PollupAI This workflow corresponds to n8n.io template #10398 — we link there as the canonical source.
This workflow follows the Agent → Datatable 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": "2bdfeaf7-f4db-446d-84bc-68e914138e28",
"name": "Structured Output Parser",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
-112,
192
],
"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 Markdown\"\n }\n },\n \"required\": [\"subject\", \"body\"]\n}"
},
"typeVersion": 1.2
},
{
"id": "46c35571-3823-4cb9-8e07-df85c8fd6a2f",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2368,
240
],
"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": "3d3a2b5f-c5cd-4fdc-bc1d-55956b6b7809",
"name": "If Deal Is Won",
"type": "n8n-nodes-base.if",
"position": [
-1824,
-32
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "b70f4699-008f-4924-8e69-af4fa69422a5",
"operator": {
"type": "boolean",
"operation": "true",
"singleValue": true
},
"leftValue": "={{ $(\"Trigger: Deal Is 'Closed Won'\").item.json.body[0].propertyValue }}",
"rightValue": "contact.creation"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "3b7f2eb6-c57f-454e-8bca-dece1d7ac508",
"name": "Configure Template Variables",
"type": "n8n-nodes-base.set",
"position": [
-2048,
-32
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "11a8b9e9-a7ed-454a-9aef-a9137c0e17ea",
"name": "company_name",
"type": "string",
"value": "Your Company Name"
},
{
"id": "f2dcfe2e-3145-4a30-9731-0a8d02c7aa9a",
"name": "sender_name",
"type": "string",
"value": "Your Sender Name"
},
{
"id": "18b5c0bd-4e75-4b98-92fc-5fca90a8b680",
"name": "sender_email",
"type": "string",
"value": "user@example.com"
}
]
}
},
"notesInFlow": true,
"typeVersion": 3.4
},
{
"id": "e26d9e1d-de10-445d-bbc7-aa20753c3bbb",
"name": "If Role is 'Champion'",
"type": "n8n-nodes-base.if",
"position": [
-480,
-32
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "90d9c369-80df-4938-adac-af3b452f97ca",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.properties.hs_buying_role.value }}",
"rightValue": "CHAMPION"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "e22c6e48-5899-4f13-b857-65d499e296ca",
"name": "HubSpot: Get Deal Details",
"type": "n8n-nodes-base.hubspot",
"position": [
-1152,
-32
],
"parameters": {
"dealId": {
"__rl": true,
"mode": "id",
"value": "={{ $(\"Trigger: Deal Is 'Closed Won'\").item.json.body[0].objectId }}"
},
"filters": {},
"resource": "deal",
"operation": "get",
"authentication": "oAuth2"
},
"typeVersion": 2.2
},
{
"id": "8f569481-1ee0-4441-8269-a0630cb116d3",
"name": "Split Contact IDs",
"type": "n8n-nodes-base.code",
"position": [
-928,
-32
],
"parameters": {
"jsCode": "// Get the list of contact IDs\nconst vids = $('HubSpot: Get Deal Details').first().json.associations.associatedVids;\n\n// Make sure it's always a list (even if there's only one)\nconst vidsList = [].concat(vids);\n\n// Return each ID as a separate item for the next node to process\nreturn vidsList.map(id => {\n return {\n json: {\n contactId: id\n }\n };\n});"
},
"typeVersion": 2
},
{
"id": "7ccef67d-88ba-4ee2-88b8-ea0888b57319",
"name": "HubSpot: Get Contact Details",
"type": "n8n-nodes-base.hubspot",
"position": [
-704,
-32
],
"parameters": {
"contactId": {
"__rl": true,
"mode": "id",
"value": "={{ $json.contactId }}"
},
"operation": "get",
"authentication": "oAuth2",
"additionalFields": {
"propertiesCollection": {
"propertiesValues": {
"properties": [
"hs_buying_role"
],
"propertyMode": "valueOnly"
}
}
}
},
"typeVersion": 2.2
},
{
"id": "8f0f446d-2705-4e0b-a982-76a04c9010ca",
"name": "AI: Write Welcome Email",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
-256,
-32
],
"parameters": {
