{"workflow":{"id":12972,"name":"Handle approval requests with SendGrid email and Baserow records","views":37,"recentViews":0,"totalViews":37,"createdAt":"2026-01-24T15:50:45.405Z","description":"# Approval Workflow Handler – SendGrid & Baserow\n\nThis workflow automates the end-to-end approval process for any request type (e.g., purchase orders, content sign-off, access permissions). It routes the request to designated approvers, records every decision in a Baserow table, and notifies requesters and stakeholders via SendGrid at each stage.\n\n## Pre-conditions/Requirements\n\n### Prerequisites\n- n8n instance (self-hosted, desktop, or n8n cloud)\n- SendGrid account with an API Key\n- Baserow workspace & table set up to store approval records\n- Basic understanding of n8n node configuration\n\n### Required Credentials\n- **SendGrid API Key** – For sending transactional emails\n- **Baserow Personal API Token** – For creating, updating, and querying table rows\n\n### Specific Setup Requirements\n| Baserow Column | Type     | Purpose                              | Example Value |\n| -------------- | -------- | ------------------------------------ | ------------- |\n| `request_id`   | text     | Unique identifier for each request   | 2542          |\n| `title`        | text     | Short description of the request     | “PO > $5K”    |\n| `status`       | single select | Tracks state (Pending, Approved, Rejected) | “Pending”     |\n| `requester`    | text     | Email of person creating the request | alice@acme.io |\n| `approver`     | text     | Email of assigned approver           | bob@acme.io   |\n| `updated_at`   | date     | Last status change timestamp         |               |\n\n## How it works\n\nThis workflow automates the end-to-end approval process for any request type (e.g., purchase orders, content sign-off, access permissions). It routes the request to designated approvers, records every decision in a Baserow table, and notifies requesters and stakeholders via SendGrid at each stage.\n\n## Key Steps:\n- **Trigger**: A Manual Trigger (or any upstream workflow) injects the initial request data.\n- **Create Record (Baserow)**: Store the new request as a “Pending” row.\n- **Notify Approver (SendGrid)**: Email the approver with approval/denial links.\n- **Wait for Action**: Hold execution until the approver clicks a link that calls the workflow’s Webhook URL.\n- **Decision Branch (If node)**: Determine whether the request is Approved or Rejected.\n- **Update Record (Baserow)**: Write the new status and timestamp back to the row.\n- **Notify Requester (SendGrid)**: Send the final decision to the original requester.\n- **Error Handling**: Error Trigger captures any unhandled failures and notifies ops.\n\n## Set up steps\n\n**Setup Time: 15-25 minutes**\n\n1. **Clone or import the template** into your n8n instance.\n2. **Add credentials**  \n   a. Go to Credentials → New → SendGrid and paste your API key.  \n   b. Go to Credentials → New → Baserow and paste your Personal API Token.\n3. **Configure environment variables (optional but recommended)**  \n   - `APPROVER_EMAILS` – Comma-separated list of default approvers.  \n   - `STAKEHOLDER_EMAILS` – Comma-separated list of CC recipients.\n4. **Edit the Baserow node**  \n   - Select your workspace and the “Approvals” table that matches the column schema above.\n5. **Customize email templates** in both SendGrid nodes (subject, HTML content, variables).\n6. **Update Wait node’s webhook URL** if running self-hosted behind a reverse proxy.\n7. **Run a test execution** using the Manual Trigger; confirm emails are delivered and the Baserow table updates correctly.\n8. **Switch the trigger** (optional) from Manual to Webhook or Schedule for production use.\n9. **Enable workflow** to begin processing live approval requests.\n\n## Node Descriptions\n\n### Core Workflow Nodes:\n- **Manual Trigger** – Starts the workflow during testing or via UI.\n- **Set (Initialize Request)** – Normalizes incoming data and generates a unique `request_id`.\n- **Baserow (Create Row)** – Inserts a new “Pending” record.\n- **SendGrid (Notify Approver)** – Sends approval request email with dynamic links.\n- **Wait** – Pauses execution until the approver responds.\n- **If (Decision)** – Routes the flow based on `approved` vs `rejected`.\n- **Baserow (Update Row)** – Writes final status and timestamp.\n- **SendGrid (Notify Requester)** – Communicates final decision.\n- **Merge** – Consolidates parallel branches before ending.\n- **Error Trigger** – Captures errors, logs them, and optionally notifies ops via email.\n- **Sticky Notes** – Contain inline documentation for maintainers.