9d6-40e1c2462d55",
"name": "Daily Follow-up Scan Trigger",
"type": "n8n-nodes-base.cron",
"position": [
-1232,
128
],
"parameters": {
"triggerTimes": {
"item": [
{
"hour": 9
}
]
}
},
"typeVersion": 1
},
{
"id": "ab540138-8943-40bf-a97f-7c258e908170",
"name": "Set Inactivity Cutoff Window",
"type": "n8n-nodes-base.set",
"position": [
-960,
128
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "c70f6b30-1700-4a4d-99c0-e2f7856db82d",
"name": "cutoffDate",
"type": "string",
"value": "={{ new Date(Date.now() - 7 * 24 * 60 * 60 * 1000)\n .toISOString()\n .slice(0,19) }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "7fbeda38-2029-4f30-b747-ba6263ccb92a",
"name": "Fetch Active Deals from Zoho CRM",
"type": "n8n-nodes-base.zohoCrm",
"position": [
-656,
128
],
"parameters": {
"options": {},
"resource": "deal",
"operation": "getAll",
"returnAll": true
},
"credentials": {
"zohoOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "d315bee6-ca1f-4aa2-812b-42d430df63c9",
"name": "Evaluate Follow-up Eligibility",
"type": "n8n-nodes-base.code",
"position": [
-352,
128
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "const d = $input.item.json;\nconst now = new Date();\n\nif (!d.Auto_Follow_up_Enabled) return { json: { due: false } };\nif (d.Follow_up_Status !== 'Pending') return { json: { due: false } };\nif (!d.Next_Follow_up_Due) return { json: { due: false } };\n\nconst dueDate = new Date(d.Next_Follow_up_Due);\n\nreturn {\n json: {\n due: dueDate <= now,\n dealId: d.id,\n dealName: d.Deal_Name,\n raw: d\n }\n};\n"
},
"typeVersion": 2
},
{
"id": "038a9003-4514-4dee-8a97-58967710e8f2",
"name": "Is Follow-up Due?",
"type": "n8n-nodes-base.if",
"position": [
-96,
128
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "35eb963a-29f4-40cb-8ca1-1ae2543927e1",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{$json.due}}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.2
},
{
"id": "d6ff28e0-0366-465c-be1a-2ad459745e4e",
"name": "Generate Personalized Follow-up (AI)",
"type": "@n8n/n8n-nodes-langchain.chainLlm",
"position": [
176,
112
],
"parameters": {
"text": "=You are a CRM assistant.\n\nGenerate a personalized follow-up message for this deal.\n\nDeal Name: {{ $json.dealName }}\nAccount: {{ $json.raw.Account_Name.name }}\nStage: {{ $json.raw.Stage }}\nLast Follow-up: {{ $json.raw.Last_Follow_up_At }}\n\nReturn ONLY valid JSON in the following format:\n\n{\n \"subject\": \"...\",\n \"message\": \"...\",\n \"channel\": \"email\",\n \"priority\": \"High\",\n \"next_action\": \"send_followup\"\n}\nReturn ONLY valid JSON.Do not add explanations.\nDo not add markdown.",
"batching": {},
"messages": {
"messageValues": [
{
"message": "You are a CRM follow-up assistant. Generate short, professional follow-up content. No emojis. No fluff. Business tone."
}
]
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 1.7
},
{
"id": "40c1b94a-2bcf-4b75-bff2-8d93753e78e0",
"name": "AI Model (Gemini)",
"type": "@n8n/n8n-nodes-langchain.lmChatGoogleGemini",
"position": [
64,
400
],
"parameters": {
"options": {}
},
"credentials": {
"googlePalmApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "abc3e871-197a-4b9f-885d-02f8c82b1edf",
"name": "Parse AI Response (Structured JSON)",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
416,
416
],
"parameters": {
"jsonSchemaExample": "{\n \"subject\": \"...\",\n \"message\": \"...\",\n \"channel\": \"email\",\n \"priority\": \"High\",\n \"next_action\": \"send_followup\"\n}"
},
"typeVersion": 1.3
},
{
"id": "d395128a-c3a3-4529-8b7c-ec0e32779752",
"name": "Decision Engine",
"type": "n8n-nodes-base.code",
"position": [
576,
112
],
"parameters": {
"mode": "runOnceForEachItem",
"jsCode": "// ----------------------------\n// INPUT DATA\n// ----------------------------\nconst deal = $('Is Follow-up Due?').item.json.raw;\nconst ai = $json.output || {};\n\n// ----------------------------\n// SAFE DATE RESOLUTION\n// ----------------------------\nconst lastActivityTime =\n deal.Last_Activity_Time ||\n deal.Last_Follow_up_At ||\n deal.Created_Time ||\n null;\n\nlet daysSinceLastActivity = null;\n\nif (lastActivityTime) {\n const lastActivity = new Date(lastActivityTime);\n daysSinceLastActivity = Math.floor(\n (Date.now() - lastActivity.getTime()) / (1000 * 60 * 60 * 24)\n );\n}\n\n// ----------------------------\n// FOLLOW-UP CHANNEL LOGIC\n// ----------------------------\n// Default from AI\nlet followUpType = ai.channel || \"email\";\n\n// Hard override based on inactivity\nif (daysSinceLastActivity !== null) {\n if (daysSinceLastActivity > 14) {\n followUpType = \"call\";\n } else if (daysSinceLastActivity > 7) {\n followUpType = \"whatsapp\";\n }\n}\n\n// ----------------------------\n// FINAL OUTPUT\n// ----------------------------\nreturn {\n ...$json,\n\n followUpDecision: {\n lastActivityTime,\n followUpType,\n daysSinceLastActivity,\n aiSuggestedChannel: ai.channel || null,\n priority: ai.priority || \"Normal\",\n nextAction: ai.next_action || null,\n }\n};\n"
