Smart Document Preparation

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 →

{
  "name": "Smart Document Preparation",
  "nodes": [
    {
      "parameters": {
        "pollTimes": {
          "item": [
            {
              "mode": "everyHour"
            }
          ]
        }
      },
      "id": "schedule-trigger",
      "name": "Every Hour",
      "type": "n8n-nodes-base.scheduleTrigger",
      "typeVersion": 1,
      "position": [
        250,
        300
      ]
    },
    {
      "parameters": {
        "method": "GET",
        "url": "https://life-coach-ai-drab.vercel.app/api/n8n/upcoming-tasks",
        "sendHeaders": true,
        "headerParameters": {
          "parameters": [
            {
              "name": "X-Webhook-Secret",
              "value": "my-secret-key-2024"
            }
          ]
        }
      },
      "id": "fetch-upcoming-tasks",
      "name": "Fetch Upcoming Tasks",
      "type": "n8n-nodes-base.httpRequest",
      "typeVersion": 3,
      "position": [
        450,
        300
      ]
    },
    {
      "parameters": {
        "mode": "runOnceForAllItems",
        "jsCode": "// Filter tasks that need document preparation\nconst items = $input.all();\nconst tasksNeedingPrep = [];\n\nitems.forEach(item => {\n  const task = item.json;\n  if (!task.deadline) return;\n  \n  const taskTime = new Date(task.deadline);\n  const now = new Date();\n  const hoursUntilTask = (taskTime - now) / (1000 * 60 * 60);\n  \n  // Prepare documents 2-4 hours before task\n  if (hoursUntilTask >= 2 && hoursUntilTask <= 4) {\n    // Detect task type\n    const text = `${task.title} ${task.description || ''}`.toLowerCase();\n    let taskType = 'general';\n    let prepTime = 2;\n    \n    if (text.includes('flight') || text.includes('airport')) {\n      taskType = 'flight';\n      prepTime = 3; // Earlier for flights\n    } else if (text.includes('meeting') || text.includes('call')) {\n      taskType = 'meeting';\n      prepTime = 2;\n    } else if (text.includes('doctor') || text.includes('medical')) {\n      taskType = 'medical';\n      prepTime = 2;\n    }\n    \n    tasksNeedingPrep.push({\n      json: {\n        ...task,\n        taskType,\n        prepTime,\n        hoursUntilTask\n      }\n    });\n  }\n});\n\nreturn tasksNeedingPrep;"
      },
      "id": "filter-tasks-needing-prep",
      "name": "Filter Tasks Needing Prep",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        650,
        300
      ]
    },
    {
      "parameters": {
        "fieldToSplitOut": "json",
        "options": {}
      },
      "id": "split-tasks",
      "name": "Split Tasks",
      "type": "n8n-nodes-base.splitOut",
      "typeVersion": 1,
      "position": [
        850,
        300
      ]
    },
    {
      "parameters": {
        "jsCode": "const task = $input.first().json;\nconst documents = [];\n\n// Prepare flight-specific documents\nif (task.taskType === 'flight') {\n  // Extract flight details\n  const flightPattern = /([A-Z]{2}\\d{1,4})/;\n  const match = task.title.match(flightPattern);\n  \n  documents.push({\n    type: 'flight_info',\n    title: 'Flight Information',\n    icon: '\u2708\ufe0f',\n    data: {\n      flightNumber: match ? match[1] : 'Unknown',\n      status: 'Check airline website',\n      gate: 'TBD',\n      terminal: 'TBD'\n    }\n  });\n  \n  documents.push({\n    type: 'checklist',\n    title: 'Pre-Flight Checklist',\n    icon: '\ud83d\udccb',\n    items: [\n      'Check-in online',\n      'Print/download boarding pass',\n      'Check passport expiry',\n      'Pack carry-on liquids',\n      'Charge devices',\n      'Download offline maps'\n    ]\n  });\n}\n\n// Prepare meeting documents\nif (task.taskType === 'meeting') {\n  documents.push({\n    type: 'agenda',\n    title: 'Meeting Preparation',\n    icon: '\ud83d\udcc4',\n    items: [\n      'Review previous meeting notes',\n      'Prepare questions',\n      'Test video/audio setup',\n      'Share screen permissions'\n    ]\n  });\n}\n\n// Medical appointment prep\nif (task.taskType === 'medical') {\n  documents.push({\n    type: 'medical_prep',\n    title: 'Appointment Checklist',\n    icon: '\ud83c\udfe5',\n    items: [\n      'Insurance card',\n      'List of current medications',\n      'Recent test results',\n      'Questions for doctor',\n      'Payment method'\n    ]\n  });\n}\n\nreturn [{\n  json: {\n    taskId: task.id,\n    taskTitle: task.title,\n    taskType: task.taskType,\n    deadline: task.deadline,\n    documents: documents\n  }\n}];"
      },
      "id": "prepare-documents",
      "name": "Prepare Documents",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        1050,
        300
      ]
    },
    {
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{$json.taskType}}",
              "operation": "equals",
              "value2": "flight"
            }
          ]
        }
      },
      "id": "if-flight",
      "name": "IF Flight",
      "type": "n8n-nodes-base.if",
      "typeVersion": 1,
      "position": [
        1250,
        200
      ]
    },
    {
      "parameters": {
        "url": "https://api.aviationstack.com/v1/flights",
        "sendQuery": true,
        "queryParameters": {
          "parameters": [
            {
              "name": "access_key",
              "value": "YOUR_API_KEY"
            },
            {
              "name": "flight_iata",
              "value": "={{$json.documents[0].data.flightNumber}}"
            }
          ]
        }
      },
      "id": "fetch-flight-status",
      "name": "Fetch Flight Status",
      "type": "n8n-nodes-base.httpRequest",
      "typeVersion": 3,
      "position": [
        1450,
        100
      ],
      "continueOnFail": true
    },
    {
      "parameters": {
        "url": "https://api.weatherapi.com/v1/forecast.json",
        "sendQuery": true,
