{"workflow":{"id":14454,"name":"Build an employee training video knowledge base using the WayinVideo summaries API","views":59,"recentViews":3,"totalViews":59,"createdAt":"2026-03-30T10:05:44.070Z","description":"## Description\nPaste any training video URL in the form — this n8n workflow automatically extracts AI-generated key summaries, highlights, and tags using [WayinVideo](https://wayin.ai/api/), then saves everything directly into a shared Google Sheet knowledge base. No manual note-taking, no video scrubbing, no copy-paste. Just submit and done.\n\nBuilt for HR teams, L&D managers, content teams, and agencies who want to turn training videos into searchable, structured knowledge — on autopilot.\n\n---\n\n## What This Workflow Does\n\nThis automation handles your complete video-to-knowledge-base pipeline:\n\n**Form-triggered** — Team member submits any YouTube training video URL + department name via a simple web form and the workflow starts instantly\n\n**AI summary generation** — WayinVideo AI automatically extracts the key summary, highlights, and topic tags from the video\n\n**Smart polling loop** — Waits and retries every 30 seconds until AI processing is fully complete\n\n**Auto-save to Google Sheets** — Saves video title, key summary, highlights, tags, department, and original URL as a new row in your shared knowledge base sheet\n\n**Zero manual work** — No editing, no copy-paste, no summarising. Just submit the URL and the knowledge base builds itself\n\n---\n\n## Setup Requirements\n\n**Tools You'll Need:**\n\n- Active n8n instance (self-hosted or n8n Cloud)\n- WayinVideo account with API access\n- Google account with Google Sheets access\n\n**Estimated Setup Time:** 10–15 minutes\n\n---\n\n## Step-by-Step Setup\n\n### 1. Get Your WayinVideo API Key\n\nWayinVideo is the AI engine that extracts summaries and highlights from your training videos.\n\n- Go to [WayinVideo](https://wayin.ai/api/) and create a free or paid account\n- Navigate to **Dashboard → API section**\n- Copy your Bearer API token\n- Open the **\"2. WayinVideo — Submit Summary Request\"** node in n8n\n- Replace `YOUR_WAYINVIDEO_API_KEY` with your actual token in the Authorization header\n- Do the same in the **\"4. WayinVideo — Fetch Summary Result\"** node — replace the same placeholder there too\n\n> ⚠️ The API key appears in **two places** — Submit node and Fetch node. Replace **both** or the workflow will fail.\n\n---\n\n### 2. Connect Google Sheets\n\n- In n8n: Go to **Credentials → Add Credential → Google Sheets OAuth2 API**\n- Complete the Google OAuth authentication flow\n- Open the **\"6. Save — Append Row to Google Sheet\"** node\n- Select your Google Sheets credential\n- Replace `YOUR_GOOGLE_SHEET_URL` with your actual Google Sheets URL\n\n**How to find your Google Sheet URL:**\n\n- Open Google Sheets in your browser\n- Navigate to your target sheet\n- Copy the full URL from the address bar (e.g. `https://docs.google.com/spreadsheets/d/YOUR_SHEET_ID/edit`)\n- Paste it into the node\n\n**Required columns in your Google Sheet:**\n\nYour sheet must have exactly these column headers (copy-paste to avoid typos):\n\n| Topic/Department | Video URL | Video Title | Key Summary | Highlights | Tags |\n|---|---|---|---|---|---|\n\n---\n\n### 3. Activate the Workflow and Share the Form\n\n- Toggle the workflow **Active** at the top of the editor ✅\n- Click the **\"1. Form — Video URL + Topic\"** node\n- Copy the **Production Form URL**\n- Share this URL with your team — anyone on the team can now submit training videos directly\n\n---\n\n## How It Works (Step by Step)\n\n**Step 1 — Web Form Trigger**\nA team member opens the form, pastes a YouTube training video URL, and selects their Topic or Department. Clicking submit triggers the entire workflow instantly.