\n\n### Data Flow:\n1. **Manual Trigger** → **Set** → **Baserow (Create Row)** → **SendGrid (Notify Approver)** → **Wait**  \n2. **Wait** → **If** → (Approved ⬅︎ or ➡︎ Rejected) → **Baserow (Update Row)** → **SendGrid (Notify Requester)** → **Merge**\n\n## Customization Examples\n\n### 1. Auto-assign approver based on request amount\n```javascript\n// Code node: Dynamic approver selection\nconst amount = items[0].json.amount;\nitems[0].json.approver =\n  amount > 10000 ? 'cfo@acme.io' : 'manager@acme.io';\nreturn items;\n```\n\n### 2. Slack notification instead of email\n```javascript\n// Replace SendGrid node with Slack node\n{\n  \"channel\": \"#approvals\",\n  \"text\": `Request ${$json[\"request_id\"]} was approved by ${$json[\"approver\"]}`\n}\n```\n\n## Data Output Format\n\nThe workflow outputs structured JSON data:\n\n```json\n{\n  \"request_id\": \"2542\",\n  \"title\": \"PO > $5K\",\n  \"status\": \"Approved\",\n  \"requester\": \"alice@acme.io\",\n  \"approver\": \"bob@acme.io\",\n  \"updated_at\": \"2024-04-27T15:41:22.347Z\"\n}\n```\n\n## Troubleshooting\n\n### Common Issues\n1. **Emails not sending** – Verify SendGrid API key and account sender verification; check node credentials.\n2. **Baserow “permission denied”** – Ensure the Personal API Token has access to the workspace and table.\n3. **Wait node never resumes** – Confirm the public webhook URL is reachable and correctly embedded in email links.\n\n### Performance Tips\n- Batch approvals in a single workflow run when possible to reduce API overhead.\n- Set up Baserow table indexing on `request_id` for faster lookups.\n\n**Pro Tips:**\n- Use the **Error Trigger** to post incidents to a dedicated Slack or Microsoft Teams channel.\n- Store reusable email templates in a separate “Settings” sheet or in n8n’s global static data.\n- Add analytics by sending events to PostHog or Amplitude after each approval.\n\n---\n\n*This is a community-contributed workflow template. It is provided “as-is” without warranty; review and test thoroughly before using in production.*","workflow":{"id":"JZ8C3IFRtHrntshw","meta":{"instanceId":"99f4e9e67f2a926c174453b6675a71cc5fb71c1fb19cfc06d50531053c661324"},"name":"Approval Workflow Handler – SendGrid & Baserow","tags":[],"nodes":[{"id":"d56b5b5a-2256-4126-b430-000c2d4a983d","name":"📝 Workflow Overview","type":"n8n-nodes-base.stickyNote","position":[-224,-80],"parameters":{"width":550,"height":722,"content":"## How it works\nThis workflow orchestrates a complete approval lifecycle from submission to resolution. A manual trigger kicks things off, after which incoming request data is verified for completeness.  Invalid submissions immediately notify the requester and terminate gracefully.  Valid requests are routed to the correct approver, logged as **Pending** in Baserow, and the approver is emailed via SendGrid with a unique approval-link.  The workflow then suspends on a *Wait* node until that link is called, resuming with the approver’s decision.  Depending on the response, the record is updated to **Approved** or **Rejected**, and all stakeholders receive a status email.  Finally, execution metadata is merged and the run is cleanly closed.\n\n## Setup steps\n1. Create a Baserow database/table with fields: Request ID, Requester, Department, Amount, Status, SubmittedAt, DecisionAt.\n2. Add SendGrid credentials in n8n and verify sender addresses.\n3. Replace all placeholder IDs (databaseId, tableId) and email addresses inside the nodes.\n4. Publish the workflow, set it *active*, and manually trigger once to generate sample data.\n5. Provide real request data to the Manual Trigger (or call via REST, e.g., the *Execute Workflow* API).\n6. Share the generated Approval Link with approvers—clicking it will resume the workflow.\n7. Monitor Baserow for live status or extend with additional analytics as needed."},"typeVersion":1},{"id":"82c16db2-2402-474d-81b9-9ef8d6eaaaaa","name":"Section • Trigger & Validation","type":"n8n-nodes-base.stickyNote","position":[432,-48],"parameters":{"color":7,"width":658,"height":782,"content":"## Trigger & Validation\nThis group covers the initial kick-off and data hygiene.  The Manual Trigger acts as the entry point—ideal for testing or external API calls via the *Execute Workflow* endpoint.  Immediately after triggering, the **Validate Request Data** Code node inspects the payload for required properties (requestId, requesterName, department, amount).  An IF node branches the flow: valid data proceeds, while invalid data triggers a SendGrid alert and gracefully ends.  Feel free to add more sophisticated validation (regex, schema checks) or transform raw inputs in the Set node if your upstream system sends fields in different shapes."},"typeVersion":1},{"id":"b047a5f7-ef49-46e4-8c36-fac14d6f5952","name":"Section • Notify & Wait","type":"n8n-nodes-base.stickyNote","position":[1088,-32],"parameters":{"color":7,"width":930,"height":782,"content":"## Notification & Await Response\nOnce a request is verified, we calculate the correct approver (e.g., based on department rules) and send a nicely formatted SendGrid email containing request details and a unique approval link.  