"text": "=Your task is to write a warm, personalized welcome email to a new customer.\n\n## Content to Include\n- Congratulate them on their purchase.\n- Welcome them to the [Your Company Name] family.\n- Let them know that their new Customer Success Manager will be in touch shortly to schedule a kickoff call.\n- Provide a link to a \"Getting Started\" video: [Link to Your Video]\n- Provide a link to a \"Help Documentation\" page: [Link to Your Help Doc]\n\n## Rules\n- Be professional, enthusiastic, and welcoming.\n- You are writing on behalf of the sender.\n\n## Use the variables below\nSender's name: {{ $('Configure Template Variables').item.json.sender_name }}\nSender's email: {{ $('Configure Template Variables').item.json.sender_email }}\nSender's company name: {{ $('Configure Template Variables').item.json.company_name }}\nRecipient's first name: {{ $('HubSpot: Get Contact Details').item.json.properties.firstname.value }}\nRecipient's last name: {{ $('HubSpot: Get Contact Details').item.json.properties.lastname.value }}\nRecipient's email: {{ $('HubSpot: Get Contact Details').item.json.properties.email.value }}",
"options": {
"systemMessage": "=# Overview\nYou are a professional Customer Success Manager.\n"
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 1.9
},
{
"id": "c3795f85-b2cf-4baf-86f5-7919234d1cad",
"name": "AI Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
-256,
192
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4o-mini",
"cachedResultName": "gpt-4o-mini"
},
"options": {}
},
"typeVersion": 1.2
},
{
"id": "7262a3e6-dae7-4011-ab90-54897deb9f19",
"name": "Util: Markdown to HTML",
"type": "n8n-nodes-base.markdown",
"position": [
96,
-32
],
"parameters": {
"mode": "markdownToHtml",
"options": {},
"markdown": "={{ $json.output.body }}"
},
"typeVersion": 1
},
{
"id": "366e7c5d-f6df-4896-bd32-ae1fba5b4f49",
"name": "Gmail: Send Welcome Email",
"type": "n8n-nodes-base.gmail",
"position": [
320,
-32
],
"parameters": {
"sendTo": "={{ $('HubSpot: Get Contact Details').item.json.properties.email.value }}",
"message": "={{ $json.data }}",
"options": {},
"subject": "={{ $json.output.subject }}"
},
"typeVersion": 2.1
},
{
"id": "1033acf3-11d8-4ea2-89f2-13ceda2e9f8d",
"name": "HubSpot: Assign Contact Owner",
"type": "n8n-nodes-base.hubspot",
"position": [
544,
-32
],
"parameters": {
"email": "={{ $('HubSpot: Get Contact Details').item.json.properties.email.value }}",
"options": {},
"authentication": "oAuth2",
"additionalFields": {
"contactOwner": "={{ $('Find Least Busy CSM').item.json.csm_id }}"
}
},
"typeVersion": 2.1
},
{
"id": "cb68f201-669e-4f65-a065-93e1e1586fd5",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2368,
-1104
],
"parameters": {
"width": 768,
"height": 656,
"content": "# Automate a CSM assignment and email send from a HubSpot onboarding\n\nThis workflow triggers when a HubSpot deal is marked `Closed Won`, assigns the **least busy CSM based on a Data Table**, and sends a personalized welcome email generated by AI.\n\n## How to Set Up\n1. **Create CSM Data Table:** You must first create an n8n Data Table with the following setup:\n * **Name:** `csm_assignments`\n * **Columns:** `csm_id` (String) and `deal_count` (Number)\n * **Data:** Add one row for each CSM, putting their HubSpot Owner ID in `csm_id` and `0` in `deal_count`.\n2. **Link Data Table Nodes:** Open the `Get CSM List` and `Increment CSM Deal Count` nodes. In the **Table** field, select the `csm_assignments` table you just created.\n3. **Configure Variables:** Open the **`Configure Template Variables`** node and fill in your sender info (`company_name`, `sender_name`, and `sender_email`).\n4. **Add Credentials:** Add your credentials to all other required nodes:\n * `Trigger: Deal Is 'Closed Won'`\n * `HubSpot: Get Deal Details`\n * `HubSpot: Get Contact Details`\n * `HubSpot: Assign Contact Owner`\n * `AI Model` (This node is connected to the AI agent and holds the credentials)\n * `Gmail: Send Welcome Email`\n5. **Customize AI Prompt:** Open the **`AI: Write Welcome Email`** node (the node you posted) and edit the prompt to match your company's tone.\n6. **Activate Workflow:** Save and activate the workflow."
