Gmail and SendGrid integration

Send personalized pet care tips from Google Sheets with AI Automate weekly pet wellness emails with AI-generated, location and age-specific advice. Who's it for Pet care businesses, veterinary clinics, pet subscription services, and animal shelters sending regular wellness content to pet owners. How it works Loads pets data from Google Sheets Filters pets who haven't received email in 7+ days Calculates age from birthdate (formats as "2 years and 3 months") AI generates tip - GPT-4o-mini creates climate-aware, veterinary-aligned advice based on pet type, age, and location Sends email via Gmail or SendGrid Updates timestamp in sheet to prevent duplicates Logs activity to tracking sheet Requirements APIs: Google Sheets, Airtable, Typeform or similar OpenAI (GPT-4o-mini) Gmail OAuth2 OR SendGrid, you can use Brevo, Mailchimp or any other. Google Sheet Structure: Sheet 1: Pets | Email | Owner_Name | Pet_Name | Pet_Type | Date_of_Birth | Country (ISO) | Status | Last_Email_Sent | |-------|------------|----------|----------|---------------|---------------|--------|-----------------| Sheet 2: Email_Log | Timestamp | Parent_Email | Pet_Name | Tip_Category | Status | |-----------|--------------|----------|--------------|--------| How to set up Create Google Sheet with structure above, add 2-3 test pets. Import workflow and add credentials. Update nodes: "Load Pet Info": Set your Sheet ID "Update Last_Email_Sent Date": Set Sheet ID "Log to Email_Log Sheet": Set Sheet ID Test manually with 1 active pet Enable schedule (default: Mondays 9am) How to customize Switch email provider: Enable "Send via SendGrid" node Disable "Send Health Tip using Gmail" node Update template ID Modify AI prompt: Edit "Generate Personalized Tip" node Adjust temperature Add/remove categories Use cases beyond pets Same workflow works for: Plant care** (growth stage tips) Baby milestones** (age-based parenting advice) Fitness coaching** (experience level workouts) Language learning** (study streak motivation) Just update sheet columns and AI prompt. Notes Choose only one mailing service. Country codes use ISO format (US, UK, AU, CA, etc.) AI considers location for seasonal advice.

SmartSupport Flow: Auto-Handle IT Requests from Email to JIRA with Slack notification Watch the demo video below: Who’s it for > This workflow is built for lean IT teams, office managers, and business operators who receive support requests via email and want to automate ticket creation, smart AI resolution advice, and seamless communication with both users and internal teams, all without lifting a finger. If your team is tired of manually triaging inbox requests, this AI-powered flow will transform your support handling process. How it works / What it does Trigger on New Email: Uses Gmail Trigger to detect new support request emails. Fetch Email Content: Retrieves the full message body and metadata. Check for Duplication: Skips processing if the email has already been handled (based on READ/UNREAD label). Mark as Read: Updates Gmail to mark the email as processed. Extract Structured Request: Uses the Support Request Reader Agent powered by OpenAI to extract: Request title Request description Requested by Department Category and priority Create Jira Ticket: A main issue is created in Jira using the structured request. Generate AI-Based Solution: Invokes the IT Support Advisor Agent to propose resolution(s). Post Comment to Jira: Adds the suggested solution(s) to the issue as a comment. Notify IT Team: Sends the ticket and context to a Slack channel for visibility and action. (Optional) Send Email to Requester: Currently deactivated. Can be enabled to acknowledge receipt. How to set up Gmail Integration Connect Gmail in the “Gmail Trigger” and “Get Email Content” nodes. OpenAI Configuration Use OpenAI API credentials in both the Reader and Advisor agent models. Jira Integration Authenticate your Jira account. Set project key and issue fields in the “Create Main Issue” node. Slack Notification Configure Slack connection and select a target channel. Set up Jira, Slack, Email Set your company Jira based URL, IT Support slack channel and IT Support email in the Edit Fields (Set) node (Optional) Email Acknowledgment Provide SendGrid credentials and email template in the “Send email to requester” node if re-enabled. Requirements Gmail API access with appropriate permissions OpenAI account with API access (for GPT-4 or GPT-3.5) Jira instance with project and permission to create/comment on issues Slack workspace and Webhook or OAuth setup n8n instance running with all above integrations configured How to customize the workflow Enhance Email Deduplication**: Adjust the deduplication logic to use message-id, threadId, or custom headers. Expand Reader Agent**: Configure the LLM to extract more details such as asset tags, urgency levels, or locations. Tailor Advisor Agent**: Adjust prompt to generate multiple solutions, troubleshooting guides, or internal references. Routing by Department**: Add logic to forward requests to different teams based on the request category or department. Enable Email Acknowledgment**: Activate and customize the email notification step to inform requesters that their issue is being handled.

