{ "workflow": { "id": 2861, "name": "AI-powered email processing autoresponder and response approval (Yes/No)", "views": 11737, "recentViews": 1, "totalViews": 11737, "createdAt": "2025-02-07T15:16:27.194Z", "description": "### How it Works\n\nThis workflow is designed to automate the process of handling incoming emails, summarizing their content, generating appropriate responses, and obtaining approval before sending replies. Below are the key operational steps:\n\n1. **Email Reception and Summarization**:\n - The workflow starts with an `Email Trigger (IMAP)` node that listens for new emails in a specified inbox.\n - Once an email is received, its HTML content is processed by a `Markdown` node to convert it into plain text if necessary, followed by an `Email Summarization Chain` node which uses AI to create a concise summary of the email's content using prompts tailored for this purpose.\n\n2. **Response Generation and Approval**:\n - A `Write email` node generates a professional response based on the summarized content, utilizing predefined templates and guidelines such as keeping responses under 100 words and ensuring they're formatted correctly in HTML.\n - Before sending out any automated replies, the system sends these drafts via Gmail for human review and approval through a `Gmail` node configured with double-approval settings. If approved (`Approve?`), the finalized email is sent back to the original sender using the `Send Email` node; otherwise, it loops back for further edits or manual intervention.\n\n### Set Up Steps\n\nTo replicate this workflow within your own n8n environment, follow these essential configuration steps:\n\n1. **Configuration**:\n - Begin by setting up an n8n instance either locally or via cloud services offered directly from their official site.\n - Import the provided JSON configuration file into your workspace, making sure all required credentials like IMAP, SMTP, OpenAI API keys, etc., are properly set up under Credentials section since multiple nodes rely heavily on external integrations for functionalities like reading emails, generating summaries, crafting replies, and managing approvals.\n\n2. **Customization**:\n - Adjust parameters according to specific business needs, including but not limited to adjusting the conditions used during conditional checks performed by nodes like `Approve?`.\n - Modify the template messages given to AI models so they align closely with organizational tone & style preferences while maintaining professionalism expected in business communications. Ensure correct mappings between fields when appending data to external systems like Google Sheets or similar platforms where records might need tracking post-interaction completion. ", "workflow": { "id": "OuHrYOR3uWGmrhWQ", "meta": { "instanceId": "a4bfc93e975ca233ac45ed7c9227d84cf5a2329310525917adaf3312e10d5462", "templateCredsSetupCompleted": true }, "name": "AI Email processing autoresponder with approval (Yes/No)", "tags": [], "nodes": [ { "id": "06a098db-160b-45f7-aeac-a73ef868148e", "name": "Email Trigger (IMAP)", "type": "n8n-nodes-base.emailReadImap", "position": [ -180, -100 ], "parameters": { "options": {} }, "credentials": { "imap": { "id": "credential-id", "name": "imap Credential" } }, "typeVersion": 2 }, { "id": "9589443b-efb7-4e0d-bafc-0be9858a4755", "name": "Markdown", "type": "n8n-nodes-base.markdown", "position": [ 40, -100 ], "parameters": { "html": "={{ $json.textHtml }}", "options": {} }, "typeVersion": 1 }, { "id": "8de7b2f3-bf75-4f3c-a1ee-eec047a7b82e", "name": "DeepSeek R1", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ 240, 80 ], "parameters": { "model": { "__rl": true, "mode": "list", "value": "deepseek/deepseek-r1:free", "cachedResultName": "deepseek/deepseek-r1:free" }, "options": {} }, "credentials": { "openAiApi": { "id": "credential-id", "name": "openAiApi