\n\n**Step 2 — Submit Video to WayinVideo API**\nThe workflow sends a POST request to the WayinVideo Summaries API (`/api/v2/summaries`) with the video URL. The API returns a **Job ID** which is used to track processing status.\n\n**Step 3 — Wait 30 Seconds**\nThe workflow pauses for 30 seconds to give WayinVideo time to start processing. This prevents hitting the API too early with an empty or incomplete response.\n\n**Step 4 — Poll for Summary Result**\nUsing the Job ID from Step 2, the workflow calls:\n`GET /api/v2/summaries/results/{job_id}`\nto check if the AI summary is complete.\n\n**Step 5 — Highlights Ready? (Smart Retry Loop)**\nThe IF node checks whether the highlights array in the API response is non-empty:\n\n- **YES (highlights ready)** → Moves forward to save the data to Google Sheets\n- **NO (still processing)** → Loops back to \"Wait 30 Seconds\" and tries again automatically\n\n> This smart retry loop runs automatically every 30 seconds until processing is complete. No manual retries needed.\n\n**Step 6 — Save to Google Sheet**\nOnce highlights are confirmed, the workflow appends a new row to your Google Sheet with:\n- **Video Title** — AI-extracted from the video\n- **Key Summary** — Full AI-generated summary\n- **Highlights** — Numbered list of key moments and events\n- **Tags** — Topic tags generated by AI\n- **Topic/Department** — As entered in the form by the team member\n- **Video URL** — Original URL submitted\n\n---\n\n## Key Features\n\n✅ **Zero manual work** — AI handles all summarising, highlight extraction, and tagging\n\n✅ **Smart polling loop** — Auto-retries every 30s, no timeout issues, no manual re-runs\n\n✅ **Structured knowledge base** — Every video becomes a searchable, organised row in Google Sheets\n\n✅ **Team-ready form** — Share one URL with your whole team, no n8n access needed\n\n✅ **Department tagging** — Filter and sort your knowledge base by team or topic\n\n✅ **AI-generated tags** — Every entry is auto-tagged for easy search and categorisation\n\n✅ **Highlights as numbered list** — Key moments saved in a clean, readable format\n\n---\n\n## Customisation Options\n\n**Add a Date Added column:**\nMap `{{ $now }}` to a new \"Date Added\" column in the Google Sheets node to automatically log when each entry was created.\n\n**Send a Slack or email notification:**\nAdd a Slack or Gmail node after the Google Sheets node to notify your team that a new training video summary has been saved.\n\n**Increase wait time for longer videos:**\nChange the amount in the \"3. Wait — 30 Seconds\" node from `30` to `60` or `90` for longer videos that take more time to process.\n\n**Add more videos in bulk:**\nModify the form to accept multiple URLs and add a Split node to process each video in sequence automatically.\n\n**Export knowledge base to PDF weekly:**\nAdd a scheduled trigger to pull your Google Sheet data and generate a weekly PDF training digest using a PDF generation node.\n\n---\n## Support\n\nNeed help setting this up or want a custom version built for your team or agency?\n\n📧 Email: [info@isawow.com](info@isawow.com)\n🌐 Website: [https://isawow.com](https://isawow.com)\n\n---\n\n> **Pro Tip:** Pin this workflow's Google Sheet link to your team Slack channel or Notion page so everyone can search the knowledge base instantly after any training session.","workflow":{"meta":{"instanceId":"bc8ca75c203589705ae2e446cad7181d6f2a7cc1766f958ef9f34810e53b8cb2","templateCredsSetupCompleted":true},"nodes":[{"id":"290281b9-00dd-4198-a7a4-2e03eef10e42","name":"Main Sticky — Overview + Setup","type":"n8n-nodes-base.stickyNote","position":[-704,1696],"parameters":{"width":400,"height":748,"content":"## 📋 Training Video Knowledge Base Builder\n\n### How it works\nThis workflow turns any YouTube training video into a structured knowledge base entry — automatically. A team member fills out a simple form with the video URL and department or topic name. The workflow sends the video to the WayinVideo API, waits for AI to generate a summary, then checks if highlights are ready. If not ready, it waits and retries. Once confirmed, it saves the title, summary, highlights, and tags to a shared Google Sheet.