Gmail and Salesforce integration

Description This workflow is designed for B2B/SaaS teams who want to secure renewals before it’s too late. It runs every day, identifies all accounts whose licenses are up for renewal in J–30, enriches them with CRM, product usage and support data, computes an internal churn risk level, and then triggers the appropriate playbook: HIGH risk** → full escalation (tasks, alerts, emails) MEDIUM risk** → proactive follow-up by Customer Success LOW risk** → light renewal touchpoint / monitoring Everything is logged into a database table so that you can build dashboards, run analysis, or plug additional automations on top. How it works Daily detection (J–30 renewals) A scheduled trigger runs every morning and queries your database (Postgres / Supabase) to fetch all active subscriptions expiring in 30 days. Each row includes the account identifier, name, renewal date and basic commercial data. Data enrichment across tools For each account, the workflow calls several business systems to collect context: HubSpot → engagement history Salesforce → account profile and segment Pipedrive → deal activities and associated products Analytics API → product feature usage and activity trends Zendesk → recent support tickets and potential friction signals All of this is merged into a single, unified item. Churn scoring & routing An internal scoring step evaluates the risk for each account based on multiple signals (engagement, usage, support, timing). The workflow then categorizes each account into one of three risk levels: HIGH – strong churn signals → needs immediate attention MEDIUM – some warning signs → needs proactive follow-up LOW – looks healthy → light renewal reminder A Switch node routes each account to the relevant playbook. Automated playbooks 🔴 HIGH risk Create a Trello card on a dedicated “High-Risk Renewals” board/list Create a Jira ticket for the CS / AM team Send a Slack alert in a designated channel Send a detailed email to the CSM and/or account manager 🟠 MEDIUM risk Create a Trello card in a “Renewals – Follow-up” list Send a contextual email to the CSM to recommend a proactive check-in 🟢 LOW risk Send a soft renewal email / internal note to keep the account on the radar Logging & daily reporting For every processed account, the workflow prepares a structured log record (account, renewal date, risk level, basic context). A Postgres node is used to insert the data into a churn_logs table. At the end of each run, all processed accounts are aggregated and a daily summary email is sent (for example to the Customer Success leadership team), listing the renewals and their risk levels. Requirements Database A table named churn_logs (or equivalent) to store workflow decisions and history. Example fields: account_id, account_name, end_date, riskScore, riskLevel, playbook, trello_link, jira_link, timestamp. External APIs HubSpot (engagement data) Salesforce (account profile) Pipedrive (deals & products) Zendesk (support tickets) Optional: product analytics API for usage metrics Communication & task tools Gmail (emails to CSM / AM / summary recipients) Slack (alert channel for high-risk cases) Trello (task creation for CS follow-up) Jira (escalation tickets for high-risk renewals) Configuration variables Thresholds are configured in the Init config & thresholds node: days_before_renewal churn_threshold_high churn_threshold_medium These parameters let you adapt the detection window and risk sensitivity to your own business rules. Typical use cases Customer Success teams who want a daily churn watchlist without exporting spreadsheets. RevOps teams looking to standardize renewal playbooks across tools. SaaS companies who need to prioritize renewals based on real risk signals rather than gut feeling. Product-led organizations that want to combine usage data + CRM + support into one automated process. Tutorial video Watch the Youtube Tutorial video About me : I’m Yassin a Project & Product Manager Scaling tech products with data-driven project management. 📬 Feel free to connect with me on Linkedin

Email Lead Router: Gmail → Gemini → Salesforce Pipeline Who is this for? Event sales teams & conference organizers processing 100+ sponsor/partner emails weekly who need instant lead qualification, Salesforce automation, & pipeline analytics. What problem is this workflow solving? Event email chaos kills revenue: 200+ sponsor emails/week → manual Salesforce entry No sentiment/intent scoring = missed $ opps 10+ hours/week routing + logging Fragmented pipeline visibility Zero-drop AI qualification → auto-Salesforce → team routing. What this workflow does Gmail Trigger captures event inbox emails Gemini #1 scores sentiment (Positive/Neutral/Negative + confidence) Gemini #2 extracts topic, intent, urgency (1-10), org, budget signals Upserts Salesforce Lead (deduped by email) w/ 9 custom fields: Sentiment__c, Urgency_Score__c, etc. Hot leads (Positive + urgency ≥7) → auto Salesforce Opportunity Creates Salesforce Task w/ AI-suggested follow-up action Logs to email_analytics Data Table + Google Sheets (Looker Studio dashboard) Routes: Positive → Hot email + Slack #hot-leads (2h); Neutral → Follow-up + #follow-ups (24h); Negative → Insights + #insights Setup (8 minutes): Gmail OAuth2 (event inbox) Google Gemini API Salesforce OAuth2* + 9 custom Lead fields* (Sentiment__c, Urgency_Score__c, etc.) Slack OAuth2 + channels (#hot-leads, #follow-ups, #insights) email_analytics Data Table ID Update Send Email recipients Test w/ Evaluation Dataset How to customize: Tune urgency threshold (7→8) Add event keywords (webinar/tradeshow) Swap Slack → Teams; Salesforce → HubSpot Multi-inbox territory routing ROI: 100% Salesforce coverage** (no manual entry) 8x faster qualification** (2min vs 16h/week) 30% opp velocity** (auto opps/tasks) Live Looker dashboard** → data-driven decisions Need help customizing?: Contact me for consulting and support: LinkedIn / Message Keywords: event sales leads, Salesforce automation, Gemini lead scoring, email sentiment, sales pipeline n8n, AI sales routing

