{ "workflow": { "id": 7699, "name": "Daily applicant digest by role with Gemini AI extraction for hiring managers", "views": 158, "recentViews": 0, "totalViews": 158, "createdAt": "2025-08-21T10:35:46.538Z", "description": "# Send daily applicant digest by role from Gmail to hiring managers with Google Gemini\n\nThis workflow automatically collects all new job application emails from your Gmail labeled as **applicants** in the last 24 hours. Every day at 6:00 PM (Asia/Kolkata), it extracts structured details (name, email, phone, role, experience, skills, location, notice, summary) from each applicant (using Gemini AI or OpenAI). It then groups applicants by role and manager, compiles a neat HTML table digest for each manager and emails them a single summary — so hiring managers get everything they need, at a glance, in one place.\n\n## Who’s It For\n\n- Recruiters and hiring managers tired of digging through multiple application threads.\n- Small HR teams / agencies not yet on a full applicant tracking system.\n- Anyone wanting a consolidated, role-targeted applicant update each day.\n- Teams that want to automate candidate triage using Google Workspace and AI.\n\n## How It Works\n\n1. **Schedule Trigger (6PM IST):** Runs automatically at 18:00 India time.\n2. **Fetch Applicant Emails:** Reads Gmail for emails labeled 'applicants' from the past 24 hours.\n3. **Prepare Email Text:** Converts email content to plain text for reliable AI extraction.\n4. **Extract Applicant Details:** Gemini/OpenAI extracts applicant’s info in structured JSON.\n5. **Assign Manager Emails:** Routes each applicant to the correct manager via role→email mapping or fallback.\n6. **Group & Build HTML Tables:** Organizes applicants by manager and role, builds summary tables.\n7. **Send Digest to Managers:** Sends each manager one HTML summary email for their new applicants.\n\n## How to Set Up\n\n1. **Create/verify Gmail label** `applicants` and set up filters to route job emails there.\n2. **Import the workflow:** Use your Google/Gmail and Gemini/OpenAI accounts as credentials.\n3. **Configure connections:**\n\t- Gmail with OAuth2 (IMAP not required, uses Gmail API)\n\t- Gemini or OpenAI API key for extraction\n4. **Set role→manager** mapping in the “Assign Manager Emails” node (just edit the map!).\n5. **Adjust time / defaults:** Edit schedule and fallback email if you wish.\n6. **Test it:** Send yourself a test application, label it, check workflow logs.\n\n## Requirements\t\n\n- Gmail account (with OAuth2 enabled and 'applicants' label set up)\n- Gemini or OpenAI API key for structured AI extraction\n- n8n instance (self-hosted or cloud)\n- SMTP credentials (if using direct email instead of Gmail node)\n- At least one valid hiring manager email mapped to a role\n\n## How to Customize the Workflow\n\n- Centralize config with a **Set node** (label name, fallback/manager email, model name, schedule).\n- Add attachment-to-text conversion for applications with resume attachments.\n- Normalize role names in the mapping code for more robust routing.\n- Enable additional delivery: Slack, Teams, Google Sheets log, extra Cron for mid-day urgents.\n- Refine AI extraction prompt for specific fields (add portfolio URL, etc.).\n- Change schedule for daily, weekly or per-role timing.\n\n## Add‑Ons / Extensions\n\n- **Resume Text Extraction:** Add PDF/DOCX to text parsing for attachment-only applications.\n- **ChatOps:** Send the summary to Slack or Teams channels along with/instead of email.\n- **Applicant Logging:** Auto-log every applicant/action into Google Sheets, Notion or Airtable.\n- **Multi-timezone:** Duplicate/modify the Cron trigger for different manager regions or urgency levels.\n\n## Use Case Examples\n\n- **Tech Hiring:** Java, Python, Frontend candidates are automatically routed to their respective leads.