{ "workflow": { "id": 9504, "name": "Automate university admission process with Email verification, PDF generation & Gmail", "views": 122, "recentViews": 0, "totalViews": 122, "createdAt": "2025-10-12T06:26:07.350Z", "description": "# University Admission Confirmation & Welcome Kit\n\nA robust **n8n workflow template** that automates the university admission process for colleges, universities, and educational programs. \nThis workflow validates student emails, generates professional PDF admission letters, sends personalized welcome emails, and handles errors efficiently — all in **under 15 seconds per submission**. \n\nPerfect for streamlining student onboarding with professional communication.\n\n---\n\n## Overview\n\nThis workflow automates the process of handling new admission submissions by:\n- Verifying student emails in real-time \n- Generating university-branded admission confirmation PDFs \n- Sending personalized welcome emails \n- Logging invalid entries and preventing spam \n\n---\n\n## Key Features\n\n### Email Verification & Fraud Prevention\n- Real-time email validation using **VerifiEmail API** \n- Checks **RFC compliance, MX records, disposable emails**, and **spoofed addresses** \n- Rejects invalid emails before processing \n- Prevents fake registrations and ensures deliverability \n\n### Automated PDF Generation\n- Creates **branded, print-ready admission letters** using **PDFMunk** \n- Includes student details, program information, and verification badge \n- Professional design with gradient headers and university branding \n- Dynamic data integration for personalized documents \n\n### Smart Email Notifications\n- **Student Welcome Email:** Personalized confirmation with PDF attachment \n- **Invalid Email Alerts:** Notifies admissions team of failed validations \n- **Responsive Design:** Mobile-friendly, clear next steps \n\n### Intelligent Routing\n- Conditional logic based on validation results \n- Valid emails → generate PDF + send email \n- Invalid emails → log and stop workflow \n- Saves API usage and execution time \n\n### Error Handling\n- Comprehensive error detection for validation and API failures \n- Detailed logging for invalid addresses \n- Stops on failure to avoid unnecessary processing \n- Sends admin alerts with actionable info \n\n---\n\n## Perfect For\n- Universities & Colleges (Undergraduate & Postgraduate Admissions) \n- Online Education Platforms (MOOCs, Certifications) \n- Training & Vocational Programs \n- Study Abroad Agencies \n- Scholarship & Fellowship Applications \n- Continuing Education Departments \n\n---\n\n## Workflow Statistics\n\n| Metric | Detail |\n|---------|--------|\n| **Total Nodes** | 15 |\n| **Complexity** | ⭐⭐ Medium |\n| **Processing Time** | 8–15 seconds per submission |\n| **Setup Time** | 10–15 minutes |\n| **Code Required** | ❌ No code (No-code solution) |\n| **Maintenance** | Minimal (Set & forget) |\n\n---\n\n## Requirements\n\n### Required Services & APIs\n\n| Service | Purpose | Signup |\n|----------|----------|--------|\n| **VerifiEmail API** | Email validation | [verifi.email](https://verifi.email) |\n| **PDFMunk API** | PDF generation | [pdfmunk.com](https://pdfmunk.com) |\n| **Gmail** | Email notifications | [Google Cloud Console](https://console.cloud.google.com) |\n\n### Optional Integrations\n- Google Forms or Typeform (data source)\n- Google Sheets (admission tracking)\n- Slack (team notifications)\n- CRM (Salesforce, HubSpot, etc.)