{"workflow":{"id":13145,"name":"Automate employee onboarding and Google Workspace account creation with Gmail, Google Sheets, PDFBro and Google Gemini","views":71,"recentViews":0,"totalViews":71,"createdAt":"2026-02-01T05:30:32.142Z","description":" 📺 Watch the Video Demo\n\nFor a visual walkthrough of this automation in action, check out the tutorial below:\n\n[https://youtu.be/vX-0vv7OUXc](https://youtu.be/vX-0vv7OUXc)\n\n---\n\n## 🚀 Workflow Overview\n\nThis n8n workflow creates a fully automated end-to-end recruitment and onboarding engine. It streamlines two critical phases of HR operations:\n\n1. **Offer Letter Generation:** Automatically generating and emailing a PDF offer letter when candidate data is received.\n2. **Onboarding & Provisioning:** Detecting candidate acceptance via email, provisioning a corporate Google Workspace account, and securely delivering credentials.\n\n---\n\n## ⚙️ Phase 1: Candidate Intake & Offer Letter Generation\n\n*Triggered via Webhook*\n\nThis section handles the initial processing of a successful candidate.\n\n### 1. Data Ingestion & Formatting\n\n* **Webhook (`POST`):** The workflow starts when candidate data (personal info, job details, bank info) is posted to the webhook URL.\n* **Edit Fields:** Cleanups and extracts key data points (Full Name, Address, Job Title, Manager Name, etc.) to ensure they are ready for document generation.\n\n### 2. Database Entry\n\n* **Google Sheets (Save Candidates Details):**\n* Acts as the \"Employee DB\".\n* Records all candidate details including emergency contacts and bank info.\n* Sets an initial status flag `workplace_acc_created?` to \"no\".\n\n\n\n### 3. Document Generation\n\n* **PDFBro (Generate Offer Letter):**\n* Dynamically creates a PDF offer letter.\n* Populates the template with the candidate's name, address, job title, department, and salary frequency.\n\n\n\n### 4. Delivery\n\n* **Gmail (Send Offer Letter):**\n* Sends an email to the candidate's personal address.\n* Attaches the generated PDF offer letter.\n* Subject: \"Offer Letter\" | Body includes a congratulatory message.\n\n\n\n---\n\n## 🤖 Phase 2: Acceptance Verification & IT Provisioning\n\n*Triggered via Gmail Polling*\n\nThis section runs periodically to check if the candidate has accepted the job offer.\n\n### 1. Intelligent Monitoring\n\n* **Gmail Trigger:** Polls the HR inbox every minute for new emails.\n* **Google Sheets (Lookup):** Checks if the sender's email exists in the \"Employee DB\".\n* **Filter:** Ensures the workflow only proceeds if:\n* The email is from a known candidate.\n* The candidate has **not** yet been onboarded (`workplace_acc_created?` is not \"yes\").\n\n\n\n### 2. AI-Powered Analysis\n\n* **Google Gemini (AI Agent):**\n* Reads the email subject and body.\n* **Prompt:** \"Check if the mail is an acceptance of offer letter... respond with 'yes' if it is an acceptance.\"\n* This eliminates false positives (e.g., a candidate asking a question about the salary isn't mistakenly onboarded).\n\n\n\n### 3. Account Provisioning (If Accepted)\n\nIf the AI confirms the email is an acceptance (\"Yes\"):\n\n* **JavaScript Code:** Generates a secure, random 16-character temporary password (timestamp + random string).\n* **Google Workspace Admin (Create User):**\n* Creates a new internal email account (e.g., `firstname.lastname@blankarray.com`).\n* Sets the temporary password.\n* **Security:** Forces the user to change their password upon first login (`changePasswordAtNextLogin: true`).\n\n\n\n### 4. Credential Delivery & Sync\n\n* **Gmail (Send Credentials):**\n* Sends a beautifully formatted HTML email to the new employee's personal address.\n* Contains their new Work Email and Temporary Password.\n* Includes a \"Log In to Workplace\" button.\n\n\n* **Google Sheets (Update Status):**\n* Updates the candidate's row in the DB.\n* Sets `workplace_acc_created?` to \"yes\" to prevent duplicate account creation in the future.\n\n\n\n---\n\n## 🛠️ Prerequisites & Credentials Needed\n\nTo use this workflow, you will need to configure the following credentials in n8n:\n\n1. **Google Workspace Admin:** For creating users (requires Admin SDK API access).\n2. **Google Gemini (PaLM) API:** For the AI analysis of emails.\n3. **Google Drive/Sheets:** Service account access to read/write the Employee DB.\n4. **Gmail (OAuth2):** To read incoming replies and send outgoing emails.