\n- **Small Agency:** All applications summarized for reviewers, with per-role breakdowns.\n- **HR Operations:** Daily rollups sent before hiring sync, facilitating fast decision-making.\n\n## Common Troubleshooting\n\n| Issue | Possible Cause | Solution |\n|-----------------------------------------|----------------------------------------------------------|-------------------------------------------------------------|\n| No emails processed | No 'applicants' label or wrong time window | Check Gmail filters and adjust search query in fetch node |\n| All digests go to fallback manager | Incorrect or missing role → manager mapping | Normalize role text in assignment node, expand map |\n| AI Extraction returns bad/missing JSON | Wrong prompt, high temperature or missing field names | Tighten prompt, lower temperature, check example response |\n| Duplicate/Old Emails appear | Date filter not correct | Use 'newer_than:1d' and keep 'mark as read' in email node |\n| SMTP/Gmail Send errors | Auth problem, quota or app password missing | Use OAuth2, check daily send caps and app password settings |\n| Blank or partially filled summary table | AI unable to parse poorly formatted/empty email | Improve sender email consistency, add fallback handling |\n| Attachments not processed | No attachment extraction node | Add attachment-to-text parsing before AI node |\n\n## Need Help?\n\nIf you get stuck, need help customizing a mapping or adding nodes or want to integrate extra steps (e.g., resume text, Slack), just ask!\n\nWe're happy to guide you step by step, review your workflow, or help you troubleshoot any errors.\n\n**Contact WeblineIndia — Your n8n Automation partner!**", "workflow": { "id": "MGgeJBbeovHVQAbq", "meta": { "instanceId": "14e4c77104722ab186539dfea5182e419aecc83d85963fe13f6de862c875ebfa", "templateCredsSetupCompleted": true }, "name": "Daily-Applicant-Digest", "tags": [], "nodes": [ { "id": "75fe46c9-d9eb-455e-8f9d-7384c4a1d172", "name": "Schedule Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -340, -80 ], "parameters": { "rule": { "interval": [ { "triggerAtHour": 6 } ] } }, "typeVersion": 1.2 }, { "id": "ba41cb19-9463-4c8a-a94d-a7d579346b1e", "name": "Google Gemini Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatGoogleGemini", "position": [ 120, 120 ], "parameters": { "options": {}, "modelName": "models/gemini-1.5-flash" }, "credentials": { "googlePalmApi": { "id": "credential-id", "name": "googlePalmApi Credential" } }, "typeVersion": 1 }, { "id": "9e2ef974-5183-4e7d-9cd2-8f3872bd0a66", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -520, -360 ], "parameters": { "width": 1720, "height": 680, "content": "## Send daily applicant digest by role from Gmail to hiring managers with Google Gemini" }, "typeVersion": 1 }, { "id": "4648ef51-49af-40f8-9c82-490c5965e5be", "name": "fetch_applicant_emails", "type": "n8n-nodes-base.gmail", "position": [ -120, -80 ], "webhookId": "342f1447-19e1-4639-ae6e-a39fc1131b7c", "parameters": { "filters": { "q": "label: applicant newer_than:1d is:unread" }, "operation": "getAll" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "f479ae8a-490b-4b08-9fe3-dbe6a26b2320", "name": "readAll_applicant_emails", "type": "n8n-nodes-base.gmail", "position": [ 120, -280 ], "webhookId": "801858f2-9076-47a1-88eb-c8c1c930102d", "parameters": { "messageId": "={{ $json.id }}", "operation": "markAsRead" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "2a8e9656-df75-439f-ac16-ba608b29c87d", "name": "Extract Applicant Details", "type": "@n8n/n8n-nodes-langchain.chainLlm", "position": [ 100, -80 ], "parameters": { "text": "=You are an assistant that extracts job applicant information from emails.