Yassin Zehar This workflow corresponds to n8n.io template #9324 — we link there as the canonical source.
This workflow follows the Gmail → Google Sheets 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": "HWh5vnYnX9penlWW",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Send One-Time Email Alerts for Urgent Tasks with Google Sheets and Gmail",
"tags": [
{
"id": "7zEwLFClveXBEcdb",
"name": "google sheet",
"createdAt": "2025-08-18T07:16:22.756Z",
"updatedAt": "2025-08-18T07:16:22.756Z"
},
{
"id": "eAzNESqLUWwWMrE9",
"name": "gmail",
"createdAt": "2025-08-18T07:16:22.709Z",
"updatedAt": "2025-08-18T07:16:22.709Z"
}
],
"nodes": [
{
"id": "3df564ee-8eb5-42f6-876f-331fe9dc7994",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-144,
-608
],
"parameters": {
"color": 3,
"width": 304,
"height": 176,
"content": "## Required\n\n\u2022 Google sheets credential\n\u2022 Gmail credential"
},
"typeVersion": 1
},
{
"id": "39c453ac-1335-4dac-a61b-e8f9753b3f80",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
176,
-608
],
"parameters": {
"width": 560,
"height": 800,
"content": "## 1) Trigger, Filter & Row Info\n\nTrigger:\n- Google Sheets Trigger (on change in \"Priority\" column)\n\nFiltering:\n- IF node filters on:\n- Priority = \"Urgent\"\n- Notified is empty\n- row_number exists\n\nBest Practice:\n- Always check __row exists if you plan to update the sheet\n- Prevents sending multiple alerts by using a \"Notified\" status\n- Ensures full automation & reliability"
},
"typeVersion": 1
},
{
"id": "5959b1f3-b7d5-4e32-b5ae-031eb81a89d3",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
752,
-608
],
"parameters": {
"color": 5,
"width": 208,
"height": 800,
"content": "## 2) Send Email\n\nEmail Node:\n- Personalized message with:\n- Task name\n- Owner\n- Deadline\n- Status\n- Action required\n\n\nBest Practice:\n- Use line breaks (\\n) for formatting in email body.\n- Personalize subject and content to improve clarity and responsiveness.\n"
},
"typeVersion": 1
},
{
"id": "39c9bcce-68db-4c16-ba91-532f0d453a11",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
976,
-608
],
"parameters": {
"color": 4,
"width": 304,
"height": 800,
"content": "## 3) Update Google Sheet\n\nUpdate Row Node:\n\n- Use: row_number = {{ $json.row_number }}\n- Set \"Notified\" to \"Yes\" or timestamp\n\nBest Practice:\n- Update a value to track that the email was sent\n- Avoids sending duplicates next time the sheet is updated\n- Makes your system state-aware"
},
"typeVersion": 1
},
{
"id": "66e98b88-3ec6-4209-a857-3abf6f457631",
"name": "Trigger when Urgent status",
"type": "n8n-nodes-base.googleSheetsTrigger",
"position": [
208,
0
],
"parameters": {
"options": {
"columnsToWatch": [
"Priority"
]
},
"pollTimes": {
"item": [
{
"mode": "everyMinute"
}
]
},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U/edit#gid=0",
"cachedResultName": "Feuille 1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U/edit?usp=drivesdk",
"cachedResultName": "Reporting"
}
},
"credentials": {
"googleSheetsTriggerOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "a4c3475f-63d3-49a0-b37f-34ba65c46c46",
"name": "Get the row number",
"type": "n8n-nodes-base.googleSheets",
"position": [
416,
0
],
"parameters": {
"options": {},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U/edit#gid=0",
"cachedResultName": "Feuille 1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U/edit?usp=drivesdk",
"cachedResultName": "Reporting"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.7
},
{
"id": "aef49d06-bd28-4073-a69c-a4ab005919e6",
"name": "Condition to send the email",
"type": "n8n-nodes-base.if",
"position": [
624,
0
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "bd3dbdbd-84b2-4a29-bc65-a0475de280bf",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{$json[\"Priority\"]}}",
"rightValue": "Urgent"
},
{
"id": "f3335fe7-b942-4489-b9d0-1df7e44ed103",
"operator": {
"type": "number",
"operation": "notEmpty",
"singleValue": true
},
"leftValue": "={{ $json.row_number }}",
"rightValue": ""
},
{
"id": "ffc346a2-3d88-47af-8215-b4c2f0e8e42e",
"operator": {