},
"typeVersion": 2
},
{
"id": "8c5c7e59-c8df-4a73-bb70-b07e0a67b404",
"name": "Channel Routing",
"type": "n8n-nodes-base.switch",
"position": [
816,
96
],
"parameters": {
"rules": {
"values": [
{
"outputKey": "Email",
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "loose"
},
"combinator": "and",
"conditions": [
{
"id": "40039f9a-416b-4454-b096-781b1fe5851c",
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.followUpDecision.followUpType }}",
"rightValue": "email"
}
]
},
"renameOutput": true
},
{
"outputKey": "slack",
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "loose"
},
"combinator": "and",
"conditions": [
{
"id": "0f314f51-a705-411a-87f4-f9d6c2e70e71",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.followUpDecision.followUpType }}",
"rightValue": "slack"
}
]
},
"renameOutput": true
},
{
"outputKey": "Whatsapp",
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "loose"
},
"combinator": "and",
"conditions": [
{
"id": "40c58835-3665-4dd2-a367-787c4b7f3165",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.followUpDecision.followUpType }}",
"rightValue": "whatsapp"
}
]
},
"renameOutput": true
}
]
},
"options": {},
"looseTypeValidation": true
},
"typeVersion": 3.3
},
{
"id": "5d333c39-d210-414d-a681-cb3b2d07607d",
"name": "Send follow-up email",
"type": "n8n-nodes-base.gmail",
"position": [
1184,
-112
],
"parameters": {
"sendTo": "=",
"message": "={{ $json.output.message }}",
"options": {},
"subject": "={{ $json.output.subject }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "3a7706d5-f156-44fd-80f9-df6c137d6bd4",
"name": "Send Slack follow-up",
"type": "n8n-nodes-base.slack",
"position": [
1184,
112
],
"parameters": {
"text": "={{ $json.output.message }}",
"user": {
"__rl": true,
"mode": "id",
"value": "{userid}"
},
"select": "user",
"otherOptions": {},
"authentication": "oAuth2"
},
"credentials": {
"slackOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 2.3
},
{
"id": "97e22d0d-b75c-4419-857b-2b8d88824abb",
"name": "Send WhatsApp Follow-up",
"type": "n8n-nodes-base.whatsApp",
"position": [
1184,
336
],
"parameters": {
"textBody": "={{ $json.output.message }}",
"operation": "send",
"additionalFields": {}
},
"typeVersion": 1.1
},
{
"id": "f0e99c4d-e4a5-4fb4-be7e-641c5d87c637",
"name": "Create CRM Follow-up Task",
"type": "n8n-nodes-base.httpRequest",
"position": [
1568,
112
],
"parameters": {
"url": "https://www.zohoapis.com/crm/v2/Tasks",
"method": "POST",
"options": {},
"jsonBody": "={\n \"data\": [\n {\n \"Subject\": \"Follow-up: {{ $('Is Follow-up Due?').item.json.dealName }}\",\n \"Due_Date\": \"{{ new Date().toISOString().split('T')[0] }}\",\n \"Status\": \"Not Started\",\n \"Priority\": \"High\",\n \"What_Id\": \"{{ $('Is Follow-up Due?').item.json.dealId }}\",\n \"$se_module\": \"Deals\",\n \"Owner\": {\n \"id\": \"{{ $('Is Follow-up Due?').item.json.raw.Owner.id }}\"\n },\n \"Description\": \"Auto-generated follow-up task for overdue deal.\"\n }\n ]\n}\n",
"sendBody": true,
"specifyBody": "json",
"authentication": "predefinedCredentialType",
"nodeCredentialType": "zohoOAuth2Api"
},
"credentials": {
"zohoOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.3
},
{
"id": "d066aebe-cce0-4013-a614-26bd844e0506",
"name": "Update Deal Follow-up Status",
"type": "n8n-nodes-base.zohoCrm",
"position": [
1840,
112
],
"parameters": {
"dealId": "={{ $('Is Follow-up Due?').item.json.dealId }}",
"resource": "deal",
"operation": "update",
"updateFields": {
"customFields": {
"customFields": [
{
"value": "Sent",
"fieldId": "Follow_up_Status"
}
]
}
}
},
"credentials": {
"zohoOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "13808eaa-1c8a-4dd5-baf6-87ba5ebd6fea",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1936,
-416
],
"parameters": {
"width": 560,
"height": 528,
"content": "## Zoho CRM \u2013 Smart Follow-up Sequence Optinizer\n**How it works** \nThis workflow runs weekly and Automatically detect inactive deals and trigger intelligent, AI-driven follow-ups across multiple channels to improve deal conversion and prevent pipeline leakage.\n\n**Setup steps**\n1. Configure Zoho CRM credentials in all Zoho nodes (OAuth2 recommended).\n\n2. Verify Deal Fields Mapping, Add Custom fields in Zoho Deal : Last Activity Time, Last Follow-up Date, Created Date\n\n3. Configure AI Node (OpenAI/Gemini)\n\n4. Validate Function Node logic: correctly calculates daysSinceLastActivity\n\n5. Set up Switch Node conditions : Email, WhatsApp,Slack or Call \n\n6. Configure Email, WhatsApp, Slack or Call credentials.\n\n7. Configure Zoho CRM Task Node"
},
"typeVersion": 1
},
{
"id": "8626a902-bf77-4179-86e1-f4b4020f456d",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1280,
-32
],
"parameters": {
"color": 7,
"width": 544,
"height": 384,
"content": "## Deal Data Collection\nTriggers the workflow on schedule and fetches active Deals from Zoo CRM for processing."