\n\n---\n\n## What Gets Created\n\n### PDF Admission Letter\n- Generated using **PDFMunk API**\n- Includes:\n - University-branded header & gradient design \n - Email verification badge \n - Student details (Name, Course, Application ID) \n - Admission date & program info \n - Professional footer & signature \n\n### Email Notifications\n\n#### 1. Student Welcome Email \n- Personalized greeting + attached PDF \n- Next steps checklist (enrollment, orientation, etc.) \n- Mobile-responsive design \n\n#### 2. Invalid Email Alert (Admin) \n- Sent to admissions@youruniversity.edu \n- Includes failure reasons, student name, and application ID \n- Actionable follow-up steps \n\n---\n\n## Quick Start Guide\n\n### 1️⃣ Import Template\n- Copy workflow JSON \n- In **n8n → Workflows → Import from Clipboard** \n- Paste and import\n\n### 2️⃣ Configure Credentials (10 minutes)\n\n#### A. VerifiEmail API\n- Sign up → get API key → add under *VerifiEmail account*\n\n#### B. PDFMunk API\n- Sign up → get API key → add under *HtmlcsstopdfApi account*\n\n#### C. Gmail OAuth2\n- Create project in Google Cloud Console \n- Enable Gmail API → OAuth 2.0 credentials \n- Add under *Gmail account* in n8n \n\n### 3️⃣ Update Email Addresses\n- **Welcome Email Node:** admissions@youruniversity.edu \n- **Invalid Alert Node:** admissions team email \n- Update branding details in email + PDF templates \n\n### 4️⃣ Test the Workflow\n```bash\ncurl -X POST https://your-n8n.com/webhook/admission-form \\\n-H \"Content-Type: application/json\" \\\n-d '{\n \"name\": \"John Doe\",\n \"email\": \"john.doe@example.com\",\n \"course\": \"B.Tech Computer Science\",\n \"college_name\": \"TechNova University\",\n \"application_id\": \"TN-2025-0451\",\n \"admission_date\": \"2025-10-12\"\n}'\n````\n\n### 5️⃣ Activate Workflow\n\nToggle ON in n8n (top-right corner).\n\n---\n\n## 🧠 Detailed Setup Instructions\n\n### Step 1: VerifiEmail Configuration\n\n* Sign up → get API key\n* Add in *VerifiEmail Node* credentials\n* Test with sample email\n\n### Step 2: PDFMunk Setup\n\n* Sign up → get API key\n* Add in *HTML to PDF Node*\n* Test with sample execution\n\n### Step 3: Gmail Configuration\n\n* Enable Gmail API\n* Add OAuth 2.0 credentials\n* Authenticate with Gmail account\n* Test sending an email\n\n### Step 4: Webhook Setup\n\n* Copy webhook URL from “Webhook - Admission Form” node\n* Connect your form platform (Google Form, Typeform, etc.)\n* Ensure JSON payload includes:\n `name`, `email`, `course`, `college_name`, `application_id`, `admission_date`\n\n### Step 5: Test & Validate\n\n* ✅ **Valid email:** Check PDF generation + welcome email\n* ❌ **Invalid email:** Confirm admin alert sent\n* ⚠️ **Missing data:** Review error logs\n\n---\n\n## 🔄 Workflow Diagram\n\n```\nStart\n ↓\nWebhook Trigger\n ↓\nEmail Verification (VerifiEmail API)\n ↓\nConditional Check (Valid?)\n ↙️ ↘️\nTRUE FALSE\n ↓ ↓\nGenerate PDF Log Error\n ↓ ↓\nSend Welcome Email End\n ↓\nDone ✅\n```\n\n---\n\n## Processing Flow Details\n\n| Stage | Time |\n| ----------------------- | ----------- |\n| Webhook → Data capture | ~0s |\n| Email Verification | ~2–3s |\n| PDF Generation | ~4–6s |\n| Email Delivery | ~2–3s |\n| **Total (Valid Email)** | **8–15s ⚡** |\n| **Invalid Email Path** | **3–5s 🚀** |\n\n---\n\n## Customization Options\n\n### Easy Customizations\n\n* **Email Templates:** Update HTML & university branding\n* **PDF Template:** Modify HTML (colors, fonts, fields)\n* **Error Messages:** Customize admin alerts\n\n### Advanced Customizations\n\n* **Add Tracking:** Google Sheets or CRM\n* **Multi-Language Support:** Generate localized PDFs\n* **Extra Notifications:** Slack or SMS for staff\n* **CRM Integration:** Auto-push student data to Salesforce\n\n---\n\n## Troubleshooting\n\n| Issue | Cause | Solution |\n| -------------------- | ----------------------------- | ----------------------------- |\n| Email marked invalid | API key or quota issue | Check VerifiEmail dashboard |\n| PDF not generated | HTML error or expired API key | Validate HTML + check PDFMunk |\n| Email not sent | OAuth expired | Re-auth Gmail credential |\n| Webhook inactive | URL incorrect or workflow off | Activate + test via curl |\n\n---\n\n## Performance & Scalability\n\n| Metric | Current Capacity |\n| ---------------------- | --------------------------------- |\n| Concurrent