"type": "string",
"operation": "empty",
"singleValue": true
},
"leftValue": "={{ $json.Notified }}",
"rightValue": ""
}
]
}
},
"typeVersion": 2.2
},
{
"id": "23712547-0846-477d-b318-c6ef38f3decf",
"name": "Email alert",
"type": "n8n-nodes-base.gmail",
"position": [
832,
-144
],
"parameters": {
"sendTo": "user@example.com",
"message": "=Hi,<br><br>\nA task has been marked as <b>Urgent</b> in the project tracking sheet.<br><br>\n\ud83d\udccc <b>Task:</b> {{$json[\"Task\"]}}<br>\n\ud83d\udc64 <b>Owner:</b> {{$json[\"Owner\"]}}<br>\n\ud83d\udcc5 <b>Deadline:</b> {{$json[\"Deadline\"]}}<br>\n\ud83d\udccb <b>Status:</b> {{$json[\"Status\"]}}<br>\n\ud83e\udded <b>Next Step:</b> {{$json[\"Next step\"]}}<br><br>\nPlease review this task as soon as possible.<br><br>\n\u2014<br>",
"options": {},
"subject": "A critical task has been flagged in the project sheet"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "c950b5b0-50e5-426d-8b3e-c84eb53d46a6",
"name": "Update row avoiding spam",
"type": "n8n-nodes-base.googleSheets",
"position": [
1040,
-144
],
"parameters": {
"columns": {
"value": {
"Notified": "Yes",
"row_number": "={{ $('Get the row number').item.json.row_number }}"
},
"schema": [
{
"id": "Task",
"type": "string",
"display": true,
"required": false,
"displayName": "Task",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Owner",
"type": "string",
"display": true,
"required": false,
"displayName": "Owner",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Deadline",
"type": "string",
"display": true,
"required": false,
"displayName": "Deadline",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status",
"type": "string",
"display": true,
"required": false,
"displayName": "Status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Next step",
"type": "string",
"display": true,
"required": false,
"displayName": "Next step",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Priority",
"type": "string",
"display": true,
"required": false,
"displayName": "Priority",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Notified",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "Notified",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "id",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "id",
"defaultMatch": true,
"canBeUsedToMatch": true
},
{
"id": "threadId",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "threadId",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "labelIds",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "labelIds",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "row_number",
"type": "number",
"display": true,
"removed": false,
"readOnly": true,
"required": false,
"displayName": "row_number",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"row_number"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "update",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U/edit#gid=0",
"cachedResultName": "Feuille 1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1a4_uY_GzzCkLRdF2yy9mT0TQj5bXsrxOBEWnGO68M9U/edit?usp=drivesdk",
"cachedResultName": "Reporting"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.7
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "76e92de7-a1b6-4147-9087-de7b18d2467c",
"connections": {
"Email alert": {
"main": [
[
{
"node": "Update row avoiding spam",
"type": "main",
"index": 0
}
]
]
},
"Get the row number": {
"main": [
[
{
"node": "Condition to send the email",
"type": "main",
"index": 0
}
]
]
},
"Trigger when Urgent status": {
"main": [
[
{
"node": "Get the row number",
"type": "main",
"index": 0
}
]
]
},
"Condition to send the email": {
"main": [
[
{
"node": "Email alert",
"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.
gmailOAuth2googleSheetsOAuth2ApigoogleSheetsTriggerOAuth2Api
Pro
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About this workflow
This workflow sends a personalized email when a task in a Google Sheet is marked as Urgent, but only once per task.
Source: https://n8n.io/workflows/9324/ — original creator credit. Request a take-down →
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