Credential" } }, "typeVersion": 1.2 }, { "id": "babf37dc-99ca-439a-b094-91c52799b8df", "name": "Send Email", "type": "n8n-nodes-base.emailSend", "position": [ 1840, -120 ], "webhookId": "f84fcde7-6aac-485a-9a08-96a35955af49", "parameters": { "html": "={{ $('Write email').item.json.output }}", "options": {}, "subject": "=Re: {{ $('Email Trigger (IMAP)').item.json.subject }}", "toEmail": "={{ $('Email Trigger (IMAP)').item.json.from }}", "fromEmail": "={{ $('Email Trigger (IMAP)').item.json.to }}" }, "credentials": { "smtp": { "id": "credential-id", "name": "smtp Credential" } }, "typeVersion": 2.1 }, { "id": "ebeb986d-053a-420d-8482-ee00e75f2f10", "name": "Qdrant Vector Store", "type": "@n8n/n8n-nodes-langchain.vectorStoreQdrant", "position": [ 1180, 200 ], "parameters": { "mode": "retrieve-as-tool", "options": {}, "toolName": "company_knowladge_base", "toolDescription": "Extracts information regarding the request made.", "qdrantCollection": { "__rl": true, "mode": "id", "value": "=COLLECTION" }, "includeDocumentMetadata": false }, "credentials": { "qdrantApi": { "id": "credential-id", "name": "qdrantApi Credential" } }, "typeVersion": 1 }, { "id": "ccc3d026-bfa3-4fda-be0a-ef70bf831aa7", "name": "Embeddings OpenAI", "type": "@n8n/n8n-nodes-langchain.embeddingsOpenAi", "position": [ 1180, 380 ], "parameters": { "options": {} }, "credentials": { "openAiApi": { "id": "credential-id", "name": "openAiApi Credential" } }, "typeVersion": 1.2 }, { "id": "1726aac9-a77d-4f19-8c07-70b032c3abeb", "name": "Email Summarization Chain", "type": "@n8n/n8n-nodes-langchain.chainSummarization", "position": [ 260, -100 ], "parameters": { "options": { "binaryDataKey": "={{ $json.data }}", "summarizationMethodAndPrompts": { "values": { "prompt": "=Write a concise summary of the following in max 100 words :\n\n\"{{ $json.data }}\"\n\nDo not enter the total number of words used.", "combineMapPrompt": "=Write a concise summary of the following in max 100 words:\n\n\"{{ $json.data }}\"\n\nDo not enter the total number of words used." } } }, "operationMode": "nodeInputBinary" }, "typeVersion": 2 }, { "id": "81b889d0-e724-4c1f-9ce3-7593c796aaaf", "name": "Write email", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 980, -100 ], "parameters": { "text": "=Write the text to reply to the following email:\n\n{{ $('Email Summarization Chain').item.json.response.text }}", "options": { "systemMessage": "You are an expert at answering emails. You need to answer them professionally based on the information you have. This is a business email. Be concise and never exceed 100 words. Only the body of the email, not create the subject.\n\nIt must be in HTML format and you can insert (if you think it is appropriate) only HTML characters such as
, , ,

where necessary." }, "promptType": "define", "hasOutputParser": true }, "typeVersion": 1.7 }, { "id": "cf38e319-59b3-490e-b841-579afc9fbc02", "name": "OpenAI", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ 980, 200 ], "parameters": { "model": { "__rl": true, "mode": "list", "value": "gpt-4o-mini", "cachedResultName": "gpt-4o-mini" }, "options": {} }, "credentials": { "openAiApi": { "id": "credential-id", "name": "openAiApi Credential" } }, "typeVersion": 1.2 }, { "id": "19842e5f-c372-4dfd-b860-87dc5f00b1af", "name": "Set Email", "type": "n8n-nodes-base.set", "position": [ 760, -100 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "759dc0f9-f582-492c-896c-6426f8410127", "name": "email", "type": "string", "value": "={{ $json.response.text }}" } ] } }, "typeVersion": 3.4 }, { "id": "2cf7a9af-c5e8-45dd-bda5-01c562a0defb", "name": "Approve?", "type": "n8n-nodes-base.if", "position": [ 1560, -100 ], "parameters": { "options": { "ignoreCase": false }, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "5c377c1c-43c6-45e7-904e-dbbe6b682686", "operator": { "type": "boolean", "operation": "true", "singleValue": true }, "leftValue": "={{ $json.data.approved }}", "rightValue": "true" } ] } }, "typeVersion": 2.2 }, { "id": "08cabec6-9840-4214-8315-b877c86794bf", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -220, -680 ], "parameters": { "color": 3, "width": 580, "height": 420, "content": "# Main Flow\n\n## Preliminary step:\nCreate a vector database on Qdrant and tokenize the documents useful for generating a response\n\n\n## How it works\nThis workflow is designed to automate the process of handling incoming emails, summarizing their content, generating appropriate responses with RAG, and obtaining approval (YES/NO button) before sending replies.\n\nThis workflow is designed to handle general inquiries that come in via corporate email via IMAP and generate responses using RAG. You can quickly integrate Gmail and Outlook via the appropriate trigger nodes" }, "typeVersion": 1 }, { "id": "80692c8f-e236-43ac-aad2-91bd90f40065", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -40, -180 ], "parameters": { "height": 240, "content": "Convert email to Markdown format for better understanding of LLM models" }, "typeVersion": 1 }, { "id": "e6957fde-bf05-4b67-aa0e-44c575fca04d", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 240, -180 ], "parameters": { "width": 320, "height": 240, "content": "Chain that summarizes the received email" }, "typeVersion": 1 }, { "id": "7cfba59f-83ce-4f0b-b54a-b2c11d58fd82", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 940, -180 ], "parameters": { "width": 340, "height": 240, "content": "Agent that retrieves business information from a vector database and processes the response" }, "typeVersion": 1 }, { "id": "28c4bd00-6a47-422f-a50a-935f3724ba01", "name": "Send Draft", "type": "n8n-nodes-base.gmail", "position": [ 1340, -100 ], "webhookId": "d6dd2e7c-90ea-4b65-9c64-523d2541a054", "parameters": { "sendTo": "YOUR GMAIL ADDRESS", "message": "=

MESSAGE

\n{{ $('Email Trigger (IMAP)').item.json.textHtml }}\n\n

AI RESPONSE

\n{{ $json.output }}", "options": {}, "subject": "=[Approval Required] {{ $('Email Trigger (IMAP)').item.json.subject }}", "operation": "sendAndWait", "approvalOptions": { "values": { "approvalType": "double" } } }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "0aae1689-cee7-403a-8640-396db32eceed", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 1300, -300 ], "parameters": { "color": 4, "height": 360, "content": "## IMPORTANT\n\nFor the \"Send Draft\" node, you need to send the draft email to a Gmail address because it is the only one that allows the \"Send and wait for response\" function." }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "6f7b864e-1589-418c-960e-b832cf032d1b", "connections": { "OpenAI": { "ai_languageModel": [ [ { "node": "Write email", "type": "ai_languageModel", "index": 0 } ] ] }, "Approve?": { "main": [ [ { "node": "Send Email", "type": "main", "index": 0 } ], [ { "node": "Set Email", "type": "main", "index": 0 } ] ] }, "Markdown": { "main": [ [ { "node": "Email Summarization Chain", "type": "main", "index": 0 } ] ] }, "Set Email": { "main": [ [ { "node": "Write email", "type": "main", "index": 0 } ] ] }, "Send Draft": { "main": [ [ { "node": "Approve?", "type": "main", "index": 0 } ] ] }, "DeepSeek R1": { "ai_languageModel": [ [ { "node": "Email Summarization Chain", "type": "ai_languageModel", "index": 0 } ] ] }, "Write email": { "main": [ [ { "node": "Send Draft", "type": "main", "index": 0 } ] ] }, "Embeddings OpenAI": { "ai_embedding": [ [ { "node": "Qdrant Vector Store", "type": "ai_embedding", "index": 0 } ] ] }, "Qdrant Vector Store": { "ai_tool": [ [ { "node": "Write email", "type": "ai_tool", "index": 0 } ] ] }, "Email Trigger (IMAP)": { "main": [ [ { "node": "Markdown", "type": "main", "index": 0 } ] ] }, "Email Summarization Chain": { "main": [ [ { "node": "Set Email", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 16, "workflowInfo": { "nodeCount": 17, "nodeTypes": { "n8n-nodes-base.if": { "count": 1 }, "n8n-nodes-base.set": { "count": 1 }, "n8n-nodes-base.gmail": { "count": 1 }, "n8n-nodes-base.markdown": { "count": 1 }, "n8n-nodes-base.emailSend": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 5 }, "n8n-nodes-base.emailReadImap": { "count": 1 }, "@n8n/n8n-nodes-langchain.agent": { "count": 1 }, "@n8n/n8n-nodes-langchain.lmChatOpenAi": { "count": 2 }, "@n8n/n8n-nodes-langchain.embeddingsOpenAi": { "count": 1 }, "@n8n/n8n-nodes-langchain.vectorStoreQdrant": { "count": 1 }, "@n8n/n8n-nodes-langchain.chainSummarization": { "count": 1 } } }, "status": "published", "user": { "name": "Davide", "username": "n3witalia", "bio": "Full-stack Web Developer based in Italy specialising in Marketing & AI-powered automations. For business enquiries, send me an email at info@n3w.it or add me on Linkedin.com/in/davideboizza", "verified": true, "links": [ "https://n3w.it" ], "avatar": "https://gravatar.com/avatar/d41b8a0aa81139243509c58870f5b4be292824a507ab57d10ed066d8628ed8da?r=pg&d=retro&size=200" }, "nodes": [ { "id": 10, "icon": "fa:inbox", "name": "n8n-nodes-base.emailReadImap", "codex": { "data": { "resources": { "generic": [ { "url": "https://n8n.io/blog/build-your-own-virtual-assistant-with-n8n-a-step-by-step-guide/", "icon": "πŸ‘¦", "label": "Build your own virtual assistant with n8n: A step by step guide" } ], "primaryDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.emailimap/" } ], "credentialDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/credentials/imap/" } ] }, "categories": [ "Communication", "Core Nodes" ], "nodeVersion": "1.0", "codexVersion": "1.0", "subcategories": { "Core Nodes": [ "Other Trigger Nodes" ] } } }, "group": "[\"trigger\"]", "defaults": { "name": "Email Trigger (IMAP)", "color": "#44AA22" }, "iconData": { "icon": "inbox", "type": "icon" }, "displayName": "Email Trigger (IMAP)", "typeVersion": 2, "nodeCategories": [ { "id": 6, "name": "Communication" }, { "id": 9, "name": "Core Nodes" } ] }, { "id": 11, "icon": "fa:envelope", "name": "n8n-nodes-base.emailSend", "codex": { "data": { "alias": [ "SMTP", "email", "human", "form", "wait", "hitl", "approval" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "β˜€οΈ", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/build-your-own-virtual-assistant-with-n8n-a-step-by-step-guide/", "icon": "πŸ‘¦", "label": "Build your own virtual assistant with n8n: A step by step guide" } ], "primaryDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.sendemail/" } ], "credentialDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/credentials/sendemail/" } ] }, "categories": [ "Communication", "HITL", "Core Nodes" ], "nodeVersion": "1.0", "codexVersion": "1.0", "subcategories": { "HITL": [ "Human in the Loop" ] } } }, "group": "[\"output\"]", "defaults": { "name": "Send Email", "color": "#00bb88" }, "iconData": { "icon": "envelope", "type": "icon" }, "displayName": "Send Email", "typeVersion": 2, "nodeCategories": [ { "id": 6, "name": "Communication" }, { "id": 9, "name": "Core Nodes" }, { "id": 28, "name": "HITL" } ] }, { "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. That data will either evaluate to TRUE or FALSE and route out of the node accordingly.