Reach out via email to new form submissions that meet a certain criteria

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Important notice

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

1. Workflow Overview

Use case When collecting new leads via a form, you need to follow up on new submissions. Often, this required a lot of manual work that includes reviewing each submission, checking if they meet you...

Best for

Lead Nurturing automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.formtrigger, n8n-nodes-base.clearbit, n8n-nodes-base.if, n8n-nodes-base.gmail, n8n-nodes-base.stickynote, n8n-nodes-base.set, n8n-nodes-base.noop, n8n-nodes-base.filter

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Reach out via email to new form submissions that meet a certain criteria
Workflow name: Reach out via email to new form submissions that meet a certain criteria

Use case

When collecting new leads via a form, you need to follow up on new submissions. Often, this required a lot of manual work that includes reviewing each submission, checking if they meet your criteria and then outreaching. With this workflow you can do all of that fully automatically and save a lot of your valuable time.

What this workflow does

This workflow runs every time you're receiving a new submission from an n8n form. It then filters out typical personal emails (such as Gmail, Hotmail, Yahoo etc.) before enriching the submission via Clearbit. It then checks, if the company of the submitter is a B2B company and has more than 499 employees. If it does, it sends an email via Gmail to the user.

Setup

Add the Clearbit and Gmail credentials
Click on Test Workflow
Enter your own email (which needs to be a business email to work) in the Form
Check your email
Once you're happy don't forget to activate this workflow

How to adjust this template

Replace the form trigger with your form provider of choice (e.g. Typeform, SurveyMonkey, Google Forms etc.)
Adjust the criteria to your needs via the If node
Adjust the email you're sending in the Gmail node

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 - n8n Form Trigger

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

Block 2 - Clearbit

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

Block 3 - Enrich Company

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

Block 4 - If B2B and > 499 employees

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

Block 5 - Send Email

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

Block 6 - Sticky Note

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

Block 7 - Sticky Note1

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

Block 8 - Sticky Note2

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

Block 9 - Map email field

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.3

Block 10 - Sticky Note3

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

Block 11 - Sticky Note4

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

Block 12 - Submission does not match criteria, don't do anything

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

Block 13 - Filter out personal emails

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

3. Summary Table

Workflow	Reach out via email to new form submissions that meet a certain criteria
Complexity	intermediate
Nodes	13
Categories	Lead Nurturing
Author	Niklas Hatje
Published	21 Feb 2024

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/2106/2106.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

Frequently asked questions

What does Reach out via email to new form submissions that meet a certain criteria 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 use case.

Niklas Hatje

13 workflows

Nodes

n8n-nodes-base.formtrigger n8n-nodes-base.clearbit n8n-nodes-base.if n8n-nodes-base.gmail n8n-nodes-base.stickynote n8n-nodes-base.set n8n-nodes-base.noop n8n-nodes-base.filter

Complexity

intermediate

Published 21 Feb 2024

Likes 0

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Install path: /data/workflows/2106/2106.json

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Reach out via email to new form submissions that meet a certain criteria

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Use case

What this workflow does

Setup

How to adjust this template

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - n8n Form Trigger

Block 2 - Clearbit

Block 3 - Enrich Company

Block 4 - If B2B and > 499 employees

Block 5 - Send Email

Block 6 - Sticky Note

Block 7 - Sticky Note1

Block 8 - Sticky Note2

Block 9 - Map email field

Block 10 - Sticky Note3

Block 11 - Sticky Note4

Block 12 - Submission does not match criteria, don't do anything

Block 13 - Filter out personal emails

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