\n5. **PDFBro:** a free community node for creating PDF offer letter.","workflow":{"meta":{"instanceId":"93f396852104089b8670e7494b0f3668b420464668ae4a8c1d6b4b5799f8e3ef","templateCredsSetupCompleted":true},"nodes":[{"id":"ba6d7b9b-4bfa-4e32-8323-300de16562e1","name":"Webhook","type":"n8n-nodes-base.webhook","position":[-416,-576],"webhookId":"f1246a4a-6f75-4b09-81f8-661665dacc37","parameters":{"path":"f1246a4a-6f75-4b09-81f8-661665dacc37","options":{},"httpMethod":"POST","authentication":"basicAuth"},"credentials":{"httpBasicAuth":{"id":"credential-id","name":"hrr"}},"typeVersion":2.1},{"id":"e9b853ac-ac83-4e73-a7c5-c3c0dae58176","name":"Edit Fields","type":"n8n-nodes-base.set","position":[-208,-576],"parameters":{"options":{},"assignments":{"assignments":[{"id":"b34140c1-cf13-4e90-af7b-baad7cf596f9","name":"body.personal_info.full_name","type":"string","value":"={{ $json.body.personal_info.full_name }}"},{"id":"243331f7-fd94-4614-bd75-4f8673e24591","name":"body.personal_info.preferred_name","type":"string","value":"={{ $json.body.personal_info.preferred_name }}"},{"id":"58063c61-865f-4abb-9f56-9bd66edb1902","name":"body.personal_info.date_of_birth","type":"string","value":"={{ $json.body.personal_info.date_of_birth }}"},{"id":"5b54a51a-ea30-404b-a555-53d82e69ff5f","name":"body.personal_info.personal_email","type":"string","value":"={{ $json.body.personal_info.personal_email }}"},{"id":"0d42f21b-c984-4547-819d-e7fcb82f684f","name":"body.personal_info.contact_number","type":"string","value":"={{ $json.body.personal_info.contact_number }}"},{"id":"9f63d4e0-ef5c-4746-9724-b5bb9d7b761b","name":"body.personal_info.address","type":"object","value":"={{ $json.body.personal_info.address }}"},{"id":"dfa961cf-d627-4799-9c7d-a6116ad808fa","name":"body.personal_info.national_id.number","type":"string","value":"={{ $json.body.personal_info.national_id.number }}"},{"id":"431008c4-ed45-4a36-8a5b-dd7139f82349","name":"body.personal_info.bank_account.account_holder_name","type":"string","value":"={{ 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}}"},{"id":"ffd5c808-2a27-4d8d-ba00-d0fc0c2783e1","name":"body.personal_info.emergency_contact.contact_number","type":"string","value":"={{ $json.body.personal_info.emergency_contact.contact_number }}"},{"id":"01c83da8-d337-402a-b49b-ff2dc45724d6","name":"body.personal_info.job_info.job_title","type":"string","value":"={{ $json.body.personal_info.job_info.job_title }}"},{"id":"69445e77-93e1-454f-850f-18911aaa0b79","name":"body.personal_info.job_info.department","type":"string","value":"={{ $json.body.personal_info.job_info.department }}"},{"id":"998735df-636b-4b55-901c-caf285a53fec","name":"body.personal_info.job_info.manager_name","type":"string","value":"={{ $json.body.personal_info.job_info.manager_name }}"}]}},"typeVersion":3.4},{"id":"d55a72d3-5a61-4072-bd4c-6beadb2f97a2","name":"Generate Offer Letter","type":"n8n-nodes-pdfbro.pdfBro","position":[288,-576],"parameters":{"operation":"offerLetter","offerJobTitle":"={{ $('Edit Fields').item.json.body.personal_info.job_info.job_title }}","offerDepartment":"={{ $('Edit Fields').item.json.body.personal_info.job_info.department }}","offerManagerName":"={{ $('Edit Fields').item.json.body.personal_info.job_info.manager_name }}","offerCandidateName":"={{ $('Edit Fields').item.json.body.personal_info.full_name }}","offerCandidateEmail":"={{ $('Edit Fields').item.json.body.personal_info.personal_email }}","offerCandidateAddress":"={{ $('Edit Fields').item.json.body.personal_info.address.street }} {{ $('Edit Fields').item.json.body.personal_info.address.city }}, {{ $('Edit Fields').item.json.body.personal_info.address.state }}, {{ $('Edit Fields').item.json.body.personal_info.address.zip_code }}, {{ $('Edit Fields').item.json.body.personal_info.address.country }}","offerPaymentFrequency":"monthly","offerCandidatePreferredName":"={{ $('Edit Fields').item.json.body.personal_info.preferred_name }}"},"typeVersion":1},{"id":"80f9fd09-e2a0-4193-9b2a-ca43c783afa4","name":"Gmail 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}}","lookupColumn":"personal_email"}]},"sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk/edit#gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"list","value":"1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk/edit?usp=drivesdk","cachedResultName":"Employee DB"},"authentication":"serviceAccount"},"credentials":{"googleApi":{"id":"credential-id","name":"Google Service Account account"}},"typeVersion":4.7},{"id":"6aaae1a7-6225-4d5b-9854-30a13ec84d82","name":"Send a message1","type":"n8n-nodes-base.gmail","position":[1344,128],"webhookId":"11c3c150-9343-457b-ba03-775c54d02e29","parameters":{"sendTo":"={{ $('Get row(s) in sheet').item.json.personal_email }}","message":"=<!DOCTYPE html>\n<html>\n<head>\n  <style>\n    /* Client-specific styles */\n    body, table, td, a { -webkit-text-size-adjust: 100%; -ms-text-size-adjust: 100%; }\n    table, td { mso-table-lspace: 0pt; mso-table-rspace: 0pt; }\n    img { -ms-interpolation-mode: bicubic; }\n\n    /* Reset styles */\n    img { border: 0; height: auto; line-height: 100%; outline: none; text-decoration: none; }\n    table { border-collapse: collapse !important; }\n    body { height: 100% !important; margin: 0 !important; padding: 0 !important; width: 100% !important; font-family: 'Helvetica Neue', Helvetica, Arial, sans-serif; background-color: #f4f6f8; }\n  </style>\n</head>\n<body style=\"background-color: #f4f6f8; margin: 0; padding: 0;\">\n\n  <table border=\"0\" cellpadding=\"0\" cellspacing=\"0\" width=\"100%\">\n    <tr>\n      <td align=\"center\" style=\"padding: 40px 10px;\">\n        \n        <table border=\"0\" cellpadding=\"0\" cellspacing=\"0\" width=\"600\" style=\"background-color: #ffffff; border-radius: 12px; box-shadow: 0 4px 6px rgba(0,0,0,0.05); overflow: hidden;\">\n          \n          <tr>\n            <td bgcolor=\"#4F46E5\" style=\"padding: 30px; text-align: center; background: linear-gradient(135deg, #4F46E5 0%, #7C3AED 100%);\">\n              <h1 style=\"color: #ffffff; margin: 0; font-size: 24px; font-weight: 700; letter-spacing: 1px;\">WELCOME TO THE TEAM</h1>\n            </td>\n          </tr>\n\n          <tr>\n            <td style=\"padding: 40px 40px 20px 40px;\">\n              <p style=\"color: #333333; font-size: 16px; line-height: 24px; margin-bottom: 20px;\">\n                Hi there,\n              </p>\n              <p style=\"color: #555555; font-size: 16px; line-height: 24px; margin-bottom: 30px;\">\n                We are thrilled to have you on board! To get you started with our internal tools and workplace setup, we have generated your temporary access credentials.\n              </p>\n\n              <table border=\"0\" cellpadding=\"0\" cellspacing=\"0\" width=\"100%\" style=\"background-color: #f9fafb; border: 1px solid #e5e7eb; border-radius: 8px;\">\n                <tr>\n                  <td style=\"padding: 20px;\">\n                    \n                    <p style=\"margin: 0 0 5px 0; color: #888888; font-size: 12px; text-transform: uppercase; font-weight: bold;\">Work Email</p>\n                    <p style=\"margin: 0 0 20px 0; color: #111827; font-size: 16px; font-family: monospace; font-weight: 600;\">\n                      {{ $json.primaryEmail }}\n                    </p>\n\n                    <p style=\"margin: 0 0 5px 0; color: #888888; font-size: 12px; text-transform: uppercase; font-weight: bold;\">Temporary Password</p>\n                    <p style=\"margin: 0; color: #111827; font-size: 18px; font-family: monospace; letter-spacing: 1px; background-color: #ffffff; padding: 10px; border: 1px dashed #d1d5db; border-radius: 4px; display: inline-block;\">\n                      {{ $('Code in JavaScript').item.json.id }}\n                    </p>\n\n                  </td>\n                </tr>\n              </table>\n\n              <p style=\"margin-top: 30px; padding: 15px; background-color: #fffbeb; border-left: 4px solid #f59e0b; color: #92400e; font-size: 14px; line-height: 20px; border-radius: 4px;\">\n                <strong>Security Notice:</strong> Upon your first login, you will be required to change this password to something personal and secure.\n              </p>\n\n              <table border=\"0\" cellpadding=\"0\" cellspacing=\"0\" width=\"100%\" style=\"margin-top: 30px;\">\n                <tr>\n                  <td align=\"center\">\n                    <a href=\"#\" style=\"background-color: #111827; color: #ffffff; padding: 14px 25px; border-radius: 6px; text-decoration: none; font-weight: bold; font-size: 16px; display: inline-block;\">Log In to Workplace</a>\n                  </td>\n                </tr>\n              </table>\n\n            </td>\n          </tr>\n\n          <tr>\n            <td style=\"padding: 30px; background-color: #f9fafb; text-align: center; border-top: 1px solid #eeeeee;\">\n              <p style=\"color: #9ca3af; font-size: 12px; margin: 0;\">\n                &copy; 2026 Company Name. All rights reserved.<br>\n                If you have trouble logging in, please contact IT Support.