AI email reply based on HubSpot data + Slack approval

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

This n8n template drafts customer ready email replies using Google Gemini, enriched with HubSpot context (contact, deals, companies, tickets). Each draft is routed to Slack for one click approval b...

Best for

Lead Nurturing automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

@n8n/n8n-nodes-langchain.lmchatgooglegemini, n8n-nodes-base.gmail, n8n-nodes-base.gmailtrigger, n8n-nodes-base.filter, @n8n/n8n-nodes-langchain.agent, n8n-nodes-base.hubspot, n8n-nodes-base.code, n8n-nodes-base.httprequest

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Miha.

Original n8n.io source

1.1 Workflow description

Title: AI email reply based on HubSpot data + Slack approval
Workflow name: AI email reply based on HubSpot data + Slack approval

This n8n template drafts customer-ready email replies using Google Gemini, enriched with HubSpot context (contact, deals, companies, tickets). Each draft is routed to Slack for one-click approval before it’s sent from Gmail—so you move fast without losing control.

Ideal for support and sales teams that want speedy, personalized responses while keeping humans in the loop.

How it works

Gmail Trigger watches for new inbound emails.
Sender filter excludes internal domains (e.g., n8n.io) to avoid auto-replying to teammates.
HubSpot contact lookup finds the sender and fetches associated deals/companies/tickets via association + batch read.
CRM context is normalized into clean, LLM-friendly fields (no IDs or sensitive noise).
Gemini (Google AI Studio) generates a concise, friendly reply using:
- Sender name, subject, and message snippet
- Safe, relevant HubSpot context (e.g., top 1–2 deals or an open ticket)
- Style constraints (≤ ~150 words, single CTA, optional clarifying question)
Slack approval posts the draft to a channel; if approved, n8n replies via Gmail in the original thread.

How to use

Gmail: Connect the same account for the trigger and reply nodes.
HubSpot: Connect OAuth on the search + HTTP request nodes.
Gemini: Add your Google AI Studio API key to the Google Gemini Chat Model node.
Slack: Connect and select the channel for draft approvals.
(Optional) Filter: Adjust the Allowed Sender filter before going live.
(Optional) Prompt: Edit “Draft Reply (AI Agent)” tone/length or how much CRM detail to include.
Activate the workflow. New emails will produce Slack-approved replies automatically.

Requirements

Gmail (trigger + send)
HubSpot (OAuth2) for contact + associations
Slack for approval step
Google Gemini (Google AI Studio API key)

Notes & customization

Safety rails: The prompt avoids exposing IDs/raw JSON and caps CRM details to what’s useful.
Auto-send mode: Skip Slack if you want fully automated replies for specific senders/labels.
Richer context: Extend the batch read to pull more properties (e.g., next step, renewal date).
Triage: Branch on subject/labels to route billing vs. technical requests to different prompts.
QA queue: If the model asks a clarifying question, keep it to one—the node enforces that.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Google Gemini Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatGoogleGemini - lmChatGoogleGemini
Config choices: Version 1

Block 2 - Reply to a message

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 3 - Watch Gmail (New Inbound)

Type / Role: n8n-nodes-base.gmailTrigger - gmailTrigger
Config choices: Version 1.3

Block 4 - Filter: Allowed Sender

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 5 - Draft Reply (AI Agent)

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 6 - Find Contact by Email

Type / Role: n8n-nodes-base.hubspot - hubspot
Config choices: Version 2.1

Block 7 - Set Record Types

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 8 - List Contact Associations

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 9 - Build Batch Read Requests

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 10 - Batch Read Objects

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 11 - Normalize CRM Context for LLM

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 12 - Wait for Response - Approve Auto-Reply

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.3

Block 13 - If Approved?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 14 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 15 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 16 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 17 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 18 - Workflow Overview

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	AI email reply based on HubSpot data + Slack approval
Complexity	advanced
Nodes	18
Categories	Lead Nurturing, AI Chatbot
Author	Miha
Published	26 Sept 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/8967/8967.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Lead Nurturing workflows AI Chatbot workflows

Frequently asked questions

What does AI email reply based on HubSpot data + Slack approval do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Lead Nurturing, AI Chatbot use case.

Miha

10 workflows

Nodes

@n8n/n8n-nodes-langchain.lmchatgooglegemini n8n-nodes-base.gmail n8n-nodes-base.gmailtrigger n8n-nodes-base.filter @n8n/n8n-nodes-langchain.agent n8n-nodes-base.hubspot n8n-nodes-base.code n8n-nodes-base.httprequest

Complexity

advanced

Published 26 Sept 2025

Likes 0

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Install path: /data/workflows/8967/8967.json

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AI email reply based on HubSpot data + Slack approval

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

How it works

How to use

Requirements

Notes & customization

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Google Gemini Chat Model

Block 2 - Reply to a message

Block 3 - Watch Gmail (New Inbound)

Block 4 - Filter: Allowed Sender

Block 5 - Draft Reply (AI Agent)

Block 6 - Find Contact by Email

Block 7 - Set Record Types

Block 8 - List Contact Associations

Block 9 - Build Batch Read Requests

Block 10 - Batch Read Objects

Block 11 - Normalize CRM Context for LLM

Block 12 - Wait for Response - Approve Auto-Reply

Block 13 - If Approved?

Block 14 - Sticky Note

Block 15 - Sticky Note1

Block 16 - Sticky Note2

Block 17 - Sticky Note3

Block 18 - Workflow Overview

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions