Didac Fernandez
Workflows by Didac Fernandez
Autonomous email management with GPT-5-mini & human-in-the-loop for Outlook
# 🤖 Autonomous Email Assistant - AI-Powered Inbox Management > Transform Your Email Workflow with Intelligent Automation This advanced n8n workflow creates a fully autonomous email assistant that processes incoming emails through AI-powered classification, generates contextually-aware responses in your personal brand voice, and automatically organizes your inbox. **Perfect for:** Professionals managing high email volumes who want to maintain response quality while saving hours each week. --- ## 🎯 What This Workflow Does The Autonomous Email Assistant monitors your Outlook inbox and intelligently processes every incoming email through a sophisticated multi-stage pipeline: - 🏷️ **Smart Classification** - Automatically categorizes emails into 7 distinct types (Commercial/Spam, Internal, Meeting, Newsletter, Notifications, Urgent, Other) - ✍️ **AI Response Generation** - Creates draft responses tailored to the email type, maintaining your unique communication style - 📅 **Meeting Automation** - Checks your calendar availability and handles meeting requests automatically - ⚡ **Priority Handling** - Sends Slack notifications for urgent emails requiring immediate attention - 📂 **Inbox Organization** - Files processed emails into categorized folders with AI tagging - 📊 **Comprehensive Logging** - Records all processed emails and responses in Excel for audit trails --- ## ✨ Key Features ### 🔍 Dual Classification System - Primary LLM classifier for fast categorization - Secondary text classifier for validation - 7 predefined categories with smart routing logic ### 🎨 Brand Voice Integration - Maintains consistent communication style across all responses - Customizable writing patterns and key phrases - Professional tone with configurable formality levels ### 📆 Intelligent Meeting Handler - Calendar integration with availability checking - Automatic event creation for confirmed meetings - Suggests alternative times when unavailable - Maintains 15-minute buffers between meetings - Respects working hours (8:30 AM - 5:00 PM) ### 👤 Human-in-the-Loop for Critical Emails - Slack notifications for urgent messages - Approval workflow with feedback incorporation - Draft responses for review before sending ### 📥 Complete Inbox Management - Auto-marking as read - AI category tagging for tracking - Organized folder archiving by email type - Excel logging for analytics and compliance --- ## 🛠️ Workflow Requirements ### 🔐 Required Credentials - **Microsoft Outlook OAuth2** - Email access, calendar permissions - **Microsoft Excel 365** - For logging workbook - **OpenRouter API** - GPT-5-mini model recommended - **Slack OAuth2** - Optional, for urgent notifications ### 💻 Technical Stack | Component | Technology | |-----------|-----------| | AI Model | OpenRouter GPT-5-mini | | Email Provider | Microsoft Outlook | | Data Storage | Microsoft Excel 365 | | Notifications | Slack | | Polling Interval | Every minute (configurable) | --- ## ⚙️ How It Works ### Stage 1️⃣: Email Ingestion Microsoft Outlook Trigger monitors inbox → Information Extractor pulls sender details ### Stage 2️⃣: Classification Dual AI classifiers determine email category → Routes to appropriate handler ### Stage 3️⃣: Response Generation - **General emails** → emailReplier - **Meeting requests** → AI Agent with calendar tools - **Urgent emails** → urgentReplier + Slack notification - **Others** → Context-aware handler ### Stage 4️⃣: Brand Voice Application All responses pass through brand voice nodes for style consistency ### Stage 5️⃣: Organization ✅ Mark as read 🏷️ Apply AI category tag 📁 Archive to appropriate folder 📝 Log to Excel --- ## 🎛️ Customization Options ### 📋 Adjust Classification Categories Modify the **Virtual Postman** categories to match your specific needs. Add industry-specific classifications or merge existing ones. ### ✏️ Personalize Brand Voice The embedded brand voice prompts can be completely customized: - Update key phrases and sign-offs - Adjust sentence length preferences - Modify formality and tone - Add company-specific terminology ### ⚙️ Configure Response Behaviors - Change meeting scheduling preferences - Update working hours - Modify urgent email criteria - Adjust buffer times between meetings ### 🔔 Notification Preferences - Switch Slack to email notifications - Add multiple notification channels - Customize urgency thresholds --- ## 💼 Use Cases | Role | Benefits | |------|----------| | 🎯 **Busy Executives** | Handle routine correspondence while maintaining personal touch | | 🎧 **Customer Support** | First-line response generation with consistent brand voice | | 💰 **Sales Teams** | Automated meeting scheduling and follow-up management | | 📊 **Project Managers** | Internal communication routing and priority handling | | 💡 **Consultants** | Client communication management across multiple projects | --- ## 🚀 Setup Guide 1. **Import Workflow** - Import the JSON into your n8n instance 2. **Configure Credentials** - Add all four required OAuth2 connections 3. **Create Excel Workbook** - Set up "Email Automator" workbook with specified columns 4. **Create Outlook Folders** - Add the 7 