\n              </p>\n            </td>\n          </tr>\n        </table>\n        \n      </td>\n    </tr>\n  </table>\n\n</body>\n</html>","options":{},"subject":"Inviting you to our Workspace"},"credentials":{"gmailOAuth2":{"id":"credential-id","name":"Abhiram.bvb"}},"typeVersion":2.2},{"id":"2489330d-9949-462e-892f-ad836000c46c","name":"Code in JavaScript","type":"n8n-nodes-base.code","position":[896,128],"parameters":{"jsCode":"// 1. Get timestamp base (approx 8 chars)\nconst timePart = Date.now().toString(36);\n\n// 2. Get random base to fill the rest\nconst randomPart = Math.random().toString(36).substring(2);\n\n// 3. Combine and trim to exactly 16 characters\nconst finalValue = (timePart + randomPart).substring(0, 16);\n\n// 4. 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}}","workplace_acc_created?":"yes"},"schema":[{"id":"full_name","type":"string","display":true,"removed":true,"required":false,"displayName":"full_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"preferred_name","type":"string","display":true,"removed":true,"required":false,"displayName":"preferred_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"date_of_birth","type":"string","display":true,"removed":true,"required":false,"displayName":"date_of_birth","defaultMatch":false,"canBeUsedToMatch":true},{"id":"personal_email","type":"string","display":true,"removed":false,"required":false,"displayName":"personal_email","defaultMatch":false,"canBeUsedToMatch":true},{"id":"contact_number","type":"string","display":true,"removed":true,"required":false,"displayName":"contact_number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.street","type":"string","display":true,"removed":true,"required":false,"displayName":"address.street","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.city","type":"string","display":true,"removed":true,"required":false,"displayName":"address.city","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.state","type":"string","display":true,"removed":true,"required":false,"displayName":"address.state","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.zip_code","type":"string","display":true,"removed":true,"required":false,"displayName":"address.zip_code","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.country","type":"string","display":true,"removed":true,"required":false,"displayName":"address.country","defaultMatch":false,"canBeUsedToMatch":true},{"id":"national_id.number","type":"string","display":true,"removed":true,"required":false,"displayName":"national_id.number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.account_holder_name","type":"string","display":true,"removed":true,"required":false,"displayName":"bank_account.account_holder_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.account_number","type":"string","display":true,"removed":true,"required":false,"displayName":"bank_account.account_number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.ifsc_code","type":"string","display":true,"removed":true,"required":false,"displayName":"bank_account.ifsc_code","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.bank_name","type":"string","display":true,"removed":true,"required":false,"displayName":"bank_account.bank_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"emergency_contact.name","type":"string","display":true,"removed":true,"required":false,"displayName":"emergency_contact.name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"emergency_contact.relation","type":"string","display":true,"removed":true,"required":false,"displayName":"emergency_contact.relation","defaultMatch":false,"canBeUsedToMatch":true},{"id":"emergency_contact.contact_number","type":"string","display":true,"removed":true,"required":false,"displayName":"emergency_contact.contact_number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"job_info.job_title","type":"string","display":true,"removed":true,"required":false,"displayName":"job_info.job_title","defaultMatch":false,"canBeUsedToMatch":true},{"id":"job_info.department","type":"string","display":true,"removed":true,"required":false,"displayName":"job_info.department","defaultMatch":false,"canBeUsedToMatch":true},{"id":"job_info.manager_name","type":"string","display":true,"removed":true,"required":false,"displayName":"job_info.manager_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"workplace_acc_created?","type":"string","display":true,"removed":false,"required":false,"displayName":"workplace_acc_created?","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":["personal_email"],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"update","sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk/edit#gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"list","value":"1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk/edit?usp=drivesdk","cachedResultName":"Employee