},
"typeVersion": 1
},
{
"id": "c1c64eb1-7108-4579-8b77-3cadb79fab4d",
"name": "Sticky Note10",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2464,
-352
],
"parameters": {
"color": 7,
"width": 352,
"height": 480,
"content": "This node is the **live** trigger for the workflow.\n\n* **Action:** It watches for changes to the \"Is closed won\" property on a HubSpot deal.\n* **Heads Up:** This trigger will fire when the property changes to **True** *and* when it changes back to **False**.\n* **Filtering:** The `If Deal Is Won` node downstream is essential, as it filters for the **True** case, allowing the rest of the workflow to run only when a deal is won.\n* **Credential:** This node requires a **\"HubSpot Developer API\"** credential to function."
},
"typeVersion": 1
},
{
"id": "d1cc6510-b720-4076-910a-b528a72b6f62",
"name": "Trigger: Deal Is 'Closed Won'",
"type": "n8n-nodes-base.hubspotTrigger",
"position": [
-2272,
-32
],
"parameters": {
"eventsUi": {
"eventValues": [
{
"name": "deal.propertyChange",
"property": "=hs_is_closed_won"
}
]
},
"additionalFields": {
"maxConcurrentRequests": 5
}
},
"typeVersion": 1
},
{
"id": "04545ef6-cae4-4c4e-bf96-ea4ac26be3ad",
"name": "Sticky Note9",
"type": "n8n-nodes-base.stickyNote",
"position": [
-304,
-352
],
"parameters": {
"color": 7,
"width": 336,
"height": 672,
"content": "### AI Email Writer\n* Uses AI to write a personalized Welcome Email.\n* Requires OpenAI credentials.\n* You can customize the prompt in the `AI: Write Welcome Email` node."
},
"typeVersion": 1
},
{
"id": "7d1fd6d1-7ded-4760-8158-55f9e9f4d209",
"name": "Get CSM List",
"type": "n8n-nodes-base.dataTable",
"position": [
-1600,
-32
],
"parameters": {
"operation": "get",
"returnAll": true,
"dataTableId": {
"__rl": true,
"mode": "id",
"value": ""
}
},
"typeVersion": 1
},
{
"id": "f5774385-f71b-4b5c-bf67-54d8f184af06",
"name": "Find Least Busy CSM",
"type": "n8n-nodes-base.code",
"position": [
-1376,
-32
],
"parameters": {
"jsCode": "// Get the list of CSMs from the previous node\nconst csmList = $input.all();\n\n// Check if the table is empty\nif (csmList.length === 0) {\n throw new Error(\"CSM assignment table is empty. Please add CSMs to the Data Table.\");\n}\n\n// Sort the list to find the CSM with the lowest deal_count\n// The input item looks like: { json: { csm_id: '123', deal_count: 0 }, row_id: 'abc' }\nconst sortedList = csmList.sort((a, b) => {\n return a.json.deal_count - b.json.deal_count;\n});\n\n// The least busy CSM is the first one in the sorted list\nconst leastBusyCsm = sortedList[0];\n\n// Return the data needed for the next nodes\nreturn {\n csm_id: leastBusyCsm.json.csm_id,\n row_id_to_update: leastBusyCsm.json.id,\n current_count: leastBusyCsm.json.deal_count\n};"
},
"typeVersion": 2
},
{
"id": "46936c4a-7dcf-4cc0-bce9-6f06d230ee92",
"name": "Increment CSM Deal Count",
"type": "n8n-nodes-base.dataTable",
"position": [
768,
-32
],
"parameters": {
"columns": {
"value": {},
"schema": [],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"filters": {
"conditions": [
{
"keyValue": "={{ $('Find Least Busy CSM').item.json.row_id_to_update }}"
}
]
},
"options": {},
"operation": "update",
"dataTableId": {
"__rl": true,
"mode": "id",
"value": ""
}
},
"typeVersion": 1
},
{
"id": "426da06b-eb9f-4a6d-8b13-a2cffd6dd6ba",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1664,
-352
],
"parameters": {
"color": 7,
"width": 432,
"height": 480,
"content": "### Least-Busy CSM Assignment\n\nThese nodes find the CSM with the lowest `deal_count` from the `csm_assignments` Data Table, assign them the new deal, and then add 1 to their count to keep the table in sync."
