Send AI-prioritized follow-up reminders with GPT-4.1-mini, Gmail and Slack

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1. Workflow Overview

Who’s it for Consultants, agencies, freelancers, and project managers who want to ensure proposals, emails, and tasks are followed up on time. How it works / What it does This n8n workflow automate...

Best for

Personal Productivity automation workflows
AI Summarization automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.googlesheetstrigger, n8n-nodes-base.set, @n8n/n8n-nodes-langchain.agent, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.outputparserstructured, n8n-nodes-base.switch, n8n-nodes-base.gmail, n8n-nodes-base.slack

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Send AI-prioritized follow-up reminders with GPT-4.1-mini, Gmail and Slack
Workflow name: Send AI-prioritized follow-up reminders with GPT-4.1-mini, Gmail and Slack

Who’s it for

Consultants, agencies, freelancers, and project managers who want to ensure proposals, emails, and tasks are followed up on time.

How it works / What it does

This n8n workflow automates follow-up reminders:

Triggers when a new proposal, task, or client email is logged in Google Sheets, CRM, or project management tool.
Normalizes data for client name, email, task, and due date.
Uses OpenAI AI to classify urgency (high, medium, low).
Routes reminders based on urgency:

High → Immediate email and Slack alert
Medium → Scheduled email reminder
Low → Weekly summary reminder

Logs follow-up status in Google Sheets.
Sends daily Slack summary of all pending reminders.
Optional: SMS notifications for VIP clients via Twilio.
Includes error handling and retry logic for reliability.

How to set up

Connect Google Sheets, CRM, or project tool.
Configure Gmail/Outlook for emails.
Connect Slack for notifications.
Optional: Connect Twilio for SMS.
Connect OpenAI API for AI urgency classification.
Adjust decision nodes to match your priority workflow.
Test workflow with sample data to confirm routing works.

Requirements

n8n account with Gmail/Outlook, Slack, Twilio integrations.
OpenAI API key for urgency classification.

How to customize

Adjust AI prompt to classify urgency per your business rules.
Customize Slack channels and email templates.
Add new routes (e.g., CRM updates, calendar scheduling) for additional automation.

Created by Hyrum Hurst / QuarterSmart Keywords: AI follow-up automation, task reminders, proposal follow-up, consulting workflow, n8n workflow, QuarterSmart

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 - New Task Entry Trigger

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

Block 2 - Workflow Configuration

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

Block 3 - Normalize Task Data

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

Block 4 - Classify Follow-up Urgency

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 3

Block 5 - OpenAI Chat Model

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

Block 6 - Structured Output Parser

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

Block 7 - Route by Urgency

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

Block 8 - Send High Urgency Email

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

Block 9 - Send High Urgency Slack Alert

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

Block 10 - Send Medium Urgency Email

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

Block 11 - Add to Weekly Summary

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

Block 12 - Send VIP SMS Reminder

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

Block 13 - Log Follow-up Status

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

Block 14 - Daily Summary Schedule

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

Block 15 - Fetch Daily Follow-ups

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

Block 16 - Send Daily Summary to Slack

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

Block 17 - Error Handler Trigger

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

Block 18 - Alert Admin on Error

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

Block 19 - Sticky Note

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

Block 20 - Sticky Note1

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

Block 21 - Sticky Note2

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

Block 22 - Sticky Note3

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

Block 23 - Sticky Note4

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

Block 24 - Sticky Note5

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

3. Summary Table

Workflow	Send AI-prioritized follow-up reminders with GPT-4.1-mini, Gmail and Slack
Complexity	advanced
Nodes	24
Categories	Personal Productivity, AI Summarization
Author	Hyrum Hurst
Published	24 Jan 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/12960/12960.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 Personal Productivity workflows AI Summarization workflows

Frequently asked questions

What does Send AI-prioritized follow-up reminders with GPT-4.1-mini, Gmail and Slack 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 Personal Productivity, AI Summarization use case.

Hyrum Hurst

25 workflows

Nodes

n8n-nodes-base.googlesheetstrigger n8n-nodes-base.set @n8n/n8n-nodes-langchain.agent @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.outputparserstructured n8n-nodes-base.switch n8n-nodes-base.gmail n8n-nodes-base.slack

Complexity

advanced

Published 24 Jan 2026

Likes 0

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Install path: /data/workflows/12960/12960.json

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Send AI-prioritized follow-up reminders with GPT-4.1-mini, Gmail and Slack

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Who’s it for

How it works / What it does

How to set up

Requirements

How to customize

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - New Task Entry Trigger

Block 2 - Workflow Configuration

Block 3 - Normalize Task Data

Block 4 - Classify Follow-up Urgency

Block 5 - OpenAI Chat Model

Block 6 - Structured Output Parser

Block 7 - Route by Urgency

Block 8 - Send High Urgency Email

Block 9 - Send High Urgency Slack Alert

Block 10 - Send Medium Urgency Email

Block 11 - Add to Weekly Summary

Block 12 - Send VIP SMS Reminder

Block 13 - Log Follow-up Status

Block 14 - Daily Summary Schedule

Block 15 - Fetch Daily Follow-ups

Block 16 - Send Daily Summary to Slack

Block 17 - Error Handler Trigger

Block 18 - Alert Admin on Error

Block 19 - Sticky Note

Block 20 - Sticky Note1

Block 21 - Sticky Note2

Block 22 - Sticky Note3

Block 23 - Sticky Note4

Block 24 - Sticky Note5

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