\n
Hi {{ $json.assignee }},
\n \n
You have {{ $json.taskCount }} action {{ $json.taskCount === 1 ? 'item' : 'items' }} from the meeting held on {{ $json.meetingDate }}:
\n \n {{ $json.tasks.map((task, i) => `\n
\n
\n
Task ${i + 1}
\n \n ${task.priority === 'high' ? '⚡ HIGH' : task.priority === 'urgent' ? '🔥 URGENT' : task.priority === 'normal' ? '📋 NORMAL' : 'LOW'}\n \n \n \n
\n ${task.task}\n
\n \n
\n
\n 📅 Deadline: ${task.deadline} \n ${task.daysUntilDeadline !== null ? `(${task.daysUntilDeadline} day${task.daysUntilDeadline === 1 ? '' : 's'})` : ''}\n
\n
\n 📌 Status: ${task.status}\n
\n
\n \n ${task.context ? `
${task.context}
` : ''}\n
\n `).join('') }}\n \n
",
"options": {},
"subject": "=⚡ {{ $json.taskCount }} Action {{ $json.taskCount === 1 ? 'Item' : 'Items' }} from {{ $json.meetingTitle }}"
},
"credentials": {
"gmailOAuth2": {
"id": "credential-id",
"name": "gmailOAuth2 Credential"
}
},
"typeVersion": 2.1
},
{
"id": "a75840d6-4c1f-4940-8a9b-9f05f121c754",
"name": "Split Tasks for Creation",
"type": "n8n-nodes-base.code",
"position": [
2000,
528
],
"parameters": {
"jsCode": "const actionItems = $json.actionItems || [];\nconst meetingTitle = $json.meetingTitle;\nconst meetingDate = $json.meetingDate;\nconst pdfUrl = $json.pdfUrl || '';\n\nif (actionItems.length === 0) {\n return [];\n}\n\n// Return one item per action item for task creation\nreturn actionItems.map(item => ({\n json: {\n task: item.task,\n assignee: item.assignee,\n deadline: item.deadline,\n priority: item.priority,\n context: item.context,\n meetingTitle: meetingTitle,\n meetingDate: meetingDate,\n status: item.status,\n daysUntilDeadline: item.daysUntilDeadline\n }\n}));"
},
"typeVersion": 2
},
{
"id": "59146f07-6b6c-4c0b-a31c-37afa7b01ef7",
"name": "Create Task in Google Tasks",
"type": "n8n-nodes-base.googleTasks",
"position": [
2304,
528
],
"parameters": {
"task": "MTYxODQ3NTU3ODAzODc5Njg1NTk6MDow",
"title": "={{ $json.task }}",
"additionalFields": {
"notes": "={{ $json.context }} \nMeeting: {{ $json.meetingTitle }} \nDate: {{ $json.meetingDate }} \nAssignee: {{ $json.assignee }} \nPriority: {{ $json.priority }}",
"dueDate": "={{ $json.deadline ? new Date($json.deadline + 'T12:00:00Z').toISOString() : null }}"
}
},
"credentials": {
"googleTasksOAuth2Api": {
"id": "credential-id",
"name": "googleTasksOAuth2Api Credential"
}
},
"typeVersion": 1
},
{
"id": "063a6dc6-cf1c-4a4a-9994-2fb1e9e8f291",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-304,
-224
],
"parameters": {
"color": 7,
"width": 288,
"height": 352,
"content": "## WEBHOOK ENDPOINT\n\n- Receives **POST** requests with meeting data.\n- **Expected payload**: title, date, participants[], duration, transcript\n- **Returns**: 200 status when workflow completes\n- **URL**: /webhook/meeting-minutes"
},
"typeVersion": 1
},
{
"id": "22ca0f0e-3fc2-4dbc-b5d2-86fcc508c93b",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
16,
-288
],
"parameters": {
"color": 7,
"width": 304,
"height": 464,
"content": "## DATA NORMALIZATION\n\nExtracts fields from webhook body:\n- **meetingTitle** (defaults to \"Untitled Meeting\")\n- **meetingDate** (defaults to today)\n- **participants array**\n- **duration**\n- **rawTranscript**\nStandardizes input format for downstream processing."