Submissions | 10–20 |\n| Daily Volume | 500–1000 |\n| PDF Size | 100–500 KB |\n| Storage | Temporary (email attachment only) |\n\n### Scaling Up\n\n* Upgrade API tiers for high-volume admissions\n* Add queue system or DB logging\n* Validate large payloads & compress data\n\n---\n\n## Security & Privacy\n\n* All API calls via HTTPS\n* OAuth2 for Gmail authentication\n* No student data stored post-execution\n* Encrypted verification process\n\n### Compliance\n\n* GDPR compliant (minimal retention)\n* Secure credential storage in n8n\n* Full audit via execution logs\n\n---\n\n## License\n\nThis template is provided as-is for commercial and personal use under the **MIT License**.\n\n```\n", "workflow": { "id": "W5pXaBvkQw0fRgtq", "meta": { "instanceId": "277842713620d9f5554de3b1518b865a152c8c4db680008bd8aec536fc18b4a8", "templateCredsSetupCompleted": true }, "name": "University Admission Confirmation & Welcome Kit", "tags": [ { "id": "1aJxLPnoF1djapym", "name": "student-onboarding", "createdAt": "2025-10-22T14:02:55.311Z", "updatedAt": "2025-10-22T14:02:55.311Z" }, { "id": "VtKtlbiltEKc4K10", "name": "pdf-generation", "createdAt": "2025-10-22T14:02:55.317Z", "updatedAt": "2025-10-22T14:02:55.317Z" }, { "id": "ci2wH1ejVpSkW4Lr", "name": "verifiemail", "createdAt": "2025-10-22T14:02:55.281Z", "updatedAt": "2025-10-22T14:02:55.281Z" }, { "id": "kYNBAoHPSd955OKZ", "name": "education", "createdAt": "2025-10-22T14:02:55.325Z", "updatedAt": "2025-10-22T14:02:55.325Z" }, { "id": "zpw5BOkTHTazT7F6", "name": "email-automation", "createdAt": "2025-10-22T14:02:55.321Z", "updatedAt": "2025-10-22T14:02:55.321Z" } ], "nodes": [ { "id": "7a53c9ca-ebbc-4411-81a2-70d04fb3dfdd", "name": "Sticky Note - Webhook Info", "type": "n8n-nodes-base.stickyNote", "position": [ -2176, 464 ], "parameters": { "color": 7, "width": 480, "height": 468, "content": "## STEP 1: WEBHOOK TRIGGER\n\n**Test with cURL:**\n```bash\ncurl -X POST https://your-n8n-instance.com/webhook/admission-form \\\n -H \"Content-Type: application/json\" \\\n -d '{\n \"name\": \"John Doe\",\n \"email\": \"student@example.com\",\n \"course\": \"B.Tech Computer Science\",\n \"college_name\": \"TechNova University\",\n \"application_id\": \"TN-2025-0451\",\n \"admission_date\": \"2025-10-12\"\n }'\n```" }, "typeVersion": 1 }, { "id": "4c1d1566-e330-4f6a-9b5c-3faf647b866b", "name": "Sticky Note - Credentials Setup", "type": "n8n-nodes-base.stickyNote", "position": [ -2640, 992 ], "parameters": { "color": 7, "width": 392, "height": 376, "content": "## SETUP CREDENTIALS FIRST\n\n### 1️⃣ VerifiEmail API\n- Sign up: https://verifi.email\n- Get API key from dashboard\n\n### 2️⃣ Gmail OAuth2\n- Select: \"Gmail OAuth2 API\"\n\n### 3️⃣ HTML/CSS to PDF API\n- Get API credentials at: https://pdfmunk.com\n\n\n**Test each credential before running the workflow!**" }, "typeVersion": 1 }, { "id": "417c4a99-9893-4d97-98db-432420594e2f", "name": "Sticky Note - VerifiEmail Info", "type": "n8n-nodes-base.stickyNote", "position": [ -1680, 496 ], "parameters": { "color": 7, "width": 396, "height": 448, "content": "## STEP 2: EMAIL VERIFICATION\n\n**Checks Performed:**\n- ✅ RFC compliant format\n- ✅ Valid MX records exist\n- ✅ Domain is active\n- ✅ Mailbox is deliverable\n- ✅ Not a disposable email\n- ✅ Spoof-free verification\n\n**Purpose:** Prevents fake registrations and ensures email deliverability" }, "typeVersion": 1 }, { "id": "7d1b0210-d498-4926-8003-5648bafe30a1", "name": "Sticky Note - IF Condition Info", "type": "n8n-nodes-base.stickyNote", "position": [ -1264, 432 ], "parameters": { "color": 7, "width": 360, "height": 496, "content": "## STEP 3: CONDITIONAL ROUTING\n\n**Decision Logic:**\nChecks `{{ $json.valid }}` from VerifiEmail\n\n**TRUE Path (Green) ✅**\nEmail is valid and deliverable\n→ Proceed to PDF generation\n→ Send confirmation email\n\n**FALSE Path (Red) ❌**\nEmail is invalid/undeliverable\n→ Stop workflow\n→ Log error with details\n→ No PDF generated\n→ No email sent" }, "typeVersion": 1 }, { "id": "84df3791-aea4-40d9-af7c-a9de1d5fa158", "name": "Stop - Invalid Email", "type": "n8n-nodes-base.stopAndError", "position": [ -784, 1072 ], "parameters": { "errorMessage": "=Email validation failed for: {{ $('Admission Form').item.json.body.email }}\n\nApplication ID: {{ $('Admission Form').item.json.body.application_id }}\nStudent: {{ $('Admission Form').item.json.body.name }}\n\nReason: Invalid or undeliverable email address.