Email Sentiment Router for Event Sales Leads Who is this for? Event organizers, conference managers, and sales teams drowning in sponsor/exhibitor/partner emails who need zero-drop leads + real-time pipeline analytics. Key nodes: Gmail Trigger - Google Gemini (2x) - Data Table - Google Sheets - Send Email - Slack Category: Sales / AI / Event Management Level: Advanced Credits: Milo Bravo (BRaiA Labs) What problem is this workflow solving? Email overload kills event revenue: 200+ weekly sponsor/partner emails go unread No sentiment/intent analysis = missed hot leads Manual routing wastes 10+ hours/week Zero visibility into pipeline trends This workflow auto-classifies, routes, and analyzes every inbound lead. What this workflow does? Gmail Trigger monitors event inbox for new emails Gemini #1 scores sentiment (Positive/Neutral/Negative) Gemini #2 extracts topic, intent, urgency, org, budget signals Logs to email_analytics Data Table + Google Sheets Routes intelligently: Positive → Hot Lead email + Slack #hot-leads (2h SLA) Neutral → Nurture email + Slack #follow-ups (24-48h) Negative → Insights + Slack #insights Looker Studio dashboard auto-updates from Sheets Setup (5 minutes): Gmail OAuth2 (event inbox) Google Gemini API key Slack OAuth2 + channels (#hot-leads, #follow-ups, #insights) Create email_analytics Data Table → paste Table ID Update recipient emails (placeholders in Send Email nodes) Test with Evaluation Dataset before live How to customize: Add keywords for your niche (conferences, webinars, trade shows) Adjust sentiment thresholds or routing rules Swap Slack → Teams/CRM (HubSpot/Salesforce) Scale: Multi-inbox + team routing ROI: 100% lead capture (zero drops) 5x faster response (2h → 2min) 20% conversion lift from sentiment prioritization Pipeline dashboard = data-driven sales strategy Need help customizing?: Contact me for consulting and support: LinkedIn / Message Keywords: event sales leads, email sentiment analysis, Gmail AI routing, Google Gemini sales automation, conference sponsor leads, event pipeline analytics, sales lead qualification, sales dashboard

Provision new employee accounts to Google Workspace, Slack, Jira, and Salesforce This workflow streamlines the employee onboarding process by automatically provisioning user accounts across your organization's tech stack. By connecting HR input to IT operations, it eliminates manual data entry, reduces errors, and ensures new hires have access to the right tools from day one. Depending on the employee's department, the workflow intelligently routes the provisioning process to create specific accounts (e.g., Jira for Engineering, Salesforce for Sales) alongside standard company-wide access. Who is it for IT Administrators** looking to automate identity management and access provisioning. HR Operations Managers** who want to speed up the onboarding handover process. Startup Founders** needing a scalable way to manage new hire accounts without expensive SaaS management tools. How it works Data Intake: The workflow is triggered by a Webhook (connected to a form like Typeform, Google Forms, or BambooHR) containing the new hire's details. Configuration: A central "Set" node establishes global variables, such as the default temporary password, welcome email subject, and the main Slack channel ID. Core Provisioning: It simultaneously creates a Google Workspace account and invites the user to a general Slack channel. Department Routing: A generic logic switch checks the department field: If Engineering: It creates a Jira user. If Sales: It creates a Salesforce user. Notification: Once all accounts are successfully provisioned, the workflow uses a generic email service (Gmail node) to send a welcome email to the new employee with their login details. How to set up Credentials: You will need to configure credentials for the following nodes: Google Workspace Admin, Slack API, Jira Software, Salesforce, and Gmail (or your preferred email provider). Configuration: Open the node named ⚙️ CONFIGURATION. Update the Slack_Channel_ID (where new users are invited) and the Default_Password to match your company's security policy. Webhook: Copy the Webhook URL from the start node and add it to your HR form or applicant tracking system. Requirements n8n:** Version 1.0 or later recommended. Access:** Admin privileges for Google Workspace, Slack, Jira, and Salesforce to generate the necessary API keys/tokens. How to customize the workflow Add Departments:** Edit the "Check Department" Switch node to add routes for Marketing, Finance, etc., and connect them to relevant apps (e.g., HubSpot, Xero). Change Notification:** Swap the Gmail node for Microsoft Outlook or Slack DM depending on how you notify managers. Enhance Security:** Add a step to force a password reset on the first login if the identity provider supports it.

