Automated hospital outreach system: Send personalized emails via Google Sheets & Gmail

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Important notice

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

1. Workflow Overview

Description: This workflow automates personalized email outreach to a list of hospitals. It uses a chat based interface to accept a region and a list of hospital names, looks up their specific cont...

Best for

Content Creation automation workflows
Lead Nurturing automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.googlesheets, @n8n/n8n-nodes-langchain.chattrigger, n8n-nodes-base.code, n8n-nodes-base.splitinbatches, n8n-nodes-base.switch, n8n-nodes-base.gmail, n8n-nodes-base.stickynote

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Automated hospital outreach system: Send personalized emails via Google Sheets & Gmail
Workflow name: Automated hospital outreach system: Send personalized emails via Google Sheets & Gmail

Description:

This workflow automates personalized email outreach to a list of hospitals. It uses a chat-based interface to accept a region and a list of hospital names, looks up their specific contact details from a structured Google Sheet, and sends a tailored email via Gmail.

Who’s it for

This template is perfect for healthcare startups, medical device sales representatives, or IT consultants who need to conduct targeted outreach to hospital administrators. It's designed for anyone looking to automate a personalized, region-specific email campaign without manual data entry.

How it works

Trigger: You provide input via a chat message. The first line is the region (e.g., LUZON), and each subsequent line is a hospital name.
Parsing: A Code node splits your message into a structured list of items for processing.
Batching: The workflow processes each hospital one by one for reliable execution.
Data Lookup: Based on the region, the workflow queries the corresponding sheet in a Google Sheets document to find the hospital's specific contact details.
Email Delivery: A personalized email is sent to the hospital's email address using Gmail, pulling data from the spreadsheet to customize the message.

How to set up

Credentials: Set up n8n credentials for Google Sheets and Gmail (using OAuth2 recommended).
Google Sheet: Duplicate the provided template Sheet structure. Your sheet must have columns like Hospital Name and Main Email.
Workflow Configuration: Replace the placeholder Google Sheet ID in the Set Configuration node with the ID of your own sheet.

Requirements

An n8n instance (cloud or self-hosted).
A Google account with access to Google Sheets and Gmail.
The provided Google Sheets template structure.

How to customize

Email Template: Modify the email subject and body in the Send Gmail Message node. Use placeholders like {{ $json["Your Field"] }} to insert data from your Google Sheet.
Data Source: Replace the Google Sheets node with another data source (e.g., Airtable, PostgreSQL) by ensuring it outputs data in a similar JSON format.
Output: Instead of Gmail, use the SendBlue node to send an SMS or the Slack node to send a DM.

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 - MINDANAO

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 2 - VISAYAS FILES

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 3 - LUZON FILES

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 4 - When chat message received

Type / Role: @n8n/n8n-nodes-langchain.chatTrigger - chatTrigger
Config choices: Version 1.3

Block 5 - Hospital Parser

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

Block 6 - Batch Sender

Type / Role: n8n-nodes-base.splitInBatches - splitInBatches
Config choices: Version 3

Block 7 - Region Switcher

Type / Role: n8n-nodes-base.switch - switch
Config choices: Version 3.2

Block 8 - Send Gmail Message

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

Block 9 - Sticky Note

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

Block 10 - Sticky Note1

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

Block 11 - Sticky Note2

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

3. Summary Table

Workflow	Automated hospital outreach system: Send personalized emails via Google Sheets & Gmail
Complexity	intermediate
Nodes	11
Categories	Content Creation, Lead Nurturing
Author	Hans Wilhelm Radam
Published	21 Sept 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/8797/8797.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 Content Creation workflows Lead Nurturing workflows

Frequently asked questions

What does Automated hospital outreach system: Send personalized emails via Google Sheets & Gmail 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 Content Creation, Lead Nurturing use case.

Hans Wilhelm Radam

2 workflows

Nodes

n8n-nodes-base.googlesheets @n8n/n8n-nodes-langchain.chattrigger n8n-nodes-base.code n8n-nodes-base.splitinbatches n8n-nodes-base.switch n8n-nodes-base.gmail n8n-nodes-base.stickynote

Complexity

intermediate

Published 21 Sept 2025

Likes 0

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Install path: /data/workflows/8797/8797.json

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Automated hospital outreach system: Send personalized emails via Google Sheets & Gmail

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Description:

Who’s it for

How it works

How to set up

Requirements

How to customize

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - MINDANAO

Block 2 - VISAYAS FILES

Block 3 - LUZON FILES

Block 4 - When chat message received

Block 5 - Hospital Parser

Block 6 - Batch Sender

Block 7 - Region Switcher

Block 8 - Send Gmail Message

Block 9 - Sticky Note

Block 10 - Sticky Note1

Block 11 - Sticky Note2

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