DB"},"authentication":"serviceAccount"},"credentials":{"googleApi":{"id":"credential-id","name":"Google Service Account account"}},"typeVersion":4.7},{"id":"9b85c9b0-7cf7-4d9d-a73e-d04155d1a2e0","name":"check OL status","type":"@n8n/n8n-nodes-langchain.agent","position":[304,144],"parameters":{"text":"=Check if the mail is an acceptance of offer letter from the candidate or not. respond with \"yes\" if it is an acceptance and if it's any other scenario just respond with \"no\"\n\nEmail Subject: {{ $('Gmail Trigger').item.json.Subject }}\nEmail Body: {{ $('Gmail Trigger').item.json.snippet }}","options":{},"promptType":"define"},"typeVersion":3.1},{"id":"6d22910e-33d4-41d6-94a0-6bf31d580944","name":"check for acceptance of OL","type":"n8n-nodes-base.if","position":[624,144],"parameters":{"options":{},"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"8e0064ba-91d4-4c1c-8e09-79ebd0f75d80","operator":{"type":"string","operation":"contains"},"leftValue":"={{ $json.output }}","rightValue":"yes"}]}},"typeVersion":2.3},{"id":"8650d586-4a34-4dfa-bf01-b2ee9dc606d9","name":"Send Offer letter via mail","type":"n8n-nodes-base.gmail","position":[528,-576],"webhookId":"d1ba02ee-dd1a-462c-b794-5af741fb6807","parameters":{"sendTo":"={{ $('Edit Fields').item.json.body.personal_info.personal_email }}","message":"=<!DOCTYPE html>\n<html lang=\"en\">\n<head>\n  <meta charset=\"UTF-8\">\n  <meta name=\"viewport\" content=\"width=device-width, initial-scale=1.0\">\n  <title>Offer Letter</title>\n  <style>\n    body {\n      font-family: Arial, sans-serif;\n      line-height: 1.6;\n      color: #333333;\n      margin: 0;\n      padding: 0;\n      background-color: #f7f7f7;\n    }\n    .container {\n      max-width: 600px;\n      margin: 30px auto;\n      background-color: #ffffff;\n      padding: 30px;\n      border-radius: 8px;\n      box-shadow: 0 2px 8px rgba(0,0,0,0.1);\n    }\n    h1 {\n      color: #2c3e50;\n    }\n    p {\n      margin-bottom: 20px;\n    }\n    .button {\n      display: inline-block;\n      background-color: #007BFF;\n      color: #ffffff;\n      padding: 12px 20px;\n      text-decoration: none;\n      border-radius: 5px;\n      font-weight: bold;\n    }\n  </style>\n</head>\n<body>\n  <div class=\"container\">\n    <h1>Congratulations, {{ $('Edit Fields').item.json.body.personal_info.full_name }}!</h1>\n    <p>We are excited to offer you the position of <strong>{{ $('Edit Fields').item.json.body.personal_info.job_info.job_title }}</strong> at our company.</p>\n    <p>Please find your official offer letter attached with this email. Review it carefully and let us know if you have any questions.</p>\n    <p>We look forward to welcoming you to the team!</p>\n    <p>\n      <a href=\"YOUR_OFFER_LETTER_LINK_HERE\" class=\"button\">View Offer Letter</a>\n    </p>\n    <p>Best regards,<br>The HR Team</p>\n  </div>\n</body>\n</html>\n","options":{"attachmentsUi":{"attachmentsBinary":[{}]},"appendAttribution":false},"subject":"Offer Letter"},"credentials":{"gmailOAuth2":{"id":"credential-id","name":"Abhiram.bvb"}},"typeVersion":2.2},{"id":"da66a609-6c28-49e0-8842-6de7bd560b67","name":"Save Candidates Details to DB","type":"n8n-nodes-base.googleSheets","position":[32,-576],"parameters":{"columns":{"value":{"full_name":"={{ $json.body.personal_info.full_name }}","address.city":"={{ $json.body.personal_info.address.city }}","address.state":"={{ $json.body.personal_info.address.state }}","date_of_birth":"={{ $json.body.personal_info.date_of_birth }}","address.street":"={{ $json.body.personal_info.address.street }}","contact_number":"={{ $json.body.personal_info.contact_number }}","personal_email":"={{ $json.body.personal_info.personal_email }}","preferred_name":"={{ $json.body.personal_info.preferred_name }}","address.country":"={{ $json.body.personal_info.address.country }}","address.zip_code":"={{ $json.body.personal_info.address.zip_code }}","job_info.job_title":"={{ $json.body.personal_info.job_info.job_title }}","national_id.number":"={{ $json.body.personal_info.national_id.number }}","job_info.department":"={{ $json.body.personal_info.job_info.department }}","job_info.manager_name":"={{ $json.body.personal_info.job_info.manager_name }}","bank_account.bank_name":"={{ $json.body.personal_info.bank_account.bank_name }}","bank_account.ifsc_code":"={{ $json.body.personal_info.bank_account.ifsc_code }}","emergency_contact.name":"={{ $json.body.personal_info.emergency_contact.name }}","workplace_acc_created?":"no","emergency_contact.relation":"={{ $json.body.personal_info.emergency_contact.relation }}","bank_account.account_number":"={{ $json.body.personal_info.bank_account.account_number }}","bank_account.account_holder_name":"={{ $json.body.personal_info.bank_account.account_holder_name }}","emergency_contact.contact_number":"={{ $json.body.personal_info.emergency_contact.contact_number }}"},"schema":[{"id":"full_name","type":"string","display":true,"required":false,"displayName":"full_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"preferred_name","type":"string","display":true,"required":false,"displayName":"preferred_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"date_of_birth","type":"string","display":true,"required":false,"displayName":"date_of_birth","defaultMatch":false,"canBeUsedToMatch":true},{"id":"personal_email","type":"string","display":true,"required":false,"displayName":"personal_email","defaultMatch":false,"canBeUsedToMatch":true},{"id":"contact_number","type":"string","display":true,"removed":false,"required":false,"displayName":"contact_number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.street","type":"string","display":true,"required":false,"displayName":"address.street","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.city","type":"string","display":true,"required":false,"displayName":"address.city","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.state","type":"string","display":true,"required":false,"displayName":"address.state","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.zip_code","type":"string","display":true,"required":false,"displayName":"address.zip_code","defaultMatch":false,"canBeUsedToMatch":true},{"id":"address.country","type":"string","display":true,"required":false,"displayName":"address.country","defaultMatch":false,"canBeUsedToMatch":true},{"id":"national_id.number","type":"string","display":true,"required":false,"displayName":"national_id.number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.account_holder_name","type":"string","display":true,"required":false,"displayName":"bank_account.account_holder_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.account_number","type":"string","display":true,"required":false,"displayName":"bank_account.account_number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.ifsc_code","type":"string","display":true,"required":false,"displayName":"bank_account.ifsc_code","defaultMatch":false,"canBeUsedToMatch":true},{"id":"bank_account.bank_name","type":"string","display":true,"required":false,"displayName":"bank_account.bank_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"emergency_contact.name","type":"string","display":true,"required":false,"displayName":"emergency_contact.name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"emergency_contact.relation","type":"string","display":true,"required":false,"displayName":"emergency_contact.relation","defaultMatch":false,"canBeUsedToMatch":true},{"id":"emergency_contact.contact_number","type":"string","display":true,"required":false,"displayName":"emergency_contact.contact_number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"job_info.job_title","type":"string","display":true,"required":false,"displayName":"job_info.job_title","defaultMatch":false,"canBeUsedToMatch":true},{"id":"job_info.department","type":"string","display":true,"required":false,"displayName":"job_info.department","defaultMatch":false,"canBeUsedToMatch":true},{"id":"job_info.manager_name","type":"string","display":true,"required":false,"displayName":"job_info.manager_name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"workplace_acc_created?","type":"string","display":true,"removed":false,"required":false,"displayName":"workplace_acc_created?","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":["contact_number"],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"appendOrUpdate","sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk/edit#gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"list","value":"1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1ahZKF-HznTfeLpvUDdywRAW_1MNv8TOG-QFlAoOapVk/edit?usp=drivesdk","cachedResultName":"Employee DB"},"authentication":"serviceAccount"},"credentials":{"googleApi":{"id":"credential-id","name":"Google Service Account account"}},"typeVersion":4.7},{"id":"cb1a8381-bafd-487c-88d7-b171d2c034a5","name":"Filter Only Candidate Emails","type":"n8n-nodes-base.if","position":[16,160],"parameters":{"options":{},"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"95587623-fd1b-469d-9816-a9650c4a1ca9","operator":{"type":"string","operation":"notEquals"},"leftValue":"={{ $json['workplace_acc_created?'] }}","rightValue":"yes"}]}},"typeVersion":2.3},{"id":"0e31f6e7-5be5-4013-8bf0-277e98e972d4","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[-976,-880],"parameters":{"width":512,"height":672,"content":"## 1. Automated Offer Letter Creation and Sending\n\nThis intake engine automates the candidate-to-employee transition by eliminating manual document generation.