{ "workflow": { "id": 6716, "name": "AI-powered web form responder with GPT-4o-mini, Outlook email & Twilio SMS", "views": 586, "recentViews": 0, "totalViews": 586, "createdAt": "2025-07-30T23:36:20.227Z", "description": "### Web-Form Auto-Responder: Instant Email + SMS Follow-Up\n\n---\n\n#### 📝 Description\nEmbed a simple web form on your site and let this workflow:\n\n1. **Collect** a visitor’s **name, email, phone, and question** \n2. **Generate** a professional email *and* a friendly SMS using **GPT-4o-mini** \n3. **Delay** briefly (1 min by default) to simulate human writing time \n4. **Send** the AI-crafted email via Microsoft Outlook \n5. **Send** the AI-crafted text via Twilio \n\nPerfect for solo consultants or small teams who want rapid, personalized responses without manual typing.\n\n---\n\n#### ⚙️ Setup Instructions\n\n1. **Import the workflow** \n - n8n → **Workflows → Import from File** (or **Paste JSON**) → **Save**\n\n2. **Add credentials** \n | Service | Where to get credentials | Node(s) to update |\n |---------|-------------------------|-------------------|\n | **OpenAI** | <https://platform.openai.com> → create API key | **OpenAI Chat Model** |\n | **Microsoft Outlook** | Azure/M365 account with email-send permissions | **Send email to the submitter** |\n | **Twilio** | <https://console.twilio.com> → Account SID, Auth Token | **Send text to the submitter** |\n\n3. **Embed the form on your website** \n - Open **Form to be embedded on website** \n - Click **“Embed”** → copy the iframe code → paste into your contact page\n\n4. **Set your Twilio “From” number** \n - In **Send text to the submitter**, change phone to your verified Twilio number\n\n5. **Adjust wait times (optional)** \n - *Wait some time to write the email response* (default 1 min) \n - *Wait some time to write the text response* (default 1 min)\n\n6. **Customize the AI prompt (optional)** \n - Edit the **AI Agent** system message to tweak tone, questions asked, or signature\n\n7. **Test the flow** \n - Open the form URL (generated by the Form node) \n - Submit a test entry → after ~1 min you should receive both an email and an SMS\n\n8. **Activate** \n - Toggle **Active** so the form handles real submissions 24/7\n\n---\n\n#### 🧩 Customization Ideas\n- Pipe form data into **Pipedrive, HubSpot, or Airtable** for lead tracking \n- Trigger a **Slack/Teams** alert to notify your team of hot questions \n- Add a **calendar link** in the email so visitors can book a call instantly \n- Use a **language-detection node** to reply in the visitor’s native language\n\n---\n\n### Contact\n- **Email:** rbreen@ynteractive.com \n- **Website:** https://ynteractive.com \n- **YouTube:** https://www.youtube.com/@ynteractivetraining \n- **LinkedIn:** https://www.linkedin.com/in/robertbreen\n", "workflow": { "meta": { "instanceId": "efb474b59b0341d7791932605bd9ff04a6c7ed9941fdd53dc4a2e4b99a6f9439", "templateCredsSetupCompleted": true }, "nodes": [ { "id": "98b71061-984e-4aa5-b8eb-cb25278179bc", "name": "AI Agent", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ -80, 0 ], "parameters": { "text": "=Name: {{ $json.Name }}\nQuestion: {{ $json.Question }}", "options": { "systemMessage": "You are an AI assistant helping Robert respond to web form submissions. Each submission includes a name and a question from the user. Your job is to generate:\n\nA professional email response from Robert, and\n\nA short SMS/text message to be sent as a follow-up.\n\nThe email should:\n\nGreet the person by name.\n\nReference the submitted question.\n\nAsk at least one clarifying or engaging question.\n\nLet them know Robert will be in contact very soon.\n\nAsk how urgent the request is so it can be prioritized.\n\nBe signed “Robert”.\n\nThe text message should:\n\nBe casual and friendly.\n\nConfirm that the message was received.\n\nMention that I will follow up shortly.\n\nAsk how urgent the request is.