},
"typeVersion": 1
},
{
"id": "5173480f-55d9-4786-a46d-8f9ce7a7ef5d",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
352,
-336
],
"parameters": {
"color": 7,
"height": 480,
"content": "## TRANSCRIPT CLEANING\n\nOperations performed:\n1. Removes **multiple spaces**\n2. Strips **timestamps** [00:00:00]\n3. Removes generic speaker labels\n4. **Counts words**\n5. Estimates **reading time** (200 words/min)\n**Output**: **cleanedTranscript** ready for AI processing"
},
"typeVersion": 1
},
{
"id": "ba992adf-ec87-48bb-b130-b41af85ad4c4",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
624,
-256
],
"parameters": {
"color": 7,
"width": 272,
"height": 400,
"content": "## QUALITY GATE\n\n**Validates transcript** before **AI processing**:\n- Must not be empty\n- Must contain >50 words\n\n**If fails**: workflow stops** (no AI costs incurred)\n**If passes**: proceeds to **AI extraction**"
},
"typeVersion": 1
},
{
"id": "66f5fafa-740b-4a27-893e-d4bcc4db9fcb",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
928,
-336
],
"parameters": {
"color": 7,
"width": 288,
"height": 320,
"content": "## OPENAI SUMMARY (GPT-4)\n\n**Temperature**: 0.3 (focused, consistent)\n**Max tokens**: 1000 (~750 words)\n**Generates**: Professional 200-300 word summary\n**Format**: 3-4 paragraphs, third person"
},
"typeVersion": 1
},
{
"id": "5b0681a7-fd69-4f62-b881-2f27891871ef",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
928,
112
],
"parameters": {
"color": 7,
"width": 288,
"height": 400,
"content": "\n\n\n\n\n\n\n\n\n\n\n\n## OPENAI ACTION EXTRACTION (GPT-4)\n\n**Temperature**: 0.2 (precise extraction)\n**Max tokens**: 1500\n**Returns**: JSON array of action items\n**Each item**: task, assignee, deadline, priority, context\nDetects urgency from keywords (ASAP, urgent, critical)"
},
"typeVersion": 1
},
{
"id": "0723ad57-23fb-41dc-9b95-71b4efda99d2",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
1296,
-240
],
"parameters": {
"color": 7,
"height": 384,
"content": "## COMBINE AI RESPONSES\n\n**Mode**: Append\n**Input 1**: Summary text\n**Input 2**: Action items JSON\n**Output**: 2-item array containing both responses\nBoth responses processed in **parallel** for speed"
},
"typeVersion": 1
},
{
"id": "b63e42ec-dd33-4b4b-853c-126a905ef376",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
1568,
-368
],
"parameters": {
"color": 7,
"width": 272,
"height": 496,
"content": "## DATA STRUCTURING\n\nOperations:\n1. **Extracts summary** text from response 1\n2. **Parses JSON** from response 2\n3. Enriches each action item with:\n - Unique ID\n - Days until deadline\n - Deadline status (overdue/urgent/upcoming)\n4. Sorts by **priority then deadline**\n5. **Generates metadata** (counts, breakdowns)\nPulls meeting metadata from **Clean Transcript** node"
},
"typeVersion": 1
},
{
"id": "96e5ac65-f844-45f2-b598-2f2d23667122",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
1904,
-448
],
"parameters": {
"color": 7,
"width": 304,
"height": 464,
"content": "## PDF CONVERSION\n\n**Converts styled HTML + CSS to PDF**\nFeatures:\n- Gradient header with meeting info\n- Color-coded priority badges\n- Formatted action items table\n- Summary statistics cards\n**Output**: Base64 PDF data\n**Service**: htmlcsstopdf API\n**Link to the node**: https://www.npmjs.com/package/n8n-nodes-htmlcsstopdf"
},
"typeVersion": 1
},
{
"id": "9e64cb89-011d-407f-b046-66f2b2723f04",
"name": "Sticky Note9",
"type": "n8n-nodes-base.stickyNote",
"position": [
2288,
-368
],
"parameters": {
"color": 7,
"width": 352,
"height": 368,
"content": "## BULK EMAIL NOTIFICATION\n\n**Sends to**: All participants (comma-separated)\n**Contains**:\n- Meeting summary highlights\n- Action items list with assignees\n- Download link to PDF (added later)\n- Meeting statistics\nSent via Gmail API"
},
"typeVersion": 1
},
{
"id": "e0f7c258-a987-4667-8eee-702336525b23",
"name": "Sticky Note10",
"type": "n8n-nodes-base.stickyNote",
"position": [
2016,
80
],
"parameters": {
"color": 7,
"width": 480,
"height": 208,
"content": "## PDF URL FETCH\n\n- **Downloads PDF file** from **htmlcsstopdf** URL\n- Converts from URL to **binary data**\n- Required for Google Drive upload\n- **Response format**: Binary file"
},
"typeVersion": 1
},
{
"id": "5c473a51-227c-4483-b064-d12c20482212",
"name": "Sticky Note11",
"type": "n8n-nodes-base.stickyNote",
"position": [
2544,
128
],
"parameters": {
"color": 7,
"width": 288,
"height": 432,