\n\n### How it Works\n* **Intake:** A Webhook captures candidate data (personal info, bank details, and job specifics) from external sources.\n* **Processing:** An Edit Fields node parses the data to ensure variables are correctly mapped.\n* **Storage:** Candidate details are automatically saved to a central Google Sheets \"Employee DB\".\n* **Generation:** The PDFBro node creates a personalized PDF offer letter based on the specific job title and department.\n* **Delivery:** A Gmail node attaches the PDF and sends a customized congratulatory email.\n\n### Setup Steps\n* **Webhook:** Set up a POST method in n8n with Basic Auth for secure JSON payloads.\n* **Database:** Connect a Google Service Account to your \"Employee DB\" spreadsheet.\n* **Template:** Map `full_name` and `job_title` placeholders in the PDFBro node.\n* **Email:** Link your HR Gmail via OAuth2 and configure the HTML body.\n\nNote: This workflow needs a community node named \"n8n-nodes-pdfbro\""},"typeVersion":1},{"id":"7ac41975-7e22-47a0-b546-ea4f755a5a5d","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[-976,-160],"parameters":{"width":512,"height":688,"content":"## 2. Offer Letter Acceptance Verifier & Work Account Creator\n\nThis intelligent workflow monitors replies and automatically provisions corporate access upon acceptance.\n\n### How it Works\n* **Monitoring:** A Gmail Trigger polls the inbox every minute for new candidate replies.\n* **Verification:** A Google Sheets node checks if the sender exists in the DB and remains onboarded.\n* **AI Analysis:** Google Gemini analyzes the email to confirm if the candidate accepted the offer.\n* **Security:** A JavaScript node generates a unique 16-character temporary password.\n* **Provisioning:** The Google Workspace node creates the account, forcing a password change on first login.\n* **Notification:** The system emails credentials to the candidate and updates the DB status.\n\n### Setup Steps\n* **AI:** Connect your Google Gemini API key to the AI Agent node.\n* **Admin:** Authorize the Workspace node with \"User Management\" privileges.\n* **Logic:** Set the JS node to output a `json.id` for password generation.\n* **Filter:** Configure an IF node to check `workplace_acc_created?` to prevent duplicate accounts."},"typeVersion":1},{"id":"803a8882-0d33-4a05-a9cf-46af121dd968","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[-432,-656],"parameters":{"color":7,"width":640,"height":288,"content":"## Candidate Details Procurement"},"typeVersion":1},{"id":"72c23658-a3a0-4805-b36e-d1cfd8140182","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[224,-656],"parameters":{"color":7,"width":640,"height":288,"content":"## Offer Letter Creation and sending email"},"typeVersion":1},{"id":"cbf0211c-e270-4377-8cba-5b7bab8d1010","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[-416,64],"parameters":{"color":7,"width":640,"height":288,"content":"## Strict Verification for candidates email"},"typeVersion":1},{"id":"533031c8-ba14-46bd-b715-56bb607d59d7","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[240,32],"parameters":{"color":7,"width":608,"height":448,"content":"## AI based Offer Letter Acceptance checker"},"typeVersion":1},{"id":"e3494e3e-cf39-46c1-ac2d-d4ad5d5e62dd","name":"Create a user","type":"n8n-nodes-base.gSuiteAdmin","position":[1120,128],"parameters":{"domain":"blankarray.com","lastName":"={{ $('Get row(s) in sheet').item.json.full_name.split(' - ')[0].split(' ')[1] }}","password":"YOUR_CREDENTIAL_HERE","username":"=vaar1","firstName":"={{ $('Get row(s) in sheet').item.json.full_name.split(' - ')[0].split(' ')[0] }}","additionalFields":{"changePasswordAtNextLogin":true}},"credentials":{"gSuiteAdminOAuth2Api":{"id":"credential-id","name":"Google Workspace Admin account"}},"typeVersion":1},{"id":"784ff229-512e-4060-a471-b7138897961f","name":"Sticky Note6","type":"n8n-nodes-base.stickyNote","position":[864,32],"parameters":{"color":7,"width":608,"height":288,"content":"## Creates temporary passsword and create internal work account and send those details via