category folders to your Outlook 5. **Customize Brand Voice** - Update the brand voice prompts with your writing style 6. **Test Classification** - Send test emails to verify category routing 7. **Activate Workflow** - Enable the workflow to start processing --- ## ⚠️ Important Notes - ⚡ All urgent emails require human approval before sending - 📝 Most responses are saved as drafts for review - 📊 Comprehensive Excel logging enables quality assurance - 🏷️ AI tagging allows easy identification of automated processing - 📅 Calendar integration respects existing commitments --- ## 🔒 Data Privacy & Security This workflow processes emails locally within your n8n instance. Email content is sent to OpenRouter for AI processing. Review OpenRouter's data policies and ensure compliance with your organization's data handling requirements. --- ## 📜 Version History ### v1.0 - Initial Release - 7-category classification system - Brand voice integration - Meeting automation - Excel logging - Slack notifications --- ## 💬 Support & Community For questions, customization help, or to share improvements, visit the [n8n community forum](https://community.n8n.io). This workflow is designed to be highly customizable - adapt it to your specific needs! --- **Created by:** Didac Fernandez Girona | [AutoSolutions.ai](https://autosolutions.ai) - AI Consulting Services **Tags:** `email automation` `AI assistant` `outlook` `calendar management` `brand voice` `inbox organization` `meeting scheduler`
Automated financial document processing with Google Gemini OCR
## AI-Powered Financial Document Processing with Google Gemini This comprehensive workflow automates the complete financial document processing pipeline using AI. Upload invoices via chat, drop expense receipts into a folder, or add bank statements - the system automatically extracts, categorizes, and organizes all your financial data into structured Google Sheets. ## What this workflow does **Processes three types of financial documents automatically:** - **Invoice Processing**: Upload PDF invoices through a chat interface and get structured data extraction with automatic file organization - **Expense Management**: Monitor a Google Drive folder for new receipts and automatically categorize expenses using AI - **Bank Statement Processing**: Extract and organize transaction data from bank statements with multi-transaction support - **Financial Analysis**: Query all your financial data using natural language with an AI agent ## Key Features - **Multi-AI Persona System**: Four specialized AI personas (Mark, Donna, Victor, Andrew) handle different financial functions - **Google Gemini Integration**: Advanced document understanding and data extraction from PDFs - **Smart Expense Categorization**: Automatic classification into 17 business expense categories using LLM - **Real-time Monitoring**: Continuous folder watching for new documents with automatic processing - **Natural Language Queries**: Ask questions about your financial data in plain English - **Automatic File Management**: Intelligent file naming and organization in Google Drive - **Comprehensive Error Handling**: Robust processing that continues even when individual documents fail ## How it works ### Invoice Processing Flow 1. User uploads PDF invoice via chat interface 2. File is saved to Google Drive "Invoices" folder 3. Google Gemini extracts structured data (vendor, amounts, line items, dates) 4. Data is parsed and saved to "Invoice Records" Google Sheet 5. File is renamed as "{Vendor Name} - {Invoice Number}" 6. Confirmation message sent to user ### Expense Processing Flow 1. User drops receipt PDF into "Expense Receipts" Google Drive folder 2. System detects new file within 1 minute 3. Google Gemini extracts expense data (merchant, amount, payment method) 4. OpenRouter LLM categorizes expense into appropriate business category 5. All data saved to "Expenses Recording" Google Sheet ### Bank Statement Processing Flow 1. User uploads bank statement to "Bank Statements" folder 2. Google Gemini extracts multiple transactions from statement 3. Custom JavaScript parser handles various bank formats 4. Individual transactions saved to "Bank Transactions Record" Google Sheet ### Financial Analysis 1. Enable the analysis trigger when needed 2. Ask questions in natural language about your financial data 3. AI agent accesses all three spreadsheets to provide insights 4. Get reports, summaries, and trend analysis ## What you need to set up ### Required APIs and Credentials - **Google Drive API** - For file storage and monitoring - **Google Sheets API** - For data storage and retrieval - **Google Gemini API** - For document processing and data extraction - **OpenRouter API** - For expense categorization (supports multiple LLM providers) ### Google Drive Folder Structure Create these folders in your Google Drive: - "Invoices" - Processed invoice storage - "Expense Receipts" - Drop zone for expense receipts (monitored) - "Bank Statements" - Drop zone for bank statements (monitored) ### Google Sheets Setup Create three spreadsheets with these column headers: **Invoice Records Sheet:** Vendor Name, Invoice Number, Invoice Date, Due Date, Total Amount, VAT Amount, Line Item Description, Quantity, Unit Price, Total