{"workflow":{"id":14374,"name":"AI Agent to send Emails from Google Sheets (video tutorial)","views":74,"recentViews":4,"totalViews":74,"createdAt":"2026-03-26T13:41:55.240Z","description":"## Video Introduction\n[![Video Walkthrough](https://vasarmilan-public.s3.us-east-1.amazonaws.com/blog_thumbnails/thumbnail_recrji7w9W5rhpyhr.jpg)](https://www.youtube.com/watch?v=jxT6XO4eUwI)\n\n#### Want to automate your inbox or need a custom workflow? [📞 Book a Call](https://smoothwork.ai/book-a-call/) | [💬 DM me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n\n---\n\n## What this workflow does\n\nThis workflow automates repetitive email sending directly from Google Sheets, eliminating hours of manual work each week. It reads email data from your spreadsheet, uses AI to generate personalized content based on recipient context, sends messages through Gmail, and automatically tracks responses back to your sheet. Perfect for sending reminders, follow-ups, or regular customer communications at scale.\n\n## Key features\n\n- **Smart filtering**: Only processes rows marked with Status = \"To send\", preventing duplicate sends\n- **AI personalization**: Generates tailored email content using OpenAI based on brief recipient introductions\n- **Automatic status updates**: Marks emails as \"Sent\" after delivery to maintain accurate records\n- **Response tracking**: Monitors Gmail replies and logs them back to your spreadsheet automatically\n\n## Common use cases\n\n- Event reminders and webinar notifications with personalized context\n- Customer follow-up sequences that feel individually crafted\n- Regular business communications requiring recipient-specific details\n- Sales outreach campaigns with AI-generated personalization at scale\n\n## Setup requirements\n\n**Credentials needed:**\n- Google Sheets OAuth2 connection\n- Gmail OAuth2 connection\n- OpenAI API credentials\n\n**Google Sheet structure:**\nCreate columns for: To (email address), Subject, Introduction (one-sentence recipient context), Status (\"To send\" or \"Sent\"), and Response (auto-filled).\n\n**Configuration:**\nUpdate the Google Sheets document ID and sheet names to match your spreadsheet. Customize the AI prompt template in the AI Agent node to match your desired email tone and format. The response tracking branch runs automatically every minute to capture replies.","workflow":{"meta":{"instanceId":"c8c9ba5d3eb26ae47a06d24ff164a01c0d73ed4753a74903c2bb609d434a0f6b","templateCredsSetupCompleted":true},"nodes":[{"id":"eb23cbf0-55cf-4f1c-a4bf-ee8598d6213e","name":"Manual Trigger - Start Email Workflow","type":"n8n-nodes-base.manualTrigger","position":[0,0],"parameters":{},"typeVersion":1},{"id":"59af511c-c4fb-49d7-a8b4-0528ff378e4e","name":"Get Pending Emails from Sheet","type":"n8n-nodes-base.googleSheets","position":[208,0],"parameters":{"options":{},"filtersUI":{"values":[{"lookupValue":"To send","lookupColumn":"Status"}]},"sheetName":{"__rl":true,"mode":"list","value":97715306,"cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit#gid=97715306","cachedResultName":"Emails with AI"},"documentId":{"__rl":true,"mode":"list","value":"14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit?usp=drivesdk","cachedResultName":"Email Manager"}},"credentials":{"googleSheetsOAuth2Api":{"id":"gbEbCNKqCMSRZPql","name":"sheets account"}},"typeVersion":4.7},{"id":"e1d68fb7-f3e8-457f-aab6-9f146ab07aaf","name":"Send Personalized Email via Gmail","type":"n8n-nodes-base.gmail","position":[784,0],"webhookId":"21a4897d-a3ea-4aed-8a1a-056b0d1d0d7e","parameters":{"sendTo":"={{ $json.To }}","message":"={{ $json.output }}","options":{"appendAttribution":false},"subject":"={{ $json.Subject }}","emailType":"text"},"credentials":{"gmailOAuth2":{"id":"duhSaIumY2CifCex","name":"vasarmilan@gmail.com"}},"typeVersion":2.2},{"id":"508de6cd-00af-41df-af5e-8a37bc8b0e9a","name":"Update Email Status to Sent","type":"n8n-nodes-base.googleSheets","position":[1008,0],"parameters":{"columns":{"value":{"Status":"Sent","row_number":"={{ $('Get Pending Emails from Sheet').item.json.row_number }}"},"schema":[{"id":"To","type":"string","display":true,"removed":true,"required":false,"displayName":"To","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Introduction","type":"string","display":true,"removed":true,"required":false,"displayName":"Introduction","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Message","type":"string","display":true,"removed":true,"required":false,"displayName":"Message","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Subject","type":"string","display":true,"removed":true,"required":false,"displayName":"Subject","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Status","type":"string","display":true,"required":false,"displayName":"Status","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Response","type":"string","display":true,"removed":true,"required":false,"displayName":"Response","defaultMatch":false,"canBeUsedToMatch":true},{"id":"row_number","type":"number","display":true,"removed":false,"readOnly":true,"required":false,"displayName":"row_number","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":["row_number"],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"update","sheetName":{"__rl":true,"mode":"list","value":97715306,"cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit#gid=97715306","cachedResultName":"Emails with AI"},"documentId":{"__rl":true,"mode":"list","value":"14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit?usp=drivesdk","cachedResultName":"Email Manager"}},"credentials":{"googleSheetsOAuth2Api":{"id":"gbEbCNKqCMSRZPql","name":"sheets account"}},"typeVersion":4.7},{"id":"066151f8-ec42-40a1-8856-2986b3164dfe","name":"Gmail Trigger - New Email Responses","type":"n8n-nodes-base.gmailTrigger","position":[112,336],"parameters":{"simple":false,"filters":{},"options":{},"pollTimes":{"item":[{"mode":"everyMinute"}]}},"credentials":{"gmailOAuth2":{"id":"duhSaIumY2CifCex","name":"vasarmilan@gmail.com"}},"typeVersion":1.3},{"id":"97530849-28a4-47d1-b9b1-4177dbe221bb","name":"Get Matching Email Row by Sender","type":"n8n-nodes-base.googleSheets","position":[320,336],"parameters":{"options":{},"filtersUI":{"values":[{"lookupValue":"={{ $json.from.value[0].address }}","lookupColumn":"To"},{"lookupColumn":"Response"}]},"sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit#gid=0","cachedResultName":"Emails"},"documentId":{"__rl":true,"mode":"list","value":"14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit?usp=drivesdk","cachedResultName":"Email Manager"}},"credentials":{"googleSheetsOAuth2Api":{"id":"gbEbCNKqCMSRZPql","name":"sheets account"}},"typeVersion":4.7},{"id":"ff9cb97d-2960-4abb-b408-e1c4034d9dc6","name":"Update Sheet with Email Response","type":"n8n-nodes-base.googleSheets","position":[528,336],"parameters":{"columns":{"value":{"Response":"={{ $('Gmail Trigger - New Email Responses').item.json.text }}","row_number":"={{ $json.row_number }}"},"schema":[{"id":"To","type":"string","display":true,"removed":true,"required":false,"displayName":"To","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Message","type":"string","display":true,"removed":true,"required":false,"displayName":"Message","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Subject","type":"string","display":true,"removed":true,"required":false,"displayName":"Subject","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Status","type":"string","display":true,"removed":true,"required":false,"displayName":"Status","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Response","type":"string","display":true,"removed":false,"required":false,"displayName":"Response","defaultMatch":false,"canBeUsedToMatch":true},{"id":"row_number","type":"number","display":true,"removed":false,"readOnly":true,"required":false,"displayName":"row_number","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":["row_number"],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"update","sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit#gid=0","cachedResultName":"Emails"},"documentId":{"__rl":true,"mode":"list","value":"14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/14XPphTi6va5o2c5bb4Ue3A6-B5aeZqi8oxAhThmKRi0/edit?usp=drivesdk","cachedResultName":"Email Manager"}},"credentials":{"googleSheetsOAuth2Api":{"id":"gbEbCNKqCMSRZPql","name":"sheets account"}},"typeVersion":4.7},{"id":"f916cc07-667a-4ad3-b383-bd547b2a3202","name":"AI Agent - Generate Personalized Email","type":"@n8n/n8n-nodes-langchain.agent","position":[416,0],"parameters":{"text":"=You are writing a short, personalized reminder email for a business owner who has registered for tomorrow's 9AM automation webinar. The message should feel warm and relevant — referencing something specific from their background to make it feel tailored, not generic. Keep the body to 2-3 sentences. Format it as an email with proper newlines and close with \"Best regards, The Automation Team\". Return only the email text directly — no subject line, no labels, no extra commentary.\nHere is an example of the expected output:\nHi Sarah,\nJust a reminder that your seat is reserved for tomorrow's automation webinar at 9AM — we think you'll find it especially useful given your work scaling operations at GreenLeaf Market. We'll be covering practical tools that can save you hours every week.