\n\nOutput format: \n\n{\n\t\"email\": \"response\",\n\t\"text\": \"response\"\n}" }, "promptType": "define", "hasOutputParser": true }, "typeVersion": 2 }, { "id": "bae6fafa-1bbc-40f2-b14e-84a6ea017cee", "name": "OpenAI Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi", "position": [ -160, 240 ], "parameters": { "model": { "__rl": true, "mode": "list", "value": "gpt-4o-mini" }, "options": {} }, "credentials": { "openAiApi": { "id": "credential-id", "name": "openAiApi Credential" } }, "typeVersion": 1.2 }, { "id": "4fbc1c0a-e526-443c-a034-b07b4139be7a", "name": "Structured Output Parser", "type": "@n8n/n8n-nodes-langchain.outputParserStructured", "position": [ 140, 220 ], "parameters": { "jsonSchemaExample": "{\n\t\"email\": \"response\",\n\t\"text\": \"response\"\n}" }, "typeVersion": 1.2 }, { "id": "16ef7a3a-fd6c-4a14-a907-29ebe50d4bc1", "name": "Form to be embedded on website", "type": "n8n-nodes-base.formTrigger", "position": [ -320, -180 ], "webhookId": "14ee4231-917c-472f-9eda-388fc8b9809c", "parameters": { "options": {}, "formTitle": "Web Contact Form", "formFields": { "values": [ { "fieldLabel": "Name" }, { "fieldLabel": "Email" }, { "fieldLabel": "Question" }, { "fieldLabel": "Phone", "placeholder": "+1234567890" } ] }, "formDescription": "Web Contact Form" }, "typeVersion": 2.2 }, { "id": "0fa3ed52-79d5-44eb-a4c7-6fca623d9fc0", "name": "Wait some time to write the email response", "type": "n8n-nodes-base.wait", "position": [ 480, -260 ], "webhookId": "b65146d1-6e25-4e80-b9e6-2204535b90f1", "parameters": { "unit": "minutes", "amount": 1 }, "typeVersion": 1.1 }, { "id": "41a5b7a0-356d-406a-9e1a-1a8e7c05d207", "name": "Wait some time to write the text response", "type": "n8n-nodes-base.wait", "position": [ 420, 360 ], "webhookId": "bc729dce-5255-4612-b30d-d461a1b9a725", "parameters": { "amount": 1 }, "typeVersion": 1.1 }, { "id": "ab4bf90b-a9c5-4854-81eb-62ebd770d6f0", "name": "Send email to the submitter", "type": "n8n-nodes-base.microsoftOutlook", "position": [ 760, -280 ], "webhookId": "28a19664-44fe-4523-b750-cd49beb76ee3", "parameters": { "subject": "Web form - How can we help?", "bodyContent": "={{ $json.output.email }}", "toRecipients": "={{ $('Form to be embedded on website').item.json.Email }}", "additionalFields": {} }, "credentials": { "microsoftOutlookOAuth2Api": { "id": "credential-id", "name": "microsoftOutlookOAuth2Api Credential" } }, "typeVersion": 2 }, { "id": "8468ef5a-ad4e-43b4-b737-afba226e92e8", "name": "Send text to the submitter", "type": "n8n-nodes-base.twilio", "position": [ 720, 360 ], "parameters": { "to": "={{ $('Form to be embedded on website').item.json.Phone }}", "from": "your twillio number here", "message": "={{ $json.output.text }}", "options": {} }, "credentials": { "twilioApi": { "id": "credential-id", "name": "twilioApi Credential" } }, "typeVersion": 1 }, { "id": "74b1609d-d766-4146-98d6-3f228567ccf7", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -460, -400 ], "parameters": { "width": 1460, "height": 1080, "content": "### Web-Form Auto-Responder: Instant Email + SMS Follow-Up\n**LinkedIn:** https://www.linkedin.com/in/robertbreen\n**Email:** rbreen@ynteractive.com \n" }, "typeVersion": 1 }, { "id": "4f1d375a-2eb9-4a48-bb6d-36b0ae154ce9", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -1300, -400 ], "parameters": { "color": 5, "width": 800, "height": 1080, "content": "### Web-Form Auto-Responder: Instant Email + SMS Follow-Up\n\n---\n\n#### 📝 Description\nEmbed a simple web form on your site and let this workflow:\n\n1. **Collect** a visitor’s **name, email, phone, and question** \n2. **Generate** a professional email *and* a friendly SMS using **GPT-4o-mini** \n3. **Delay** briefly (1 min by default) to simulate human writing time \n4. **Send** the AI-crafted email via Microsoft Outlook \n5. **Send** the AI-crafted text via Twilio \n\nPerfect for solo consultants or small teams who want rapid, personalized responses without manual typing.