email"},"typeVersion":1},{"id":"c6727139-f845-404b-8567-5219e2569b38","name":"Sticky Note7","type":"n8n-nodes-base.stickyNote","position":[1488,32],"parameters":{"color":7,"width":288,"height":288,"content":"## Change the status of work account delivery"},"typeVersion":1}],"pinData":{},"connections":{"Webhook":{"main":[[{"node":"Edit Fields","type":"main","index":0}]]},"Edit Fields":{"main":[[{"node":"Save Candidates Details to DB","type":"main","index":0}]]},"Create a user":{"main":[[{"node":"Send a message1","type":"main","index":0}]]},"Gmail Trigger":{"main":[[{"node":"Get row(s) in sheet","type":"main","index":0}]]},"Send a message1":{"main":[[{"node":"Update row in sheet1","type":"main","index":0}]]},"check OL status":{"main":[[{"node":"check for acceptance of OL","type":"main","index":0}]]},"Code in JavaScript":{"main":[[{"node":"Create a user","type":"main","index":0}]]},"Get row(s) in sheet":{"main":[[{"node":"Filter Only Candidate Emails","type":"main","index":0}]]},"Generate Offer Letter":{"main":[[{"node":"Send Offer letter via mail","type":"main","index":0}]]},"Google Gemini Chat Model":{"ai_languageModel":[[{"node":"check OL status","type":"ai_languageModel","index":0}]]},"check for acceptance of OL":{"main":[[{"node":"Code in JavaScript","type":"main","index":0}],[]]},"Filter Only Candidate Emails":{"main":[[{"node":"check OL status","type":"main","index":0}]]},"Save Candidates Details to DB":{"main":[[{"node":"Generate Offer Letter","type":"main","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":23,"nodeTypes":{"n8n-nodes-base.if":{"count":2},"n8n-nodes-base.set":{"count":1},"n8n-nodes-base.code":{"count":1},"n8n-nodes-base.gmail":{"count":2},"n8n-nodes-base.webhook":{"count":1},"n8n-nodes-pdfbro.pdfBro":{"count":1},"n8n-nodes-base.stickyNote":{"count":8},"n8n-nodes-base.gSuiteAdmin":{"count":1},"n8n-nodes-base.gmailTrigger":{"count":1},"n8n-nodes-base.googleSheets":{"count":3},"@n8n/n8n-nodes-langchain.agent":{"count":1},"@n8n/n8n-nodes-langchain.lmChatGoogleGemini":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"iamvaar","username":"iamvaar","bio":"I’m a Full Stack Developer, skilled at planning system architecture and currently building automation systems to save time. I clearly know what I’m doing and exactly which problem I’m solving.\n\nWanna work with me? https://cal.com/abhi.vaar/n8n\n","verified":true,"links":["https://linktr.ee/iamvaar"],"avatar":"https://gravatar.com/avatar/e1fb0dc258d8f0b3950f191987367ea325b3f05ba737b671375e592af3fe7aaf?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! Your business doesn't need you to operate"},{"url":"https://n8n.io/blog/how-honest-burgers-use-automation-to-save-100k-per-year/","icon":"🍔","label":"How Honest Burgers Use Automation to Save $100k per year"},{"url":"https://n8n.io/blog/how-a-digital-strategist-uses-n8n-for-online-marketing/","icon":"💻","label":"How a digital strategist uses n8n for online marketing"},{"url":"https://n8n.io/blog/why-this-product-manager-loves-workflow-automation-with-n8n/","icon":"🧠","label":"Why this Product Manager loves workflow automation with n8n"},{"url":"https://n8n.io/blog/sending-automated-congratulations-with-google-sheets-twilio-and-n8n/","icon":"🙌","label":"Sending Automated Congratulations with Google Sheets, Twilio, and n8n "},{"url":"https://n8n.io/blog/how-a-membership-development-manager-automates-his-work-and-investments/","icon":"📈","label":"How a Membership Development Manager automates his work and investments"},{"url":"https://n8n.io/blog/aws-workflow-automation/","label":"7 no-code workflow automations for Amazon Web Services"}],"primaryDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.googlesheets/"}],"credentialDocumentation":[{"url":"https://docs.n8n.io/integrations/builtin/credentials/google/oauth-single-service/"}]},"categories":["Data & Storage","Productivity"],"nodeVersion":"1.0","codexVersion":"1.0"}},"group":"[\"input\",\"output\"]","defaults":{"name":"Google Sheets"},"iconData":{"type":"file","fileBuffer":"data:image/svg+xml;base64,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"},"displayName":"Google Sheets","typeVersion":5,"nodeCategories":[{"id":3,"name":"Data & Storage"},{"id":4,"name":"Productivity"}]},{"id":20,"icon":"fa:map-signs","name":"n8n-nodes-base.if","codex":{"data":{"alias":["Router","Filter","Condition","Logic","Boolean","Branch"],"details":"The IF node can be used to implement binary conditional logic in your workflow. You can set up one-to-many conditions to evaluate each item of data being inputted into the node. 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