},
"typeVersion": 1
},
{
"id": "e9606b09-3cbc-4f51-a1e9-23ba1a617aa4",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
704,
-352
],
"parameters": {
"color": 7,
"width": 544,
"height": 512,
"content": "This node updates the CSM's deal count.\n\n**After you select your `csm_assignments` table:**\n1. Go to the \"Fields to Update\" section.\n2. Click **Add Field**.\n3. **Field:** Select `deal_count`.\n4. **Value:** Switch to expression mode (`f(x)`) and paste:\n `{{ $('Find Least Busy CSM').item.json.current_count + 1 }}`"
},
"typeVersion": 1
}
],
"connections": {
"AI Model": {
"ai_languageModel": [
[
{
"node": "AI: Write Welcome Email",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Get CSM List": {
"main": [
[
{
"node": "Find Least Busy CSM",
"type": "main",
"index": 0
}
]
]
},
"If Deal Is Won": {
"main": [
[
{
"node": "Get CSM List",
"type": "main",
"index": 0
}
]
]
},
"Split Contact IDs": {
"main": [
[
{
"node": "HubSpot: Get Contact Details",
"type": "main",
"index": 0
}
]
]
},
"Find Least Busy CSM": {
"main": [
[
{
"node": "HubSpot: Get Deal Details",
"type": "main",
"index": 0
}
]
]
},
"If Role is 'Champion'": {
"main": [
[
{
"node": "AI: Write Welcome Email",
"type": "main",
"index": 0
}
]
]
},
"Util: Markdown to HTML": {
"main": [
[
{
"node": "Gmail: Send Welcome Email",
"type": "main",
"index": 0
}
]
]
},
"AI: Write Welcome Email": {
"main": [
[
{
"node": "Util: Markdown to HTML",
"type": "main",
"index": 0
}
]
]
},
"Structured Output Parser": {
"ai_outputParser": [
[
{
"node": "AI: Write Welcome Email",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Gmail: Send Welcome Email": {
"main": [
[
{
"node": "HubSpot: Assign Contact Owner",
"type": "main",
"index": 0
}
]
]
},
"HubSpot: Get Deal Details": {
"main": [
[
{
"node": "Split Contact IDs",
"type": "main",
"index": 0
}
]
]
},
"Configure Template Variables": {
"main": [
[
{
"node": "If Deal Is Won",
"type": "main",
"index": 0
}
]
]
},
"HubSpot: Get Contact Details": {
"main": [
[
{
"node": "If Role is 'Champion'",
"type": "main",
"index": 0
}
]
]
},
"HubSpot: Assign Contact Owner": {
"main": [
[
{
"node": "Increment CSM Deal Count",
"type": "main",
"index": 0
}
]
]
},
"Trigger: Deal Is 'Closed Won'": {
"main": [
[
{
"node": "Configure Template Variables",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
This template is for Customer Success and Sales teams who use HubSpot. It automates the critical handoff from sales to success, ensuring every new customer gets a fast, personalized welcome. It's perfect for anyone looking to standardize their onboarding process, save time on…
Source: https://n8n.io/workflows/10398/ — original creator credit. Request a take-down →
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