\n\nAction Required: Contact student to verify email address." }, "typeVersion": 1 }, { "id": "7d22d91c-a05d-4385-acaa-7b7087ec8856", "name": "Sticky Note - Error Path Info", "type": "n8n-nodes-base.stickyNote", "position": [ -864, 1056 ], "parameters": { "color": 7, "width": 360, "height": 492, "content": "\n\n\n\n\n\n\n\n\n\n## ERROR HANDLING\n\n**Triggered when:** Email validation fails\n\n**Actions:**\n- Workflow stops immediately\n- Error logged with full details\n- No resources wasted on invalid addresses\n\n**Error Message Includes:**\n- Student name\n- Failed email address\n- Application ID\n- Reason for failure\n- Recommended action\n" }, "typeVersion": 1 }, { "id": "494dae0e-1ad3-46f9-8723-aa6c27741ff4", "name": "Sticky Note - PDF Generation Info", "type": "n8n-nodes-base.stickyNote", "position": [ -880, 368 ], "parameters": { "color": 7, "width": 400, "height": 468, "content": "## STEP 4: PDF GENERATION\n\n**Converts HTML template to PDF using external API**\n\n**Template Features:**\n- Professional gradient header\n- University branding colors\n- Email verification badge\n- Detailed admission info box\n- Digital signature section\n- Footer with metadata\n\n**API Response:** Returns `pdf_url` for download" }, "typeVersion": 1 }, { "id": "46630413-481f-4bf6-8235-72493ebe7c10", "name": "Sticky Note - Gmail Info", "type": "n8n-nodes-base.stickyNote", "position": [ -48, 304 ], "parameters": { "color": 7, "width": 400, "height": 516, "content": "## STEP 6: EMAIL DELIVERY\n\n**Sends welcome email with PDF attachment via Gmail**\n\n**Email Components:**\n- Personalized greeting\n- Congratulatory message\n- Program confirmation\n- Highlighted PDF attachment notice\n- Next steps checklist (5 action items)\n- Contact information\n- Professional footer\n\n**Attachment:**\nPDF file from HTTP Request node (binary format)\nAutomatically attached via Gmail's binary attachment feature" }, "typeVersion": 1 }, { "id": "296d02cc-b2b3-47e6-9987-81ba7246d195", "name": "Sticky Note - Workflow Overview", "type": "n8n-nodes-base.stickyNote", "position": [ -2656, 384 ], "parameters": { "color": 7, "width": 456, "height": 544, "content": "## WORKFLOW OVERVIEW\n\n**Purpose:** Automated university admission confirmation system\n\n**Processing Time:** ~8-15 seconds end-to-end\n\n**Workflow Steps:**\n1️⃣ Receive admission data via webhook (POST)\n2️⃣ Verify email authenticity with VerifiEmail\n3️⃣ Route based on validation (valid/invalid)\n4️⃣ Generate personalized PDF admission letter\n5️⃣ Download PDF file via HTTP request\n6️⃣ Send email with PDF attachment via Gmail\n\n**Success Path:**\n✅ Valid email → PDF generated → Email sent\n\n**Error Path:**\n❌ Invalid email → Workflow stopped → Error logged\n\n**Perfect For:**\n- Universities & colleges\n- Educational institutions\n- Online course platforms\n- Training programs" }, "typeVersion": 1 }, { "id": "57fcb521-606a-4564-9504-4a1c88c82109", "name": "Verifi Email", "type": "n8n-nodes-verifiemail.verifiEmail", "position": [ -1568, 784 ], "parameters": { "email": "={{ $json.body.email }}" }, "credentials": { "verifiEmailApi": { "id": "credential-id", "name": "verifiEmailApi Credential" } }, "typeVersion": 1 }, { "id": "eace9399-7ea2-4da9-9f03-326394f3a085", "name": "HTML to PDF", "type": "n8n-nodes-htmlcsstopdf.htmlcsstopdf", "position": [ -784, 672 ], "parameters": { "html_content": "=\n\n\n \n\n\n
\n
\n

