This workflow follows the Gmail → HTTP Request 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 →
{
"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
Pro
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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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