\n\nThis node has multiple types of conditions: Bool, String, Number, and Date & Time.", "resources": { "generic": [ { "url": "https://n8n.io/blog/learn-to-automate-your-factorys-incident-reporting-a-step-by-step-guide/", "icon": "🏭", "label": "Learn to Automate Your Factory's Incident Reporting: A Step by Step Guide" }, { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "β˜€οΈ", "label": "2021: The Year to Automate the New You with n8n" }, { "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/create-a-toxic-language-detector-for-telegram/", "icon": "🀬", "label": "Create a toxic language detector for Telegram in 4 step" }, { "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/how-to-build-a-low-code-self-hosted-url-shortener/", "icon": "πŸ”—", "label": "How to build a low-code, self-hosted URL shortener in 3 steps" }, { "url": "https://n8n.io/blog/automate-your-data-processing-pipeline-in-9-steps-with-n8n/", "icon": "βš™οΈ", "label": "Automate your data processing pipeline in 9 steps" }, { "url": "https://n8n.io/blog/how-to-get-started-with-crm-automation-and-no-code-workflow-ideas/", "icon": "πŸ‘₯", "label": "How to get started with CRM automation (with 3 no-code workflow ideas" }, { "url": "https://n8n.io/blog/5-tasks-you-can-automate-with-notion-api/", "icon": "⚑️", "label": "5 tasks you can automate with the new Notion API " }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "πŸ’‘", "label": "15 Google apps you can combine and automate to increase productivity" }, { "url": "https://n8n.io/blog/automation-for-maintainers-of-open-source-projects/", "icon": "🏷️", "label": "How to automatically manage contributions to open-source projects" }, { "url": "https://n8n.io/blog/how-uproc-scraped-a-multi-page-website-with-a-low-code-workflow/", "icon": " πŸ•ΈοΈ", "label": "How uProc scraped a multi-page website with a low-code workflow" }, { "url": "https://n8n.io/blog/5-workflow-automations-for-mattermost-that-we-love-at-n8n/", "icon": "πŸ€–", "label": "5 workflow automations for Mattermost that we love at n8n" }, { "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": "πŸ™Œ", "label": "Sending Automated Congratulations with Google Sheets, Twilio, and n8n " }, { "url": "https://n8n.io/blog/how-to-set-up-a-ci-cd-pipeline-with-no-code/", "icon": "🎑", "label": "How to set up a no-code CI/CD pipeline with GitHub and TravisCI" }, { "url": "https://n8n.io/blog/benefits-of-automation-and-n8n-an-interview-with-hubspots-hugh-durkin/", "icon": "πŸŽ–", "label": "Benefits of automation and n8n: An interview with HubSpot's Hugh Durkin" }, { "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/core-nodes/n8n-nodes-base.if/" } ] }, "categories": [ "Core Nodes" ], "nodeVersion": "1.0", "codexVersion": "1.0", "subcategories": { "Core Nodes": [ "Flow" ] } } }, "group": "[\"transform\"]", "defaults": { "name": "If", "color": "#408000" }, "iconData": { "icon": "map-signs", "type": "icon" }, "displayName": "If", "typeVersion": 2, "nodeCategories": [ { "id": 9, "name": "Core Nodes" } ] }, { "id": 38, "icon": "fa:pen", "name": "n8n-nodes-base.set", "codex": { "data": { "alias": [ "Set", "JS", "JSON", "Filter", "Transform", "Map" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/learn-to-automate-your-factorys-incident-reporting-a-step-by-step-guide/", "icon": "🏭", "label": "Learn to Automate Your Factory's Incident Reporting: A Step by Step Guide" }, { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "β˜€οΈ", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/automatically-pulling-and-visualizing-data-with-n8n/", "icon": "πŸ“ˆ", "label": "Automatically pulling and visualizing data with n8n" }, { "url": "https://n8n.io/blog/database-monitoring-and-alerting-with-n8n/", "icon": "πŸ“‘", "label": "Database Monitoring and Alerting with n8n" }, { "url": "https://n8n.io/blog/automatically-adding-expense-receipts-to-google-sheets-with-telegram-mindee-twilio-and-n8n/", "icon": "🧾", "label": "Automatically Adding Expense 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