},
"typeVersion": 1
},
{
"id": "5bd8f0a6-988c-4c86-95bd-cd8ff99541d7",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
-704,
-32
],
"parameters": {
"color": 7,
"width": 720,
"height": 384,
"content": "## Deal Processing & Inactivity Detection\nSplits deals, calculates inactivity and filters only stalled deals that need follow-up."
},
"typeVersion": 1
},
{
"id": "b138be0c-8577-41a0-ad74-39101c6fbcff",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
80,
-32
],
"parameters": {
"color": 7,
"width": 624,
"height": 384,
"content": "## AI Evaluation & Follow-Up Decision\nSplits deals, calculates inactivity and filters only stalled deals that need follow-up."
},
"typeVersion": 1
},
{
"id": "da319c31-7549-46c7-b412-8681ee9cc4da",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
752,
-256
],
"parameters": {
"color": 7,
"width": 1296,
"height": 768,
"content": "## Channel Routing & CRM Actions\nRoutes deals to Email/WhatsApp/Call and creates alerts & CRM tasks for action."
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "8e83fce0-879c-4c96-9439-f87a00a6cfa8",
"connections": {
"Channel Routing": {
"main": [
[
{
"node": "Send follow-up email",
"type": "main",
"index": 0
}
],
[
{
"node": "Send Slack follow-up",
"type": "main",
"index": 0
}
],
[
{
"node": "Send WhatsApp Follow-up",
"type": "main",
"index": 0
}
]
]
},
"Decision Engine": {
"main": [
[
{
"node": "Channel Routing",
"type": "main",
"index": 0
}
]
]
},
"AI Model (Gemini)": {
"ai_languageModel": [
[
{
"node": "Generate Personalized Follow-up (AI)",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Is Follow-up Due?": {
"main": [
[
{
"node": "Generate Personalized Follow-up (AI)",
"type": "main",
"index": 0
}
],
[]
]
},
"Send Slack follow-up": {
"main": [
[
{
"node": "Create CRM Follow-up Task",
"type": "main",
"index": 0
}
]
]
},
"Send follow-up email": {
"main": [
[
{
"node": "Create CRM Follow-up Task",
"type": "main",
"index": 0
}
]
]
},
"Send WhatsApp Follow-up": {
"main": [
[
{
"node": "Create CRM Follow-up Task",
"type": "main",
"index": 0
}
]
]
},
"Create CRM Follow-up Task": {
"main": [
[
{
"node": "Update Deal Follow-up Status",
"type": "main",
"index": 0
}
]
]
},
"Daily Follow-up Scan Trigger": {
"main": [
[
{
"node": "Set Inactivity Cutoff Window",
"type": "main",
"index": 0
}
]
]
},
"Set Inactivity Cutoff Window": {
"main": [
[
{
"node": "Fetch Active Deals from Zoho CRM",
"type": "main",
"index": 0
}
]
]
},
"Update Deal Follow-up Status": {
"main": [
[]
]
},
"Evaluate Follow-up Eligibility": {
"main": [
[
{
"node": "Is Follow-up Due?",
"type": "main",
"index": 0
}
]
]
},
"Fetch Active Deals from Zoho CRM": {
"main": [
[
{
"node": "Evaluate Follow-up Eligibility",
"type": "main",
"index": 0
}
]
]
},
"Parse AI Response (Structured JSON)": {
"ai_outputParser": [
[
{
"node": "Generate Personalized Follow-up (AI)",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Generate Personalized Follow-up (AI)": {
"main": [
[
{
"node": "Decision Engine",
"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.
gmailOAuth2googlePalmApislackOAuth2ApizohoOAuth2Api
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About this workflow
This workflow automatically detects inactive deals in Zoho CRM and triggers AI-driven follow-ups across multiple channels. It analyzes deal activity, determines the optimal follow-up method, generates personalized communication using AI, routes execution through…
Source: https://n8n.io/workflows/14803/ — original creator credit. Request a take-down →
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