🎓 ADMISSION CONFIRMATION

\n

Academic Year 2025-2026

\n ✓ Email Verified\n
\n \n
\n

Dear {{ $('Admission Form').item.json.body.name }},

\n \n

\n Congratulations! We are delighted to inform you that you have been \n successfully admitted to the {{ $('Admission Form').item.json.body.course }} \n program at {{ $('Admission Form').item.json.body.college_name }}.\n

\n \n

\n This is a significant achievement, and we are thrilled to welcome you \n to our academic community. Your dedication and academic excellence have \n earned you this opportunity to pursue higher education with us.\n

\n \n
\n

📋 Admission Details

\n
\n Student Name:\n {{ $('Admission Form').item.json.body.name }}\n
\n
\n Application ID:\n {{ $('Admission Form').item.json.body.application_id }}\n
\n
\n Program:\n {{ $('Admission Form').item.json.body.course }}\n
\n
\n Institution:\n {{ $('Admission Form').item.json.body.college_name }}\n
\n
\n Admission Date:\n {{ $('Admission Form').item.json.body.admission_date }}\n
\n
\n Email (Verified):\n {{ $('Admission Form').item.json.body.email }}\n
\n
\n \n

\n Please retain this confirmation letter for your records. You will receive \n further communication regarding orientation, course registration, and \n other important details via email.\n

\n \n

\n Warm regards,
\n Office of Admissions
\n {{ $('Admission Form').item.json.body.college_name }}\n

\n
\n \n
\n

\n This is an official admission confirmation document generated on {{ $('Admission Form').item.json.body.admission_date }}.\n
\n Email verification powered by VerifiEmail | Provider: {{ $('Verifi Email').item.json.details.mx.provider }}\n

