Handle order status webhooks with Microsoft SQL Server and email

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1. Workflow Overview

Quick Overview This workflow receives order status updates via a webhook, validates and normalizes the payload, routes by status, and either returns an immediate JSON response or (for rejections) l...

Best for

CRM automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.if, n8n-nodes-base.respondtowebhook, n8n-nodes-base.set, n8n-nodes-base.switch, n8n-nodes-base.emailsend, n8n-nodes-base.webhook, n8n-nodes-base.microsoftsql

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Handle order status webhooks with Microsoft SQL Server and email
Workflow name: Handle order status webhooks with Microsoft SQL Server and email

Quick Overview

This workflow receives order status updates via a webhook, validates and normalizes the payload, routes by status, and either returns an immediate JSON response or (for rejections) logs activity to Microsoft SQL Server and sends a rejection email via SMTP.

How it works

Receives a POST request with an order status update through an n8n webhook.
Validates that email, orderId, and newStatus are present and returns a 400 JSON error response if any required fields are missing.
Normalizes the payload into consistent fields (including a timestamp and formatted rejection reason) and routes processing based on newStatus.
For Approved, Pending, and Completed statuses, returns a 200 JSON response confirming the status handling.
For Rejected status, generates an HTML rejection email, inserts rejection and email logs into Microsoft SQL Server, sends the email via SMTP, and returns a 200 JSON success response.

Setup

Enable the webhook trigger and set the webhook path, then copy the production webhook URL into the system that sends order status updates.
Add Microsoft SQL Server credentials and ensure the ActivityLogs and EmailLogs tables (and referenced columns) match the INSERT queries used by the workflow.
Add an SMTP/email credential for the email-sending step and set the fromEmail address to a valid sender.

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 - Sticky Note

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

Block 2 - Sticky Note1

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

Block 3 - Sticky Note2

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

Block 4 - Sticky Note3

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

Block 5 - Sticky Note4

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

Block 6 - Sticky Note5

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

Block 7 - Sticky Note6

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

Block 8 - Validate Payload

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

Block 9 - Error Response

Type / Role: n8n-nodes-base.respondToWebhook - respondToWebhook
Config choices: Version 1.5

Block 10 - Format Data

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 11 - Route By Status

Type / Role: n8n-nodes-base.switch - switch
Config choices: Version 3.4

Block 12 - Approved Response

Type / Role: n8n-nodes-base.respondToWebhook - respondToWebhook
Config choices: Version 1.5

Block 13 - Prepare Rejection Email

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 14 - Send Rejection Email

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

Block 15 - Pending Response

Type / Role: n8n-nodes-base.respondToWebhook - respondToWebhook
Config choices: Version 1.5

Block 16 - Completed Response

Type / Role: n8n-nodes-base.respondToWebhook - respondToWebhook
Config choices: Version 1.5

Block 17 - Order Status Webhook

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

Block 18 - Log Rejection

Type / Role: n8n-nodes-base.microsoftSql - microsoftSql
Config choices: Version 1.1

Block 19 - Rejection Response

Type / Role: n8n-nodes-base.respondToWebhook - respondToWebhook
Config choices: Version 1.5

3. Summary Table

Workflow	Handle order status webhooks with Microsoft SQL Server and email
Complexity	advanced
Nodes	19
Categories	CRM
Author	Prakash Software
Published	12 Jun 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/16294/16294.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 CRM workflows

Frequently asked questions

What does Handle order status webhooks with Microsoft SQL Server and email 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 CRM use case.

Prakash Software

3 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.if n8n-nodes-base.respondtowebhook n8n-nodes-base.set n8n-nodes-base.switch n8n-nodes-base.emailsend n8n-nodes-base.webhook n8n-nodes-base.microsoftsql

Complexity

advanced

Published 12 Jun 2026

Likes 0

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Install path: /data/workflows/16294/16294.json

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Handle order status webhooks with Microsoft SQL Server and email

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Quick Overview

How it works

Setup

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Sticky Note

Block 2 - Sticky Note1

Block 3 - Sticky Note2

Block 4 - Sticky Note3

Block 5 - Sticky Note4

Block 6 - Sticky Note5

Block 7 - Sticky Note6

Block 8 - Validate Payload

Block 9 - Error Response

Block 10 - Format Data

Block 11 - Route By Status

Block 12 - Approved Response

Block 13 - Prepare Rejection Email

Block 14 - Send Rejection Email

Block 15 - Pending Response

Block 16 - Completed Response

Block 17 - Order Status Webhook

Block 18 - Log Rejection

Block 19 - Rejection Response

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