\n\n---\n\n#### ⚙️ Setup Instructions\n\n1. **Import the workflow** \n - n8n → **Workflows → Import from File** (or **Paste JSON**) → **Save**\n\n2. **Add credentials** \n | Service | Where to get credentials | Node(s) to update |\n |---------|-------------------------|-------------------|\n | **OpenAI** | → create API key | **OpenAI Chat Model** |\n | **Microsoft Outlook** | Azure/M365 account with email-send permissions | **Send email to the submitter** |\n | **Twilio** | → Account SID, Auth Token | **Send text to the submitter** |\n\n3. **Embed the form on your website** \n - Open **Form to be embedded on website** \n - Click **“Embed”** → copy the iframe code → paste into your contact page\n\n4. **Set your Twilio “From” number** \n - In **Send text to the submitter**, change the from phone number to your verified Twilio number\n\n5. **Adjust wait times (optional)** \n - *Wait some time to write the email response* (default 1 min) \n - *Wait some time to write the text response* (default 1 min)\n\n6. **Customize the AI prompt (optional)** \n - Edit the **AI Agent** system message to tweak tone, questions asked, or signature\n\n7. **Test the flow** \n - Open the form URL (generated by the Form node) \n - Submit a test entry → after ~1 min you should receive both an email and an SMS\n\n8. **Activate** \n - Toggle **Active** so the form handles real submissions 24/7\n\n---\n\n#### 🧩 Customization Ideas\n- Pipe form data into **Pipedrive, HubSpot, or Airtable** for lead tracking \n- Trigger a **Slack/Teams** alert to notify your team of hot questions \n- Add a **calendar link** in the email so visitors can book a call instantly \n- Use a **language-detection node** to reply in the visitor’s native language\n\n---\n\n### Contact\n- **Email:** rbreen@ynteractive.com \n- **Website:** https://ynteractive.com \n- **YouTube:** https://www.youtube.com/@ynteractivetraining \n- **LinkedIn:** https://www.linkedin.com/in/robertbreen\n" }, "typeVersion": 1 } ], "pinData": { "Form to be embedded on website": [ { "Name": "Robert Breen", "Email": "Robert.j.breen@gmail.com", "Phone": "18148821293", "Question": "I'm looking for information about using n8n for my marketing team. I need an expert developer to help", "formMode": "test", "submittedAt": "2025-07-30T19:25:10.065-04:00" } ] }, "connections": { "AI Agent": { "main": [ [ { "node": "Wait some time to write the text response", "type": "main", "index": 0 }, { "node": "Wait some time to write the email response", "type": "main", "index": 0 } ] ] }, "OpenAI Chat Model": { "ai_languageModel": [ [ { "node": "AI Agent", "type": "ai_languageModel", "index": 0 } ] ] }, "Structured Output Parser": { "ai_outputParser": [ [ { "node": "AI Agent", "type": "ai_outputParser", "index": 0 } ] ] }, "Form to be embedded on website": { "main": [ [ { "node": "AI Agent", "type": "main", "index": 0 } ] ] }, "Wait some time to write the text response": { "main": [ [ { "node": "Send text to the submitter", "type": "main", "index": 0 } ] ] }, "Wait some time to write the email response": { "main": [ [ { "node": "Send email to the submitter", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 10, "nodeTypes": { "n8n-nodes-base.wait": { "count": 2 }, "n8n-nodes-base.twilio": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "n8n-nodes-base.formTrigger": { "count": 1 }, "@n8n/n8n-nodes-langchain.agent": { "count": 1 }, "n8n-nodes-base.microsoftOutlook": { "count": 1 }, "@n8n/n8n-nodes-langchain.lmChatOpenAi": { "count": 1 }, "@n8n/n8n-nodes-langchain.outputParserStructured": { "count": 1 } } }, "status": "published", "user": { "name": "Robert Breen", "username": "rbreen", "bio": "Professional services consultant with over 10 years of experience solving complex business problems across industries. I specialize in n8n and process automation—designing custom workflows that integrate tools like Google Calendar, Airtable, GPT, and internal systems. Whether you need to automate scheduling, sync data, or streamline operations, I build solutions that save time and drive results.", "verified": true, "links": [ "https://ynteractive.com/" ], "avatar": "https://gravatar.com/avatar/15bb5ad97bad47ca2079e1fa123a8287000c72c86498c90043f70ec2adab05f3?r=pg&d=retro&size=200" }, "nodes": [ { "id": 45, "icon": "file:twilio.svg", "name": "n8n-nodes-base.twilio", "codex": { "data": { "alias": [ "SMS", "Phone", "Voice" ], "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/database-monitoring-and-alerting-with-n8n/", "icon": "📡", "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 Receipts to Google Sheets with Telegram, Mindee, Twilio, and n8n" }, { "url": "https://n8n.io/blog/tracking-time-spent-in-meetings-with-google-calendar-twilio-and-n8n/", "icon": "🗓", "label": "Tracking Time Spent in Meetings With Google Calendar, Twilio, and n8n" }, { "url": "https://n8n.io/blog/creating-error-workflows-in-n8n/", "icon": "🌪", "label": "Creating Error Workflows in 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/learn-to-build-powerful-api-endpoints-using-webhooks/", "icon": "🧰", "label": "Learn to Build Powerful API Endpoints Using Webhooks" }, { "url": "https://n8n.io/blog/sending-sms-the-low-code-way-with-airtable-twilio-programmable-sms-and-n8n/", "icon": "📱", "label": "Sending SMS the Low-Code Way with Airtable, Twilio Programmable SMS, and n8n" } ], "primaryDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.twilio/" } ], "credentialDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/credentials/twilio/" } ] }, "categories": [ "Communication", "Development" ], "nodeVersion": "1.0", "codexVersion": "1.0" } }, "group": "[\"transform\"]", "defaults": { "name": "Twilio" }, "iconData": { "type": "file", "fileBuffer": "data:image/svg+xml;base64,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" }, "displayName": "Twilio", "typeVersion": 1, "nodeCategories": [ { "id": 5, "name": "Development" }, { "id": 6, "name": "Communication" } ] }, { "id": 433, "icon": "file:outlook.svg", "name": "n8n-nodes-base.microsoftOutlook", "codex": { "data": { "alias": [ "email", "human", "form", "wait", "hitl", "approval" ], "resources": { "primaryDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.microsoftoutlook/" } ], "credentialDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/credentials/microsoft/" } ] }, "categories": [ "Communication", "HITL" ], "nodeVersion": "1.0", "codexVersion": "1.0", "subcategories": { "HITL": [ "Human in the Loop" ] } } }, "group": "[\"transform\"]", "defaults": { "name": "Microsoft Outlook" }, "iconData": { "type": "file", "fileBuffer": "data:image/svg+xml;base64,PHN2ZyB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciIHhtbG5zOnhsaW5rPSJodHRwOi8vd3d3LnczLm9yZy8xOTk5L3hsaW5rIiBmaWxsPSIjZmZmIiBmaWxsLXJ1bGU9ImV2ZW5vZGQiIHN0cm9rZT0iIzAwMCIgc3Ryb2tlLWxpbmVjYXA9InJvdW5kIiBzdHJva2UtbGluZWpvaW49InJvdW5kIiB2aWV3Qm94PSIwIDAgODEgODEiPjx1c2UgeGxpbms6aHJlZj0iI2EiIHg9Ii41IiB5PSIuNSIvPjxzeW1ib2wgaWQ9ImEiIG92ZXJmbG93PSJ2aXNpYmxlIj48cGF0aCBmaWxsPSIjMjM3MmJhIiBzdHJva2U9Im5vbmUiIGQ9Ik03Ny45IDE5LjJINDYuODZWMEwwIDguMjMyVjcxLjk4TDQ2Ljg2IDgwVjYxLjg0N0g3Ny45YzEuMjY2IDAgMi4xLTEuMDU1IDIuMS0yLjFWMjEuMzJjMC0xLjI2Ni0uODQ0LTIuMS0yLjEtMi4xek0yMS45NTIgNTQuNDZjLTE1LjQtMS4wNTUtMTQuNzc2LTI5LjEzLjQyMi0yOS45NzQgMTYuNjc1LS44NDQgMTYuMjUzIDMxLjAzLS40MjIgMjkuOTc0bTU1LjUxNSA0LjY0NEg0Ni44NlYzNS4wNGw5LjUgOS4wNzdjLjQyMi40MjIuODQ0LjYzMyAxLjQ3Ny42MzNzMS4wNTUtLjIgMS40NzgtLjYzM0w3Ny40NjcgMjcuMjN6bTAtMzUuNDYyLTE5LjYzIDE4LjE1M0w0Ni44NiAzMS40NXYtOS43aDMwLjM5NnYxLjloLjJ6bS01NS4wOTIgNi41NDNjLTguMjMyLjQyMi04LjQ0MyAxOC4zNjQtLjIgMTguNTc1IDguNjU0LjQyMiA4LjY1NC0xOC45OTcuMi0xOC41NzUiLz48L3N5bWJvbD48L3N2Zz4=" }, "displayName": "Microsoft Outlook", "typeVersion": 2, "nodeCategories": [ { "id": 6, "name": "Communication" }, { "id": 28, "name": "HITL" } ] }, { "id": 514, "icon": "fa:pause-circle", "name": "n8n-nodes-base.wait", "codex": { "data": { "alias": [ "pause", "sleep", "delay", "timeout" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/how-to-get-started-with-crm-automation-and-no-code-workflow-ideas/", "icon": "👥", "label": "How to get started with CRM automation (with 3 no-code workflow ideas" }, { "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.wait/" } ] }, "categories": [ "Core Nodes" ], "nodeVersion": "1.0", "codexVersion": "1.0", "subcategories": { "Core Nodes": [ "Helpers", "Flow" ] } } }, "group": "[\"organization\"]", "defaults": { "name": "Wait", "color": "#804050" }, "iconData": { 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