        "queryParameters": {
          "parameters": [
            {
              "name": "key",
              "value": "YOUR_API_KEY"
            },
            {
              "name": "q",
              "value": "={{$json.destination || 'New York'}}"
            },
            {
              "name": "days",
              "value": "3"
            }
          ]
        }
      },
      "id": "fetch-weather",
      "name": "Fetch Weather",
      "type": "n8n-nodes-base.httpRequest",
      "typeVersion": 3,
      "position": [
        1450,
        250
      ],
      "continueOnFail": true
    },
    {
      "parameters": {
        "mode": "runOnceForAllItems",
        "jsCode": "// Merge all document data\nconst items = $input.all();\nconst taskData = items[0].json;\n\n// Add flight status if available\nif (items[1]?.json?.data) {\n  const flightData = items[1].json.data[0];\n  taskData.documents[0].data = {\n    ...taskData.documents[0].data,\n    status: flightData.flight_status || 'Unknown',\n    departure: flightData.departure.iata,\n    arrival: flightData.arrival.iata,\n    gate: flightData.departure.gate || 'TBD'\n  };\n}\n\n// Add weather data if available\nif (items[2]?.json?.forecast) {\n  const weather = items[2].json.forecast.forecastday[0];\n  taskData.documents.push({\n    type: 'weather',\n    title: 'Destination Weather',\n    icon: '\ud83c\udf24\ufe0f',\n    data: {\n      condition: weather.day.condition.text,\n      temp: `${weather.day.avgtemp_f}\u00b0F`,\n      rain: weather.day.daily_chance_of_rain + '%'\n    }\n  });\n}\n\nreturn [{ json: taskData }];"
      },
      "id": "merge-flight-data",
      "name": "Merge Flight Data",
      "type": "n8n-nodes-base.code",
      "typeVersion": 2,
      "position": [
        1650,
        200
      ]
    },
    {
      "parameters": {
        "method": "POST",
        "url": "https://life-coach-ai-drab.vercel.app/api/n8n/prepared-documents",
        "sendHeaders": true,
        "headerParameters": {
          "parameters": [
            {
              "name": "Content-Type",
              "value": "application/json"
            },
            {
              "name": "X-Webhook-Secret",
              "value": "my-secret-key-2024"
            }
          ]
        },
        "sendBody": true,
        "bodyParameters": {
          "parameters": [
            {
              "name": "taskId",
              "value": "={{$json.taskId}}"
            },
            {
              "name": "documents",
              "value": "={{$json.documents}}"
            },
            {
              "name": "preparedAt",
              "value": "={{new Date().toISOString()}}"
            }
          ]
        }
      },
      "id": "send-prepared-docs",
      "name": "Send Prepared Documents",
      "type": "n8n-nodes-base.httpRequest",
      "typeVersion": 3,
      "position": [
        1850,
        300
      ]
    },
    {
      "parameters": {
        "service": "gmail",
        "message": "=Your documents are ready for: {{$json.taskTitle}}\n\nWe've prepared the following for you:\n{{$json.documents.map(d => '- ' + d.icon + ' ' + d.title).join('\\n')}}\n\nView in Life Coach AI: https://life-coach-ai-drab.vercel.app/today",
        "subject": "=\ud83d\udccb Documents Ready: {{$json.taskTitle}}",
        "toList": "user@example.com"
      },
      "id": "send-notification-email",
      "name": "Send Notification",
      "type": "n8n-nodes-base.gmail",
      "typeVersion": 2,
      "position": [
        2050,
        300
      ],
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      }
    }
  ],
  "connections": {
    "Every Hour": {
      "main": [
        [
          {
            "node": "Fetch Upcoming Tasks",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Upcoming Tasks": {
      "main": [
        [
          {
            "node": "Filter Tasks Needing Prep",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Filter Tasks Needing Prep": {
      "main": [
        [
          {
            "node": "Split Tasks",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Split Tasks": {
      "main": [
        [
          {
            "node": "Prepare Documents",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Prepare Documents": {
      "main": [
        [
          {
            "node": "IF Flight",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "IF Flight": {
      "main": [
        [
          {
            "node": "Fetch Flight Status",
            "type": "main",
            "index": 0
          },
          {
            "node": "Fetch Weather",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Send Prepared Documents",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Flight Status": {
      "main": [
        [
          {
            "node": "Merge Flight Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Weather": {
      "main": [
        [
          {
            "node": "Merge Flight Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Merge Flight Data": {
      "main": [
        [
          {
            "node": "Send Prepared Documents",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send Prepared Documents": {
      "main": [
        [
          {
            "node": "Send Notification",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  },
  "active": false,
  "settings": {},
  "tags": [
    "automation",
    "documents"
  ]
}

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.

• gmailOAuth2

About this workflow

Smart Document Preparation. Uses httpRequest, gmail. Scheduled trigger; 11 nodes.

Source: https://github.com/scottring/life-coach-ai/blob/20a5db23f06176d8762f61a21413a9c3ab22d61e/n8n-workflows/smart-document-prep.json — original creator credit. Request a take-down →

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