"content": "\n\n\n\n\n\n\n\n\n\n\n\n## CLOUD STORAGE\n\n- **Select your own Google Drive folder for storing meeting minutes**\n- **Uploads PDF to**: \"Minutes of Meeting\" folder\n- **Filename**: **Meeting_Minutes_[Title]_[Date].pdf**\n- **Returns**: **webViewLink** for distribution\n- Provides **permanent storage**"
},
"typeVersion": 1
},
{
"id": "649ba897-6e40-42c8-bbb1-e4dc1545f383",
"name": "Sticky Note12",
"type": "n8n-nodes-base.stickyNote",
"position": [
2848,
-80
],
"parameters": {
"color": 7,
"height": 384,
"content": "## URL EXTRACTION\n\n- Extracts **webViewLink** from **Drive** response\n- **Creates**: **pdfUrl** field\n- Preserves all existing meeting data\n- Required for downstream email/Slack notifications"
},
"typeVersion": 1
},
{
"id": "2c634a33-5e61-4a88-b6ba-1488dca2cab8",
"name": "Sticky Note13",
"type": "n8n-nodes-base.stickyNote",
"position": [
3184,
-304
],
"parameters": {
"color": 7,
"width": 320,
"height": 384,
"content": "## TEAM CHANNEL UPDATE\n\n**Posts to** : [#your-channel]\nIncludes:\n- Meeting title and date\n- Participant count\n- Action items summary with assignees\n- Direct PDF download link\n\nIncreases visibility across team"
},
"typeVersion": 1
},
{
"id": "ff75e3fe-540c-4c7d-be9e-3c6b4b4d03b1",
"name": "Sticky Note14",
"type": "n8n-nodes-base.stickyNote",
"position": [
3152,
288
],
"parameters": {
"color": 7,
"width": 320,
"height": 416,
"content": "\n\n\n\n\n\n\n\n\n\n\n\n## ASSIGNEE GROUPING\n\n**Input**: 3 individual action items\n**Processing**: Groups tasks by **assignee name**\n**Output**: 2 items (one per unique assignee)\n**Example**: Sarah gets 1 item with 2 tasks\nAkshita gets 1 item with 1 task\n\n- Reduces email volume (1 email per person vs per task)"
},
"typeVersion": 1
},
{
"id": "d7d7e9b6-16b5-4db2-be87-20501af66bef",
"name": "Sticky Note15",
"type": "n8n-nodes-base.stickyNote",
"position": [
3568,
16
],
"parameters": {
"color": 7,
"width": 336,
"height": 464,
"content": "## PERSONALIZED TASK NOTIFICATIONS\n\nSends to:**[assignee]@company.com**\nDynamic content:\n- Task count (singular/plural handling)\n- All tasks for that assignee\n- Priority-based color coding\n- Days until deadline calculated\n- PDF download link included\n**Loops**: Once per unique assignee"
},
"typeVersion": 1
},
{
"id": "b26bb8e7-6955-42e2-997a-139105fcd227",
"name": "Sticky Note16",
"type": "n8n-nodes-base.stickyNote",
"position": [
1888,
512
],
"parameters": {
"color": 7,
"width": 320,
"height": 400,
"content": "\n\n\n\n\n\n\n\n\n\n\n## TASK ITEM SEPARATION\n\n- **Input**: Complete meeting data with all action items\n- **Processing**: Creates separate item per action item\n- **Output**: N items (one per task)\n- **Purpose**: Allows individual task creation in Google Tasks\n- **Each item contains**: task, assignee, deadline, context"
},
"typeVersion": 1
},
{
"id": "b7dd2f52-cc18-4636-846b-0038e3b23eb8",
"name": "Sticky Note17",
"type": "n8n-nodes-base.stickyNote",
"position": [
2240,
512
],
"parameters": {
"color": 7,
"width": 272,
"height": 544,
"content": "\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n## TASK MANAGEMENT INTEGRATION\n\n**Select your preferred Google Tasks list**\n**Creates task** in: **Google Tasks**\nFields populated:\n- Title: Task description\n- Due date: ISO format with timezone\n- Notes: Context + meeting reference + assignee\n**Task List**: Default list\nEnables tracking in Google ecosystem"
},
"typeVersion": 1
},
{
"id": "756c055c-ef44-4368-8531-44faa8ebb6a1",
"name": "Sticky Note18",
"type": "n8n-nodes-base.stickyNote",
"position": [
-816,
-352
],
"parameters": {
"color": 7,
"width": 464,
"height": 1184,
"content": "## MEETING MINUTES & ACTION ITEM TRACKER - OVERVIEW\n\n\nPURPOSE:\nAutomates the complete meeting documentation and task distribution \nprocess using AI. Converts raw meeting transcripts into professional \nPDFs, distributes to stakeholders, and creates trackable tasks.\n\nINPUT:\nPOST request to webhook with:\n- Meeting title, date, participants\n- Raw transcript text\n\nPROCESSING STAGES:\n1. DATA PREP: Cleans transcript, validates quality (>50 words)\n2. AI ANALYSIS: GPT-4 generates summary + extracts action items\n3. ENRICHMENT: Adds deadlines, priorities, sorts by urgency\n4. PDF CREATION: Generates professional document with styling\n5. DISTRIBUTION: Emails participants, saves to Drive, posts to Slack\n6. TASK MANAGEMENT: Sends personalized emails, creates Google Tasks\n\nOUTPUT:\n- Professional PDF (stored in Google Drive)\n- Email to all participants with overview\n- Individual emails to each assignee with their specific tasks\n- Slack notification to team channel\n- Tasks created in Google Tasks\n- All action items tracked with deadlines and priorities\n\nKEY FEATURES:\n✓ Parallel processing (speed optimized)\n✓ Priority detection (urgent/high/normal/low)\n✓ Deadline calculation (days remaining)\n✓ Automatic sorting (priority → deadline)\n✓ Grouped notifications (1 email per person, not per task)\n✓ Permanent storage (Google Drive)\n\n\nEXECUTION TIME:\n~30-45 seconds end-to-end\n\nDEPENDENCIES:\n- OpenAI API (GPT-4)\n- Gmail API\n- Google Drive API\n- Google Tasks API\n- Slack API\n- htmlcsstopdf API\n\nERROR HANDLING:\nCurrently no automatic retry. Manual rerun required on failure.\nConsider adding Error Trigger node for production use."