Weekly Timesheet Report + Pending Submissions Workflow Overview This workflow automates the entire weekly timesheet reporting cycle by integrating Salesforce, OpenAI, Gmail, and n8n. It retrieves employee timesheets for the previous week, identifies which were submitted or not, summarizes all line-item activities using OpenAI, and delivers a consolidated, manager-ready summary that mirrors the final email output. The workflow eliminates manual checking, reduces repeated follow-ups, and ensures leadership receives an accurate, structured, and consistent weekly report. Workflow Structure Data Source: Salesforce DBT Timesheet App This workflow requires the Digital Biz Tech – Simple Timesheet managed package to be installed in Salesforce. Install the Timesheet App: https://appexchange.salesforce.com/appxListingDetail?listingId=a077704c-2e99-4653-8bde-d32e1fafd8c6 The workflow retrieves: dbt__Timesheet__c — weekly timesheet records dbt__Timesheet_Line_Item__c — project and activity entries dbt__Employee__c — employee reference and metadata Billable, non-billable, and absence hour details Attendance information These combined objects form the complete dataset used for both submitted and pending sections. Trigger Weekly n8n Schedule Trigger — runs once every week. Submitted Path Retrieve submitted timesheets → Fetch line items → Convert to HTML → OpenAI summary → Merge with employee details. Pending Path Identify “New” timesheets → Fetch employee details → Generate pending submission list. Final Output Merge both paths → Build formatted report → Gmail sends weekly email to managers. Detailed Node-by-Node Explanation Schedule Trigger Runs weekly without manual intervention and targets the previous full week. Timesheet – Salesforce GetAll Fetches all dbt__Timesheet__c records matching: Timesheet for <week-start> to <week-end> Extracted fields include: Employee reference Status Billable, non-billable, absence hours Total hours Reporting period Feeds both processing paths. Processing Path A — Submitted Timesheets Filter Submitted Filters timesheets where dbt__Status__c == "Submitted". Loop Through Each Submitted Record Each employee’s timesheet is processed individually. Retrieve Line Items Fetches all dbt__Timesheet_Line_Item__c entries: Project / Client Activity Duration Work description Billable category Convert Line Items to HTML (Code Node) Transforms line items into well-structured HTML tables for clean LLM input. OpenAI — Weekly Activity Summary OpenAI receives the HTML + Employee ID and returns a 4-point activity summary avoiding: Hours Dates Repeated or irrelevant metadata Fetch Employee Details Retrieves employee name, email, and additional fields if needed. Merge Employee + Summary Combines: Timesheet data Employee details OpenAI summary Creates a unified object. Prepare Submitted Section (Code Node) Produces the formatted block used in the final email: Employee: Name Period: Start → End Status: Submitted Total Hours: ... Timesheet Line Items Breakdown: summary point summary point summary point summary point Processing Path B — Not Submitted Timesheets Identify Not Submitted Timesheets still in dbt__Status__c == "New" are flagged. Retrieve Employee Information Fetches employee name and email. Merge Pending Information Maps each missing submission with its reporting period. Prepare Pending Reporting Block Creates formatted pending entries: TIMESHEET NOT SUBMITTED Employee Name Email: [email protected] Final Assembly & Report Delivery Merge Submitted + Pending Sections Combines all processed data. Create Final Email (Code Node) Builds: Subject HTML body Section headers Manager recipient group Matches the final email layout. Send Email via Gmail Automatically delivers the weekly summary to managers via Gmail OAuth. No manual involvement required. What Managers Receive Each Week 👤 Employee: Name 📅 Period: Start Date → End Date 📌 Status: Submitted 🕒 Total Hours: XX hrs Billable: XX hrs Non-Billable: XX hrs Absence: XX hrs Weekly Requirement Met: ✔️ / ❌ 📂 Timesheet Line Items Breakdown: • Summary point 1 • Summary point 2 • Summary point 3 • Summary point 4 🟥 TIMESHEET NOT SUBMITTED 🟥 Employee Name 📧 Email: [email protected] Data Flow Summary Salesforce → Filter Submitted / Not Submitted ↳ Submitted → Line Items → HTML → OpenAI Summary → Merge ↳ Not Submitted → Employee Lookup → Merge → Code Node formats unified report → Gmail sends professional weekly summary Technologies & Integrations | System | Purpose | Authentication | |------------|----------------------------------|----------------| | Salesforce | Timesheets, Employees, Timesheet Line Items | Salesforce OAuth | | OpenAI | Weekly activity summarization | API Key | | Gmail | Automated email delivery | Gmail OAuth | | n8n | Workflow automation & scheduling | Native | Agent