{"workflow":{"id":11533,"name":"Generate course certificates from Google Sheets with Stencil PDF and Outlook","views":65,"recentViews":0,"totalViews":65,"createdAt":"2025-12-05T13:58:28.591Z","description":"# Automatically generate and send course certificates when new participants are added to Google Sheets\n\nThis workflow creates PDF certificates using Stencil, stores them in Google Drive, and emails them to participants.\n\n## How it works\n\n1. A new row is added to the Google Sheets document (via form, webhook, or manual entry)\n2. The workflow generates a PDF certificate using the Stencil API\n3. The PDF is uploaded to a Google Drive folder for archiving\n4. The certificate is sent to the participant via Outlook\n5. The Google Sheet is updated with the file link and send timestamp\n\n## Setup steps\n\n1. Create a free account at [stencilpdf.com](https://stencilpdf.com) and set up a certificate template\n2. Connect your Google account and select the target Sheet and Drive folder\n3. Connect your Outlook account for sending emails\n4. Configure the Stencil API credentials (Bearer Auth)\n5. Adjust the email template text as needed\n\n## Prerequisites\n\n- Free [Stencil](https://stencilpdf.com) account with certificate template\n- Google account (Sheets + Drive)\n- Outlook/Microsoft 365 account\n```","workflow":{"id":"5Viam0BvDlFeWyTF2LEbV","meta":{"instanceId":"6cbbe851a900c0f34aa60601e23a5e6583c095f7f2aadd7f0c7ad6804a7591a1","templateCredsSetupCompleted":true},"name":"Generate course certificates using Google Sheets, Stencil PDF, and Outlook","tags":[],"nodes":[{"id":"3343a90f-b31a-46f7-9712-9d9e68f09a00","name":"Generate report","type":"n8n-nodes-base.httpRequest","position":[176,-64],"parameters":{"url":"https://app.stencilpdf.com/api/reports/report-177+1234567890-k7c0zf7/generate-pdf","method":"POST","options":{},"sendBody":true,"authentication":"genericCredentialType","bodyParameters":{"parameters":[{"name":"variables.participant","value":"={{ $('Input').item.json.Participant }}"},{"name":"variables.date","value":"={{ $('Input').item.json.Date }}"},{"name":"variables.topic","value":"={{ $('Input').item.json.Exam }}"},{"name":"variables.course","value":"={{ $('Input').item.json.Course }}"}]},"genericAuthType":"httpBearerAuth"},"credentials":{"httpBearerAuth":{"id":"credential-id","name":"stencil-new"},"httpHeaderAuth":{"id":"credential-id","name":"Zoom Webhook Header Auth"}},"typeVersion":4.3},{"id":"51fe6b7a-cedc-46c4-9473-843b56c3201e","name":"Upload file","type":"n8n-nodes-base.googleDrive","position":[400,16],"parameters":{"name":"=Course_Certificate_{{ $json.Participant }}.pdf","driveId":{"__rl":true,"mode":"list","value":"My Drive"},"options":{},"folderId":{"__rl":true,"mode":"list","value":"1rAaDUp6mlGgERfjEiJjY7irrG8eXG2nd","cachedResultUrl":"https://drive.google.com/drive/folders/1rAaDUp6mlGgERfjEiJjY7irrG8eXG2nd","cachedResultName":"Course Certificates"}},"credentials":{"googleDriveOAuth2Api":{"id":"credential-id","name":"kirschner@hks"}},"typeVersion":3},{"id":"6c67c9cd-4ac9-4ab7-bce0-695e7335ec02","name":"Update row in sheet","type":"n8n-nodes-base.googleSheets","position":[624,16],"parameters":{"columns":{"value":{"File":"={{ $json.webViewLink }}","Participant":"={{ $('Input').item.json.Participant }}"},"schema":[{"id":"Mail","type":"string","display":true,"removed":true,"required":false,"displayName":"Mail","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Participant","type":"string","display":true,"removed":false,"required":false,"displayName":"Participant","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Course","type":"string","display":true,"removed":true,"required":false,"displayName":"Course","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Exam","type":"string","display":true,"removed":true,"required":false,"displayName":"Exam","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Date","type":"string","display":true,"removed":true,"required":false,"displayName":"Date","defaultMatch":false,"canBeUsedToMatch":