},
"typeVersion": 1
},
{
"id": "2828c58b-106b-4131-8e52-7baf1478b85b",
"name": "Sticky Note19",
"type": "n8n-nodes-base.stickyNote",
"position": [
-288,
512
],
"parameters": {
"color": 7,
"width": 592,
"height": 1136,
"content": "## SETUP INSTRUCTIONS\n\nREQUIRED CREDENTIALS:\n1. OpenAI API - Get from https://platform.openai.com\n2. Gmail OAuth2 - Connect your Google account\n3. Google Drive OAuth2 - Same Google account\n4. Google Tasks OAuth2 - Same Google account\n5. Slack OAuth2 - Connect your workspace\n6. htmlcsstopdf API - Get from https://pdfmunk.com\n\n**CONFIGURATION STEPS**:\n- WEBHOOK: Note your webhook URL after activation\n\n- EMAIL NODES:\n - \"Email All Participants\": Uses participants array from input\n - \"Send Individual Task Emails\": Change @yourcompany.com to your domain\n\n- GOOGLE DRIVE:\n - Select folder where PDFs should be stored\n - Recommended: Create \"Meeting Minutes\" folder\n\n- SLACK:\n - Select channel for team notifications\n - Recommended: Create #meeting-notes channel\n\n- GOOGLE TASKS:\n - Select task list where tasks should be created\n - Default list works fine\n\nINPUT FORMAT:\nPOST to webhook with JSON:\n```\n{\n \"title\": \"Meeting Title\",\n \"date\": \"2025-09-29\",\n \"participants\": [\"person1@email.com\", \"person2@email.com\"],\n \"duration\": \"45 minutes\",\n \"transcript\": \"Full meeting transcript text here...\"\n}\n```\nTESTING:\n1. Use the webhook URL with sample meeting data\n2. Check execution log for any errors\n3. Verify PDF in Google Drive\n4. Check emails were sent\n5. Confirm tasks created in Google Tasks\n\nCUSTOMIZATION:\n- Modify PDF styling in \"Generate PDF Document\" node\n- Adjust email templates in Gmail nodes\n- Change AI prompts in OpenAI nodes for different output\n- Modify priority/deadline logic in \"Parse and Enrich Data\""
},
"typeVersion": 1
}
],
"active": false,
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"versionId": "ff824dc2-123e-4310-a036-d320361fffe1",
"connections": {
"Clean Transcript": {
"main": [
[
{
"node": "Validate Transcript Length",
"type": "main",
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]
]
},
"Save PDF to Drive": {
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},
"Combine AI Responses": {
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},
"Notify Slack Channel": {
"main": [
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},
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"type": "main",
"index": 0
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},
"Add PDF Download Link": {
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"type": "main",
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},
"Download PDF from URL": {
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"type": "main",
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}
]
]
},
"Generate PDF Document": {
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{
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"type": "main",
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"type": "main",
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}
]
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},
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{
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"type": "main",
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{
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"type": "main",
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}
]
]
},
"Email All Participants": {
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},
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"type": "main",
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}
]
]
},
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"type": "main",
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}
]
]
},
"Generate Meeting Summary": {