System Prompt Summary > You are an AI assistant that extracts and summarizes weekly timesheet line items. Produce a clean, structured summary of work done for each employee. Focus only on project activities, tasks, accomplishments, and notable positives or negatives. Follow a strict JSON-only output format with four short points and no extra text or symbols. Key Features AI-driven extraction: Converts raw line items into clean weekly summaries. Strict formatting: Always returns controlled 4-point JSON summaries. Error-tolerant: Works even when timesheet entries are incomplete or messy. Seamless integration: Works smoothly with Salesforce, n8n, Gmail, or OpenAI. Setup Checklist Install DBT Timesheet App from Salesforce AppExchange Configure Salesforce OAuth Configure Gmail OAuth Set OpenAI model for summarization Update manager recipient list Activate the weekly schedule Summary This unified workflow delivers a complete, automated weekly reporting system that: Eliminates manual timesheet checking Identifies missing submissions instantly Generates high-quality AI summaries Improves visibility into employee productivity Ensures accurate billable/non-billable tracking Automates end-to-end weekly reporting Need Help or More Workflows? We can integrate this into your environment, tune the agent prompt, or extend it for more automation. We can also help you set it up for free — from connecting credentials to deployment. Contact: [email protected] Website: https://www.digitalbiz.tech LinkedIn: https://www.linkedin.com/company/digital-biz-tech/ You can also DM us on LinkedIn for any help.

This n8n template demonstrates how to use AI to capture, qualify, and route inbound leads automatically from email or web forms. It extracts key business information using AI, scores the lead based on your ideal customer profile, creates CRM records, notifies your team on Slack, and logs all activity—including failures—to Google Sheets. Use cases include: automating sales inboxes, qualifying form leads for agencies or SaaS products, routing high-fit prospects to the right territory owner, and keeping your sales and ops teams aligned without manual data entry. Good to know The OpenAI model is used for lead data extraction and will incur a small cost per run depending on volume. This workflow supports either Salesforce or HubSpot as the CRM system—select which one in the configuration node. You’ll need valid credentials for Gmail (or another email service), OpenAI, Slack, Google Sheets, and your chosen CRM before running. How it works Triggers: A Gmail trigger polls for new inbound emails. A Webhook node receives submissions from any online form. Both sources merge into a single pipeline. Validation: Incoming data is checked for required fields (email or text). Invalid entries are routed to the Dead Letter Queue (DLQ) for review. AI Extraction: The OpenAI node extracts structured fields like company name, size, industry, role, region, problem statement, and budget signals from free-form text. Parsing & Scoring: The AI output is parsed, then a code node calculates a 0–100 lead score based on transparent criteria—industry, size, role, problem clarity, and budget mentions. It also assigns a lead tier (Hot, Warm, Cold, Unqualified). CRM Routing: Depending on your configuration, the workflow creates a Salesforce lead (default) or can be easily adapted for HubSpot. Territory or CRM owner routing can be extended here. Slack Notification: A rich Slack message summarizes the lead score and reasoning and includes a “Create intro email” button for quick action. Logging: All successful leads are logged to Google Sheets for reporting. Any failed or invalid leads are logged separately to the DLQ tab for auditing. How to use Configure your credentials for Gmail, OpenAI, Slack, Google Sheets, and your CRM. Open the Workflow Configuration node and fill in your target industries, buyer roles, company size, Slack channel ID, Google Sheets URL, and CRM choice. Create corresponding tabs in your Google Sheet for Leads and DLQ. Test by sending a sample email or form submission, then watch the workflow extract, score, route, and notify automatically. Requirements OpenAI account for text extraction Gmail (or other email provider) for the email trigger Slack for lead notifications Google Sheets for logging leads and DLQ entries Salesforce or HubSpot account for CRM integration Customizing this workflow This template can be expanded in many ways: Add HubSpot routing on the first Switch output. Integrate a Slack button handler to auto-generate intro emails. Add retry and backoff logic for resilience. Modify the scoring rubric in the code node to match your unique ICP. Connect additional sources, such as LinkedIn forms or landing page builders, for omnichannel lead capture.