\n
\n
\n\n" }, "credentials": { "htmlcsstopdfApi": { "id": "credential-id", "name": "htmlcsstopdfApi Credential" } }, "typeVersion": 1 }, { "id": "f97a8e02-bea7-417b-a0b3-8911939c8b84", "name": "HTTP Request", "type": "n8n-nodes-base.httpRequest", "position": [ -336, 672 ], "parameters": { "url": "={{ $json.pdf_url }}", "options": { "response": { "response": { "responseFormat": "file" } } } }, "typeVersion": 4.2 }, { "id": "bbf804cb-2413-4039-be48-24e813a29c60", "name": "Sticky Note - HTTP Request Info", "type": "n8n-nodes-base.stickyNote", "position": [ -464, 368 ], "parameters": { "color": 7, "width": 400, "height": 448, "content": "## STEP 5: HTTP REQUEST - DOWNLOAD PDF\n\n**Purpose:** Downloads the generated PDF file from API\n\n**Why This Node is Needed:**\nThe HTML to PDF API returns a URL to the generated PDF. This node fetches the actual PDF file in binary format so it can be attached to the email.\n\n**Output:**\nBinary PDF data stored in the `data` property, which Gmail node uses for attachment\n" }, "typeVersion": 1 }, { "id": "5c90f533-5ca5-4263-90d9-7f2cf1f15e33", "name": "Send Welcome Email", "type": "n8n-nodes-base.gmail", "position": [ 112, 672 ], "webhookId": "fa68bbe7-16cf-4bfe-a942-f29d2c6011c0", "parameters": { "sendTo": "={{ $('Admission Form').item.json.body.email }}", "message": "=\n\n\n \n\n\n
\n
\n

🎉 Congratulations,{{ $('Admission Form').item.json.body.name }} !

\n
\n \n
\n

Dear {{ $('Admission Form').item.json.body.name }},

\n \n

\n We are thrilled to welcome you to {{ $('Admission Form').item.json.body.college_name }}! \n Your admission to the {{ $('Admission Form').item.json.body.course }} program has been confirmed.\n

\n \n
\n

\n 📎 Your official admission confirmation letter is attached to this email.\n Please download and keep it for your records.\n

\n
\n \n
\n 📋 Next Steps:\n
✅ Review your admission letter carefully
\n
✅ Complete the enrollment form (link in next email)
\n
✅ Attend the mandatory orientation session
\n
✅ Submit all required documents by the deadline
\n
✅ Pay admission fees to confirm your seat
\n
\n \n

\n Our admissions team will contact you within 48 hours with additional details \n about orientation, course registration, and campus facilities.\n

\n \n

\n We look forward to seeing you on campus and supporting you throughout \n your academic journey!\n

\n \n

\n Best regards,
\n Admissions Team
\n {{ $('Admission Form').item.json.body.college_name }}
\n 📧 admissions@technova.edu | 📞 +91-XXXX-XXXXXX\n

\n
\n \n
\n

This is an automated message. Please do not reply to this email.

\n

If you have questions, contact our admissions office.

\n
\n
\n\n", "options": { "attachmentsUi": { "attachmentsBinary": [ {} ] } }, "subject": "=🎓 Admission Confirmation - Welcome to {{ $('Admission Form').item.json.body.college_name }}!" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2 }, { "id": "d556376b-bcd1-42a1-94ef-3ea1bab9aa6a", "name": "Is Email Valid?", "type": "n8n-nodes-base.if", "position": [ -1104, 784 ], "parameters": { "conditions": { "boolean": [ { "value1": "={{ $json.valid }}", "value2": "={{ true }}" } ] } }, "typeVersion": 1 }, { "id": "cf2d0264-15fc-42ed-a2a2-a54a533c0d3d", "name": "Admission Form", "type": "n8n-nodes-base.webhook", "position": [ -2064, 784 ], "webhookId": "admission-form-webhook", "parameters": { "path": "admission-form", "options": {}, "httpMethod": "POST", "responseMode": "lastNode" }, "typeVersion": 1.1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "d76d823f-60c9-4553-ad36-ff8be5735ed5", "connections": { "HTML to PDF": { "main": [ [ { "node": "HTTP Request", "type": "main", "index": 0 } ] ] }, "HTTP Request": { "main": [ [ { "node": "Send Welcome Email", "type": "main", "index": 0 } ] ] }, "Verifi Email": { "main": [ [ { "node": "Is Email Valid?", "type": "main", "index": 0 } ] ] }, "Admission Form": { "main": [ [ { "node": "Verifi Email", "type": "main", "index": 0 } ] ] }, "Is Email Valid?": { "main": [ [ { "node": "HTML to PDF", "type": "main", "index": 0 } ], [ { "node": "Stop - 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