The **Wait for Approval Response** node suspends the workflow execution, freeing resources until an approver clicks their link.  That link points to the automatically generated resume-URL of the Wait node, sending back JSON like `{ approved: true, comments: \"Looks good\" }`.  When the workflow resumes, the data is cleaned up and routed to the proper branch."},"typeVersion":1},{"id":"dd65d721-f1ac-4303-a6a8-f4e89c6a0e61","name":"Section • Post-Processing","type":"n8n-nodes-base.stickyNote","position":[2016,-32],"parameters":{"color":7,"width":1074,"height":782,"content":"## Post-Processing & Storage\nAfter resumption, an IF node evaluates the `approved` flag.  Approved requests update the Baserow row to **Approved**, rejected ones to **Rejected**.  Each path sends a follow-up email via SendGrid to inform both requester and approver of the final status.  A Merge node converges all terminal branches for unified logging or further actions (analytics, archival, etc.).  You can expand this section with Slack, Teams, or CRM hooks as business needs evolve."},"typeVersion":1},{"id":"4efef463-7024-4e0c-a425-3d0660a21659","name":"Start Workflow","type":"n8n-nodes-base.manualTrigger","position":[432,304],"parameters":{},"typeVersion":1},{"id":"2198a03b-33e3-48d6-9323-65421cd2f283","name":"Validate Request Data","type":"n8n-nodes-base.code","position":[624,304],"parameters":{"jsCode":"// Basic validation & normalization\nconst item = $json;\nconst required = ['requestId', 'requesterName', 'department', 'amount'];\nlet invalid = false;\nfor (const field of required) {\n  if (!item[field] || item[field] === '') invalid = true;\n}\nreturn [{\n  json: {\n    ...item,\n    invalid,\n    timestamp: new Date().toISOString()\n  }\n}];"},"typeVersion":2},{"id":"c7233538-6f32-4d57-8f89-94b9c5b74256","name":"Is Request Valid?","type":"n8n-nodes-base.if","position":[832,304],"parameters":{"options":{},"conditions":{"boolean":[{"value1":"={{ $json.invalid }}","value2":true}]}},"typeVersion":2},{"id":"f176b3f4-fb4e-4333-9c0f-d7f3e57385c8","name":"Send Invalid Input Alert","type":"n8n-nodes-base.sendGrid","position":[1024,208],"parameters":{},"typeVersion":1},{"id":"8f89825d-aa55-4139-99e9-1063c55e0458","name":"Determine Approver","type":"n8n-nodes-base.code","position":[1024,416],"parameters":{"jsCode":"// Simple router: choose approver by department\nconst dept = $json.department;\nlet approverEmail = 'user@example.com';\nif (dept === 'Finance') approverEmail = 'user@example.com';\nif (dept === 'HR') approverEmail = 'user@example.com';\nreturn [{ json: { ...$json, approverEmail } }];"},"typeVersion":2},{"id":"237ecb70-492f-4135-b648-6fec9f5de2cd","name":"Notify Approver","type":"n8n-nodes-base.sendGrid","position":[1232,416],"parameters":{},"typeVersion":1},{"id":"41d8e6e9-2139-4234-9492-90c5f7003328","name":"Create Pending Record","type":"n8n-nodes-base.baserow","position":[1424,416],"parameters":{"tableId":"{{YOUR_TABLE_ID}}","operation":"create","databaseId":"{{YOUR_DATABASE_ID}}"},"typeVersion":1},{"id":"03ebac20-7f65-42d5-a8c8-451d1f93d312","name":"Wait for Approval Response","type":"n8n-nodes-base.wait","position":[1632,416],"webhookId":"2ad758c2-64dc-47c9-b99a-3e04f2f97c36","parameters":{"resume":true},"typeVersion":1},{"id":"e42434ae-916a-47b1-b425-22401469640b","name":"Extract Approval Result","type":"n8n-nodes-base.set","position":[1824,416],"parameters":{"options":{}},"typeVersion":3.4},{"id":"37303efd-54c0-40e7-b976-9e423b1b763c","name":"Approved?","type":"n8n-nodes-base.if","position":[2032,416],"parameters":{"options":{},"conditions":{"boolean":[{"value1":"={{ $json.approved }}","value2":true}]}},"typeVersion":2},{"id":"9ce32909-83b8-4918-8e2e-746e06e73ba2","name":"Update Record – Approved","type":"n8n-nodes-base.baserow","position":[2224,304],"parameters":{"rowId":"={{ $json.requestId }}","tableId":"{{YOUR_TABLE_ID}}","operation":"update","databaseId":"{{YOUR_DATABASE_ID}}"},"typeVersion":1},{"id":"b2302eaf-d92e-4b11-a8c7-03c6b3bc4c27","name":"Notify Requester – Approved","type":"n8n-nodes-base.sendGrid","position":[2432,304],"parameters":{},"typeVersion":1},{"id":"c63597b1-3486-414e-a4d2-adfedad9c11c","name":"Update Record – Rejected","type":"n8n-nodes-base.baserow","position":[2224,512],"parameters":{"rowId":"={{ $json.requestId }}","tableId":"{{YOUR_TABLE_ID}}","operation":"update","databaseId":"{{YOUR_DATABASE_ID}}"},"typeVersion":1},{"id":"5f884da2-c06c-48fe-974c-7772e3dac49a","name":"Notify Requester – Rejected","type":"n8n-nodes-base.sendGrid","position":[2432,512],"parameters":{},"typeVersion":1},{"id":"c71ad01e-a594-46bc-9593-d57b852d30fa","name":"Join End 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