\n\nExtract the following fields and return ONLY valid JSON with these keys:\n- name\n- email\n- phone\n- role\n- years_of_experience\n- top_skills\n- location\n- notice_period\n- summary\n\nApplicant email:\n\"\"\"\n{{$json.snippet }}\n\"\"\"\n", "batching": {}, "promptType": "define" }, "typeVersion": 1.7 }, { "id": "3937cc5c-ea58-4b5d-b22d-591f8097481f", "name": "Assign Manager Emails", "type": "n8n-nodes-base.code", "position": [ 480, -80 ], "parameters": { "jsCode": "function stripMarkdownJson(input) {\n let str = (input || '').trim();\n\n // Remove the ```json at the start and ```\n // This regex removes triple backticks and the 'json' keyword at the start\n str = str.replace(/^```json\\s*/, ''); // Remove starting ```\n str = str.replace(/```$/, ''); // Remove ending ```\n \n return str.trim();\n}\n\nfunction normalizeRole(role) {\n return (role || '').trim().toLowerCase();\n}\n\nconst roleToManagerEmail = {\n 'java team lead': 'user@example.com',\n 'python developer': 'user@example.com',\n 'frontend developer': 'user@example.com',\n // add other roles as needed\n};\n\nconst fallbackManagerEmail = 'user@example.com';\n\nreturn items.map(item => {\n const raw = item.json.text || '';\n const jsonStr = stripMarkdownJson(raw);\n\n let parsed;\n try {\n parsed = JSON.parse(jsonStr);\n } catch (e) {\n item.json.error = `JSON parse failed: ${e.message}`;\n return item;\n }\n\n // Merge the parsed JSON fields into the current item\n Object.assign(item.json, parsed);\n\n // Normalize role and assign manager email\n const normalizedRole = normalizeRole(item.json.role);\n const managerEmail = Object.prototype.hasOwnProperty.call(roleToManagerEmail, normalizedRole)\n ? roleToManagerEmail[normalizedRole]\n : fallbackManagerEmail;\n\n item.json.managerEmail = managerEmail;\n\n return item;\n});\n" }, "typeVersion": 2 }, { "id": "5943f68f-a39f-4532-a437-732d98d53079", "name": "Group & Build HTML Tables", "type": "n8n-nodes-base.code", "position": [ 700, -80 ], "parameters": { "jsCode": "function escapeHtml(text) {\n if (!text) return '';\n return text\n .replace(/&/g, \"&\")\n .replace(//g, \">\")\n .replace(/\"/g, \""\")\n .replace(/'/g, \"'\");\n}\n\n// Group applicants by managerEmail, then by role\nconst groupedByManager = {};\n\n// Step 1: Group items\nitems.forEach(item => {\n const applicant = item.json;\n const managerEmail = applicant.managerEmail || 'user@example.com';\n const role = applicant.role || 'Unknown Role';\n\n if (!groupedByManager[managerEmail]) {\n groupedByManager[managerEmail] = {};\n }\n if (!groupedByManager[managerEmail][role]) {\n groupedByManager[managerEmail][role] = [];\n }\n \n groupedByManager[managerEmail][role].push(applicant);\n});\n\n// Step 2: Build HTML per manager with tables per role\nconst output = [];\n\nfor (const [managerEmail, roles] of Object.entries(groupedByManager)) {\n\n let emailHtml = `

Today's New Applicants

`;\n\n for (const [role, applicants] of Object.entries(roles)) {\n emailHtml += `

Role: ${escapeHtml(role)}

`;\n \n // Build table header\n emailHtml += `\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n `;\n\n // Add each applicant as a row\n applicants.forEach(app => {\n emailHtml += `\n \n \n \n \n \n \n \n \n \n \n `;\n });\n\n emailHtml += `
NameEmailPhoneYears of ExperienceTop SkillsLocationNotice PeriodSummary
${escapeHtml(app.name)}${escapeHtml(app.email)}${escapeHtml(app.phone)}${escapeHtml(app.years_of_experience?.toString())}${Array.isArray(app.top_skills) ? escapeHtml(app.top_skills.join(', ')) : escapeHtml(app.top_skills)}${escapeHtml(app.location)}${escapeHtml(app.notice_period)}${escapeHtml(app.summary)}