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{
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"type": "main",
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}
]
]
},
"Split Tasks for Creation": {
"main": [
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"type": "main",
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}
]
]
},
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[
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"type": "main",
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},
{
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"type": "main",
"index": 0
}
]
]
},
"Send Individual Task Emails": {
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]
}
}
},
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},
"status": "published",
"user": {
"name": "Jitesh Dugar",
"username": "jiteshdugar",
"bio": "AI Automation Specialist - OpenAI, CRM & Automation Expert with a solid understanding of various tools that include Zapier, Make, Zoho CRM, Hubspot, Google Sheets, Airtable, Pipedrive, Google Analytics, and more.",
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}
]
},
{
"id": 356,
"icon": "file:gmail.svg",
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"wait",
"hitl",
"approval"
],
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},
{
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"icon": "🎫",
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},
{
"url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/",
"icon": "store",
"label": "6 e-commerce workflows to power up your Shopify s"
},
{
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"icon": "👥",
"label": "How to get started with CRM automation (with 3 no-code workflow ideas"
},
{
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"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! Your business doesn't need you to operate"
},
{
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"icon": "💪",
"label": "Using Automation to Boost Productivity in the Workplace"
}
],
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"url": "https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.gmail/"
}
],
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}
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},
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}
}
},
"group": "[\"transform\"]",
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},
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{
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}
]
},
{
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"icon": "fa:sticky-note",
"name": "n8n-nodes-base.stickyNote",
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"Sticky"
],
"categories": [
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"nodeVersion": "1.0",
"codexVersion": "1.0",
"subcategories": {
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]
}
}
},
"group": "[\"input\"]",
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"color": "#FFD233"
},
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"type": "icon"
},
"displayName": "Sticky Note",
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"name": "Core Nodes"
}
]
},
{
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"icon": "file:code.svg",
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"Javascript",
"JS",
"Python",
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}
]
},
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"nodeVersion": "1.0",
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"subcategories": {
"Core Nodes": [
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]
}
}
},
"group": "[\"transform\"]",
"defaults": {
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},
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"name": "Development"
},
{
"id": 9,
"name": "Core Nodes"
}
]
},
{
"id": 1250,
"icon": "file:openAi.svg",
"name": "@n8n/n8n-nodes-langchain.openAi",
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"tts",
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}
]
},
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],
"subcategories": {
"AI": [
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}
}
},
"group": "[\"transform\"]",
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},
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"id": 25,
"name": "AI"
},
{
"id": 26,
"name": "Langchain"
}
]
}
],
"categories": [
{
"id": 40,
"name": "Support Chatbot"
},
{
"id": 47,
"name": "AI Chatbot"
}
],
"image": []
}
}