\nBest regards,\nThe Automation Team\n\n {{ $json.Introduction }}","options":{},"promptType":"define"},"typeVersion":3.1},{"id":"aeedf3ca-ce6d-4288-9fce-b5878c7717bf","name":"OpenAI Chat Model - GPT","type":"@n8n/n8n-nodes-langchain.lmChatOpenAi","position":[416,160],"parameters":{"model":{"__rl":true,"mode":"list","value":"gpt-5-mini"},"options":{},"builtInTools":{}},"credentials":{"openAiApi":{"id":"IscXryYQZrfSUSkH","name":"OpenAi account"}},"typeVersion":1.3},{"id":"doc-note-1774531506930","name":"Workflow Description","type":"n8n-nodes-base.stickyNote","position":[-700,-150],"parameters":{"width":600,"height":1166,"content":"## Workflow Overview\n\nThis workflow automates sending and tracking emails directly from Google Sheets, saving hours of manual work each week. It reads email data from your spreadsheet, generates personalized content using AI, sends the messages via Gmail, and automatically tracks responses—all without manual intervention.\n\n### First Setup\n\n**Required Credentials:**\n- Google Sheets OAuth2 connection for reading and updating spreadsheet data\n- Gmail OAuth2 connection for sending emails and monitoring replies\n- OpenAI API credentials for AI-powered email personalization\n\n**Google Sheet Structure:**\nCreate a spreadsheet with these columns:\n- **To**: Recipient email address\n- **Subject**: Email subject line\n- **Introduction**: Brief one-sentence recipient context for AI personalization\n- **Status**: Track email state (\"To send\" or \"Sent\")\n- **Response**: Captures reply content automatically\n\n### How It Works\n\n**Email Sending Branch:**\nManually triggered, this flow fetches all rows with Status = \"To send\", passes the Introduction field to an AI agent that generates personalized email content following your prompt template, sends the email via Gmail, and updates the Status to \"Sent\".\n\n**Response Tracking Branch:**\nRuns automatically every minute, monitoring Gmail for new messages. When a reply arrives, it matches the sender to your spreadsheet and logs the response content in the Response column.\n\n### Configuration\n\nReconfigure the Google Sheets document ID and sheet names to point to your own spreadsheet. Adjust the AI prompt template in the AI Agent node to match your email style and use case. Update Gmail credentials to your sending account."},"typeVersion":1},{"id":"contact-note-1774531551220","name":"Creator Contact Info","type":"n8n-nodes-base.stickyNote","position":[-700,-610],"parameters":{"color":5,"width":600,"height":440,"content":"# Contact Us:\n## Milan @ SmoothWork - [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n![Milan](https://gravatar.com/avatar/95700d17ba300a9f14c1b8cacf933df7720027b3adda9cbe6183d89142925422?r=pg&d=retro&size=100)\n\n\n### We help businesses eliminate busywork by building compact business tools tailored to your process.\n### Contact us for customizing this, or building similar automations.\n\n📧 hello@smoothwork.ai\n▶️ [Check us on YouTube](https://www.youtube.com/@vasarmilan)\n📞 [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n💼 [Add me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n"},"typeVersion":1},{"id":"video-note-1774531563388","name":"Video Walkthrough","type":"n8n-nodes-base.stickyNote","position":[-90,-610],"parameters":{"width":420,"height":340,"content":"# Video Walkthrough\n[![image.png](https://vasarmilan-public.s3.us-east-1.amazonaws.com/blog_thumbnails/thumbnail_recrji7w9W5rhpyhr.jpg)](https://www.youtube.com/watch?v=jxT6XO4eUwI)"},"typeVersion":1}],"pinData":{"Gmail Trigger - New Email Responses":[{"id":"example000000000","to":{"text":"\"Jane Doe\" <recipient@example.com>","value":[{"name":"Jane Doe","address":"recipient@example.com"}]},"date":"2026-03-09T17:18:39.000Z","from":{"text":"\"John Doe\" <sender@example.com>","value":[{"name":"John Doe","address":"sender@example.com"}]},"html":"ok I'll be there!","text":"ok I'll be there!","subject":"Important reminder!","labelIds":["UNREAD","IMPORTANT","INBOX"],"threadId":"example000000000","messageId":"<20260309171839.example@gmail.com>"}]},"connections":{"OpenAI Chat Model - GPT":{"ai_languageModel":[[{"node":"AI Agent - Generate Personalized Email","type":"ai_languageModel","index":0}]]},"Get Pending Emails from Sheet":{"main":[[{"node":"AI Agent - Generate Personalized Email","type":"main","index":0}]]},"Get Matching Email Row by Sender":{"main":[[{"node":"Update Sheet with Email Response","type":"main","index":0}]]},"Send Personalized Email via Gmail":{"main":[[{"node":"Update Email Status to Sent","type":"main","index":0}]]},"Gmail Trigger - 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