`;\n }\n\n // Push one item per manager, as output for the next step (email sending)\n output.push({\n json: {\n managerEmail,\n html: emailHtml\n }\n });\n}\n\nreturn output;\n" }, "typeVersion": 2 }, { "id": "9509d5c2-f66f-4294-9432-0b2587283b7a", "name": "Send Digest to Managers", "type": "n8n-nodes-base.gmail", "position": [ 900, -80 ], "webhookId": "7fe812db-f512-4e0d-b4e5-f577fad2511c", "parameters": { "sendTo": "={{ $json.managerEmail }}", "message": "={{ $json.html }}", "options": {}, "subject": "=Today's Applicants Digest – {{ $now.format('MM-DD') }}" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "17486203-2374-43f0-88eb-80500108d770", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -520, 360 ], "parameters": { "width": 1720, "height": 780, "content": "## Workflow Overview: Send daily applicant digest by role from Gmail to hiring managers with Google Gemini\n\n**Purpose:**\nAutomatically fetches new job application emails labeled applicants, extracts structured applicant details using OpenAI, groups candidates by role and manager, then sends a daily HTML summary email to each hiring manager.\n\nDaily Applicant Digest Workflow – Node Overview\n\n**1. Daily Trigger (6PM IST)**\n\nStarts the workflow every day at 18:00 (Asia/Kolkata timezone).\n\n**2. Fetch Applicant Emails**\n\nRetrieves all new application emails labeled applicants from the last 24 hours.\n\n**3. Read All Emails**\n\nRead each email’s labeled applicants which we retrieves\n\n**4. Extract Applicant Details**\n\nUses OpenAI to extract and structure applicant info (name, email, role, skills, etc.) in JSON format.\n\n**5. Assign Manager Emails**\n\nMaps each applicant’s role to a hiring manager’s email address.\n\nUses a fallback email if the role does not match any manager.\n\n**6. Group & Build HTML Tables**\n\nGroups applicants by manager and role.\n\nBuilds a clear, formatted HTML table for each group, summarizing all applicants.\n\n**7. Send Digest to Managers**\n\nSends one HTML summary email per manager, listing all relevant new applicants for the day.\n" }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "67d27489-333a-4e73-8d9c-1af780d66304", "connections": { "Schedule Trigger": { "main": [ [ { "node": "fetch_applicant_emails", "type": "main", "index": 0 } ] ] }, "Assign Manager Emails": { "main": [ [ { "node": "Group & Build HTML Tables", "type": "main", "index": 0 } ] ] }, "fetch_applicant_emails": { "main": [ [ { "node": "Extract Applicant Details", "type": "main", "index": 0 }, { "node": "readAll_applicant_emails", "type": "main", "index": 0 } ] ] }, "Google Gemini Chat Model": { "ai_languageModel": [ [ { "node": "Extract Applicant Details", "type": "ai_languageModel", "index": 0 } ] ] }, "Extract Applicant Details": { "main": [ [ { "node": "Assign Manager Emails", "type": "main", "index": 0 } ] ] }, "Group & Build HTML Tables": { "main": [ [ { "node": "Send Digest to Managers", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 10, "nodeTypes": { "n8n-nodes-base.code": { "count": 2 }, "n8n-nodes-base.gmail": { "count": 3 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "n8n-nodes-base.scheduleTrigger": { "count": 1 }, "@n8n/n8n-nodes-langchain.chainLlm": { "count": 1 }, "@n8n/n8n-nodes-langchain.lmChatGoogleGemini": { "count": 1 } } }, "status": "published", "user": { "name": "WeblineIndia", "username": "weblineindia", "bio": "A Leading Software Engineering, Consulting & Outsourcing Services Company in USA & India serving Clients Globally since 1999.", "verified": true, "links": [ "https://www.weblineindia.com/" ], "avatar": "https://gravatar.com/avatar/a229d43aefca4588581583c58bb37b4773aebbdf4c1fef86a08bb1d38eae91fa?r=pg&d=retro&size=200" }, "nodes": [ { "id": 356, "icon": "file:gmail.svg", "name": "n8n-nodes-base.gmail", "codex": { "data": { "alias": [ "email", "human", "form", "wait", "hitl", "approval" ], "resources": { "generic": [ { "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/supercharging-your-conference-registration-process-with-n8n/", "icon": "🎫", "label": "Supercharging your conference registration process with n8n" }, { "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-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/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! 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