Price **Expenses Recording Sheet:** Merchant Name, Transaction Date, Total Amount, Tax Amount, Payment Method, Line Item Description, Quantity, Unit Price, Total Price, Category **Bank Transactions Record Sheet:** Transaction ID, Date, Description/Payee, Debit (-), Credit (+), Currency, Running Balance, Notes/Category ## Use Cases - **Small Business Accounting**: Automate invoice and expense tracking for bookkeeping - **Freelancer Financial Management**: Organize client invoices and business expenses - **Corporate Expense Management**: Streamline employee expense report processing - **Financial Data Analysis**: Generate insights from historical financial data - **Bank Reconciliation**: Automate transaction recording and account reconciliation - **Tax Preparation**: Maintain organized records with proper categorization ## Technical Highlights - **Expense Categories**: 17 predefined business expense categories (Cost of Goods Sold, Marketing, Payroll, etc.) - **Multi-format Support**: Handles various PDF layouts and bank statement formats - **Scalable Processing**: Processes multiple documents simultaneously - **Error Recovery**: Continues processing even when individual documents fail - **Natural Language Interface**: No technical knowledge required for financial queries - **Real-time Processing**: Documents processed within minutes of upload ## Benefits - **Time Savings**: Eliminates manual data entry from financial documents - **Accuracy**: AI-powered extraction reduces human error - **Organization**: Automatic file naming and categorization - **Insights**: Query financial data using natural language - **Compliance**: Maintains organized records for accounting and audit purposes - **Scalability**: Handles growing document volumes without additional overhead This workflow transforms tedious financial document processing into an automated, intelligent system that grows with your business needs.
Create AI-powered social media content for LinkedIn & Facebook with image generation & human approval
Nova AI Content Marketing Agent - LinkedIn & Facebook Automation This n8n template demonstrates how to create a complete AI-powered social media content creation and scheduling system that generates platform-optimized posts for LinkedIn and Facebook with custom images and human approval workflows. Possible use cases: Generate a full week of social media content from a single brand brief Create platform-specific content that maintains brand voice consistency Automate image generation with AI while maintaining quality control Schedule approved content across multiple social platforms Track and organize all content in centralized spreadsheets How it works The automation starts with a form submission collecting 10 brand variables (name, industry, demographics, etc.) Nova AI Agent analyzes the brand information and generates 6 distinct social media posts (3 LinkedIn professional, 3 Facebook community-focused) Content is split by platform and routed to separate image generation workflows Google Imagen 4 Ultra creates custom visuals for each post with platform-specific aspect ratios Each generated image is sent to Slack for human approval via interactive forms If feedback is provided, NanoBanana AI edits the image based on natural language instructions Approved images are uploaded to Google Drive with organized naming conventions All content data is logged to Google Sheets with image URLs and scheduling information Final posts are scheduled via Late API to respective social platforms The workflow loops through each post individually for quality control Requirements OpenRouter API credentials for GPT-5 Mini access Replicate API key for Google Imagen 4 Ultra and NanoBanana Slack OAuth2 credentials with bot permissions Google Drive OAuth2 credentials Google Sheets API access GetLate API key connected to LinkedIn and Facebook accounts Perplexity API for research enhancement (optional) HOW TO USE STEP 1 - Setup Form and Brand Variables Configure the Form Trigger webhook URL for brand data collection Update the 10 form fields with your specific industry placeholders Test the form submission to ensure data flows correctly STEP 2 - Configure AI Services Add your OpenRouter API credentials to both Chat Model nodes Add your Replicate API key to the HTTP Header Auth credential Configure Perplexity API credentials for research functionality Set up custom session keys for memory management STEP 3 - Setup Approval Workflow Add Slack OAuth2 credentials to both "Send message and wait" nodes Update the Slack channel ID to your preferred approval channel Configure the custom form fields for approval/feedback collection STEP 4 - Configure Storage and Scheduling Add Google Drive OAuth2 credentials and update the target folder ID Add Google Sheets credentials and update the spreadsheet ID Get your Late API key from getlate.dev and add to HTTP Header Auth Update the Late accountId in both Schedule Post nodes with your platform IDs STEP 5 - Customize Content Strategy Modify the Nova system prompt to match your brand voice requirements Adjust the visual style requirements in the AI Agent configuration Update posting date logic and timezone settings as needed Test the complete workflow with sample brand data