true},{"id":"File","type":"string","display":true,"required":false,"displayName":"File","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Sent","type":"string","display":true,"removed":true,"required":false,"displayName":"Sent","defaultMatch":false,"canBeUsedToMatch":true},{"id":"row_number","type":"number","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"row_number","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":["Participant"],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"update","sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8/edit#gid=0","cachedResultName":"Courses"},"documentId":{"__rl":true,"mode":"list","value":"191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8","cachedResultUrl":"https://docs.google.com/spreadsheets/d/191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8/edit?usp=drivesdk","cachedResultName":"n8n demos"}},"credentials":{"googleSheetsOAuth2Api":{"id":"credential-id","name":"Google Sheets account"}},"typeVersion":4.7,"alwaysOutputData":true},{"id":"7781839c-a6a3-4d1d-9915-d397b51b505c","name":"Send a message","type":"n8n-nodes-base.microsoftOutlook","position":[1296,-64],"webhookId":"b692761e-6c96-4561-ba44-93f2b11d6810","parameters":{"subject":"Your certificate is ready","bodyContent":"=Hi {{$('Input').item.json.Participant}},\n\nCongratulations on completing the course {{$('Input').item.json.Course}}!\n\nYour certificate is attached. Thanks for learning with us.\n\nBest,\nYour learning company","toRecipients":"={{ $('Input').item.json.Mail }}","additionalFields":{"attachments":{"attachments":[{"binaryPropertyName":"data"}]}}},"credentials":{"microsoftOutlookOAuth2Api":{"id":"credential-id","name":"automation@hksolutions.at"}},"typeVersion":2},{"id":"aa0b5983-d019-40c0-a8fc-28d311b2749f","name":"Merge","type":"n8n-nodes-base.merge","position":[848,-64],"parameters":{"mode":"combine","options":{},"combineBy":"combineByPosition"},"typeVersion":3.2},{"id":"d3373c11-524b-4448-8936-2eb248a743c5","name":"New participant","type":"n8n-nodes-base.googleSheetsTrigger","position":[-720,32],"parameters":{"event":"rowAdded","options":{},"pollTimes":{"item":[{"mode":"everyHour"}]},"sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8/edit#gid=0","cachedResultName":"Courses"},"documentId":{"__rl":true,"mode":"list","value":"191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8","cachedResultUrl":"https://docs.google.com/spreadsheets/d/191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8/edit?usp=drivesdk","cachedResultName":"n8n demos"}},"credentials":{"googleSheetsTriggerOAuth2Api":{"id":"credential-id","name":"Google Sheets Trigger account"}},"typeVersion":1},{"id":"d49e1bf3-59ed-4aef-9b2b-f31c71ca71a3","name":"Input","type":"n8n-nodes-base.set","position":[-272,-64],"parameters":{"options":{},"includeOtherFields":true},"typeVersion":3.4},{"id":"665178b1-8847-40a5-9463-8f6325659b3f","name":"Test Data","type":"n8n-nodes-base.set","position":[-496,-160],"parameters":{"options":{},"assignments":{"assignments":[{"id":"6007d824-f7a6-4a0d-aa0a-abd8aa98b7a6","name":"Mail","type":"string","value":"user@example.com"},{"id":"76bfbd95-8ff3-4d4f-8b6a-672403f91105","name":"Participant","type":"string","value":"John Doe"},{"id":"45a33f1d-3413-42a0-846c-9c3003ac8c6b","name":"Course","type":"string","value":"Fantasy Course"},{"id":"0bcd9027-5ca3-4418-8cda-9b1c5b49e8e6","name":"Exam","type":"string","value":"Fantasy Exam"},{"id":"76ac3c3c-3ecc-4fd0-8c08-804bb942b84f","name":"Date","type":"string","value":"={{$now.format('yyyy-MM-dd')}}"}]}},"typeVersion":3.4},{"id":"8a52bef6-6279-48f9-b71c-1cce0f63a455","name":"Update row in sheet1","type":"n8n-nodes-base.googleSheets","position":[1520,-64],"parameters":{"columns":{"value":{"Sent":"={{ $now }}","Participant":"={{ $('Input').item.json.Participant }}"},"schema":[{"id":"Mail","type":"string","display":true,"removed":true,"required":false,"displayName":"Mail","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Participant","type":"string","display":true,"removed":false,"required":false,"displayName":"Participant","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Course","type":"string","display":true,"removed":true,"required":false,"displayName":"Course","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Exam","type":"string","display":true,"removed":true,"required":false,"displayName":"Exam","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Date","type":"string","display":true,"removed":true,"required":false,"displayName":"Date","defaultMatch":false,"canBeUsedToMatch":true},{"id":"File","type":"string","display":true,"removed":true,"required":false,"displayName":"File","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Sent","type":"string","display":true,"required":false,"displayName":"Sent","defaultMatch":false,"canBeUsedToMatch":true},{"id":"row_number","type":"number","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"row_number","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":["Participant"],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"update","sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8/edit#gid=0","cachedResultName":"Courses"},"documentId":{"__rl":true,"mode":"list","value":"191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8","cachedResultUrl":"https://docs.google.com/spreadsheets/d/191MQ3HBJW5-WdhPgh1ZMDKl_FRVtcG5XT_4kOnlodq8/edit?usp=drivesdk","cachedResultName":"n8n demos"}},"credentials":{"googleSheetsOAuth2Api":{"id":"credential-id","name":"Google Sheets account"}},"typeVersion":4.7},{"id":"4883c4ff-a5f7-446d-9fae-9a1e8bf1dc5e","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[-1216,-304],"parameters":{"width":400,"height":608,"content":"## How it works\nThis workflow automates course certificate generation and distribution. When a new participant is added to Google Sheets, the workflow generates a personalized PDF certificate using Stencil API, uploads it to Google Drive, sends it via Outlook email, and updates the sheet with tracking information.\n\nThe workflow runs hourly to check for new entries without a sent timestamp. The schedule can be adapted to your needs. It can also be triggered manually for testing purposes with sample data.\n\n## Setup steps\n1. Create a Stencil account and obtain your API bearer token for authentication [here](https://app.stencilpdf.com/profile)\n2. Configure the report template ID in the Generate report node\n3. Connect your Google Sheets account (for trigger and updates)\n4. Connect your Google Drive account and set the target folder ID\n5. Connect your Outlook account for email sending\n6. Update the Google Sheet columns to match: Mail, Participant, Course, Exam, Date, File, Sent\n7. Test the workflow using the Manual Trigger before activating"},"typeVersion":1},{"id":"840336e5-0794-425b-ad51-3226dbe3cac5","name":"Generate and save report","type":"n8n-nodes-base.noOp","position":[-48,-64],"parameters":{},"typeVersion":1},{"id":"a0908fbf-6d2f-4b6b-a3c9-082accc0583f","name":"Send to participant","type":"n8n-nodes-base.noOp","position":[1072,-64],"parameters":{},"typeVersion":1},{"id":"b75e7c32-253f-4a56-b7c9-4b9be56af6aa","name":"E-Mail not sent","type":"n8n-nodes-base.filter","position":[-496,32],"parameters":{"options":{},"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"e53d2ed5-8f38-4aa0-a87b-ef101afb946e","operator":{"type":"string","operation":"equals"},"leftValue":"={{ $json.Sent }}","rightValue":""}]}},"typeVersion":2.3},{"id":"fc021d18-71cf-41f2-8177-3b7b4f1931cc","name":"Manual Trigger","type":"n8n-nodes-base.manualTrigger","position":[-720,-160],"parameters":{},"typeVersion":1},{"id":"1ff0471e-da8f-41d8-91be-2ca2eb5103bc","name":"Data Processing","type":"n8n-nodes-base.stickyNote","position":[-528,-304],"parameters":{"color":7,"width":384,"height":496,"content":"Filters unsent entries and consolidates data from different trigger sources"},"typeVersion":1},{"id":"b128ce20-f85f-44c1-92c5-ab9880f5fb91","name":"PDF Generation & Storage","type":"n8n-nodes-base.stickyNote","position":[96,-304],"parameters":{"color":7,"width":880,"height":496,"content":"Creates personalized PDF certificate via Stencil API and stores it in Google Drive. Also it is linked to the participant int he google sheets document."