\n\n### Setup\n1. Replace **YOUR_WAYINVIDEO_API_KEY** in both HTTP Request nodes.\n2. Connect your Google account in the Save to Google Sheet node.\n3. Update the Google Sheets URL to your own spreadsheet.\n4. Your sheet must have columns: Topic/Department, Video URL, Video Title, Key Summary, Highlights, Tags.\n5. Activate and share the form URL with your team.\n\n### Customization tips\n- Increase wait time (default 30s) for longer videos.\n- Add a Slack or email node to notify your team when a new entry is saved.\n- Map {{ $now }} to a Date Added column to auto-log entry dates."},"typeVersion":1},{"id":"360a746b-0761-4198-8ebe-06d6529e1eb8","name":"Section — User Input","type":"n8n-nodes-base.stickyNote","position":[-240,1776],"parameters":{"color":5,"width":260,"height":120,"content":"## 📥 Section 1 — User Input\nTeam member submits the training video URL and department name via a simple web form. This triggers the entire workflow automatically."},"typeVersion":1},{"id":"3b49b359-1923-46f6-969c-34e0ba950bfd","name":"Section — AI Video Processing","type":"n8n-nodes-base.stickyNote","position":[32,1776],"parameters":{"color":5,"width":500,"height":120,"content":"## 🤖 Section 2 — AI Video Processing\nVideo URL is sent to WayinVideo API to generate a summary. Workflow waits 30 seconds, then polls the API for the completed result."},"typeVersion":1},{"id":"afc36f1f-1067-40c6-977f-0ceed876a853","name":"Section — Retry Check","type":"n8n-nodes-base.stickyNote","position":[640,1760],"parameters":{"color":5,"width":272,"height":136,"content":"## 🔁 Section 3 — Retry Check\nChecks if highlights are ready. If yes, saves to Sheet. If not, loops back and retries automatically."},"typeVersion":1},{"id":"059addef-d67c-4f4b-a0aa-5a0a44734fba","name":"Warning — Infinite Retry Risk","type":"n8n-nodes-base.stickyNote","position":[240,2144],"parameters":{"color":3,"width":608,"height":172,"content":"## ⚠️ WARNING — Infinite Retry Risk\nThis node retries indefinitely if WayinVideo never returns highlights. For unsupported or very long videos, the loop may consume many executions. Add a counter or max retry limit before using in production."},"typeVersion":1},{"id":"59352db7-342b-4686-8189-8b7b6323fb3d","name":"Section — Save to Google Sheet","type":"n8n-nodes-base.stickyNote","position":[976,1760],"parameters":{"color":5,"width":280,"height":120,"content":"## 💾 Section 4 — Save to Knowledge Base\nAppends a new row with video title, summary, highlights, tags, topic/department, and original URL into the shared Google Sheets knowledge base."},"typeVersion":1},{"id":"70b966f7-798c-4096-b5ef-34e359a95b87","name":"2. 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Check — Highlights Ready?","type":"n8n-nodes-base.if","position":[720,1920],"parameters":{"options":{},"conditions":{"options":{"version":3,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"71c71aef-c367-4c40-9b73-1baf5e699cc0","operator":{"type":"array","operation":"notEmpty","singleValue":true},"leftValue":"={{ $json.data.highlights }}","rightValue":""}]}},"typeVersion":2.3},{"id":"fbcc3551-2649-465f-8a5d-701dc665b371","name":"6. Save — Append Row to Google Sheet","type":"n8n-nodes-base.googleSheets","position":[992,1904],"parameters":{"columns":{"value":{"Tags":"={{ $json.data.tags.map(tag => `• ${tag}`).join('\\n') }}","Video URL":"={{ $('1. Form — Video URL + Topic1').item.json['Training Video URL'] }}","Highlights":"={{ $json.data.highlights\n  .flatMap(item => item.events.map(e => e.desc))\n  .map((desc, i) => `${i + 1}. ${desc}`)\n  .join('\\n\\n')\n}}","Key Summary":"={{ $json.data.summary }}","Video Title":"={{ $json.data.title }}","Topic/Department":"={{ $('1. 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