},"typeVersion":1},{"id":"eda2c05d-c731-495f-a96d-506e256e3285","name":"Email Delivery & Tracking","type":"n8n-nodes-base.stickyNote","position":[1248,-304],"parameters":{"color":7,"width":448,"height":496,"content":"Finished certificate is sent via mail to the participant. "},"typeVersion":1}],"active":true,"pinData":{},"settings":{"availableInMCP":false,"executionOrder":"v1"},"versionId":"107a1d5a-b105-4715-956d-23c327c77931","connections":{"Input":{"main":[[{"node":"Generate and save report","type":"main","index":0}]]},"Merge":{"main":[[{"node":"Send to participant","type":"main","index":0}]]},"Test Data":{"main":[[{"node":"Input","type":"main","index":0}]]},"Upload file":{"main":[[{"node":"Update row in sheet","type":"main","index":0}]]},"Manual Trigger":{"main":[[{"node":"Test Data","type":"main","index":0}]]},"Send a message":{"main":[[{"node":"Update row in sheet1","type":"main","index":0}]]},"E-Mail not sent":{"main":[[{"node":"Input","type":"main","index":0}]]},"Generate report":{"main":[[{"node":"Merge","type":"main","index":0},{"node":"Upload file","type":"main","index":0}]]},"New participant":{"main":[[{"node":"E-Mail not sent","type":"main","index":0}]]},"Send to participant":{"main":[[{"node":"Send a message","type":"main","index":0}]]},"Update row in sheet":{"main":[[{"node":"Merge","type":"main","index":1}]]},"Generate and save report":{"main":[[{"node":"Generate report","type":"main","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":17,"nodeTypes":{"n8n-nodes-base.set":{"count":2},"n8n-nodes-base.noOp":{"count":2},"n8n-nodes-base.merge":{"count":1},"n8n-nodes-base.filter":{"count":1},"n8n-nodes-base.stickyNote":{"count":4},"n8n-nodes-base.googleDrive":{"count":1},"n8n-nodes-base.httpRequest":{"count":1},"n8n-nodes-base.googleSheets":{"count":2},"n8n-nodes-base.manualTrigger":{"count":1},"n8n-nodes-base.microsoftOutlook":{"count":1},"n8n-nodes-base.googleSheetsTrigger":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":" Leon Kirschner","username":"leonkirschner","bio":"","verified":false,"links":[""],"avatar":"https://gravatar.com/avatar/b9cbf91a5d3ea2a3b9b64eb0a32aae5842141bcb9a49eda611ba8b5ffd14693b?r=pg&d=retro&size=200"},"nodes":[{"id":18,"icon":"file:googleSheets.svg","name":"n8n-nodes-base.googleSheets","codex":{"data":{"alias":["CSV","Sheet","Spreadsheet","GS"],"resources":{"generic":[{"url":"https://n8n.io/blog/love-at-first-sight-ricardos-n8n-journey/","icon":"❤️","label":"Love at first sight: Ricardo’s n8n journey"},{"url":"https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/","icon":"🧬","label":"Why business process automation with n8n can change your daily life"},{"url":"https://n8n.io/blog/automatically-adding-expense-receipts-to-google-sheets-with-telegram-mindee-twilio-and-n8n/","icon":"🧾","label":"Automatically Adding Expense Receipts to Google Sheets with Telegram, Mindee, Twilio, and n8n"},{"url":"https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/","icon":"🎫","label":"Supercharging your conference registration process with n8n"},{"url":"https://n8n.io/blog/creating-triggers-for-n8n-workflows-using-polling/","icon":"⏲","label":"Creating triggers for n8n workflows using polling"},{"url":"https://n8n.io/blog/no-code-ecommerce-workflow-automations/","icon":"store","label":"6 e-commerce workflows to power up your Shopify s"},{"url":"https://n8n.io/blog/migrating-community-metrics-to-orbit-using-n8n/","icon":"📈","label":"Migrating Community Metrics to Orbit using n8n"},{"url":"https://n8n.io/blog/automate-google-apps-for-productivity/","icon":"💡","label":"15 Google apps you can combine and automate to increase productivity"},{"url":"https://n8n.io/blog/your-business-doesnt-need-you-to-operate/","icon":" 🖥️","label":"Hey founders! 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