How it works: Get multi social platform data for SaaS clients with their email and send personalized comms to onboard them as organic creators, partners and ambassadors. Step by step workflow to enrich customer emails with multi social (Instagram, Tiktok, Youtube, Twitter, Onlyfans, Twitch and more) profiles, analytics and metrics using the influencers.club API and sending tailored outreach to activate them as creators. Set up: Hubspot (can be swapped for any CRM like Salesforce, Attio or DB) Influencers.club Gmail Sendgrid (can be swapped for any programmatic email sender like Mailgun)

Generate AI newsletters from form inputs and send via SendGrid Streamline your email marketing process with this AI-powered "Human-in-the-Loop" workflow. It allows you to generate high-quality, targeted newsletters from a simple form input, review them via email, and automatically distribute them to your subscribers upon approval. Who is this for? Digital marketers, content creators, community managers, and small business owners who want to maintain consistent communication with their audience but need to reduce the time spent on drafting and formatting emails. What does this workflow do? Input Collection: Starts with a user-friendly n8n Form where you input the newsletter topic, target audience, and sender details. Data Logging: Automatically saves the form responses to a Google Sheet for your records. AI Generation: Uses OpenAI (GPT-4o) to draft a catchy subject line and valuable body content formatted in Markdown based on your inputs. Approval Process: Sends a "Review Request" email to your inbox (via Gmail). This email contains a preview of the newsletter and a special link to approve it. Execution Wait: The workflow pauses and waits for you to click the approval link. Distribution: Once approved, it converts the Markdown to HTML and sends the final newsletter to your subscriber list using SendGrid. Requirements OpenAI API Key:** To utilize GPT-4o for content generation. Google Cloud Account:** Required for the Google Sheets (logging) and Gmail (approval notifications) nodes. SendGrid Account:** Required for sending the final newsletter to your subscribers. n8n version:** Ensure you are using a version that supports the LangChain nodes. How to set up Configure Credentials: Set up your credentials for OpenAI, Google (Sheets & Gmail), and SendGrid within n8n. Subscriber List: Open the Workflow Configuration node (Set node). Replace the placeholder with your comma-separated list of subscriber emails. Google Sheets: Create a Google Sheet with columns for topic, target, sender, and admin_email. Update the Store Form Responses node with your Document ID and Sheet Name. Sender Verification: In the SendGrid node, ensure the "From Email" matches a verified sender identity in your SendGrid account. Test: Click "Test Workflow," fill out the Form Trigger URL, and check your email for the approval draft. Click the link in the email to finish the process. How to customize Change the AI Model:** You can swap the OpenAI model node for Anthropic (Claude) or a local LLM if preferred. Adjust the Prompt:* Edit the system message in the Generate Newsletter Content* agent node to change the tone or structure of the newsletter. Swap Email Providers:** If you don't use SendGrid or Gmail, simply replace these nodes with the email service of your choice (e.g., Mailchimp, Outlook, AWS SES).

📌 Overview This n8n-powered workflow automates the entire lifecycle of lead generation and email workflows/campaign. It combines six specialized workflows into one seamless system that scrapes fresh leads, sends personalized emails, tracks engagements, detects replies, classifies responses, handles follow-ups, and keeps a live CRM updated — all in one loop. Designed for B2B cold outreach and follow-up nurturing, this system integrates with Apify, Google Sheets, SendGrid, Gmail, and OpenAI for AI summarization and real-time alerts. 🧠 What It Does This workflow automates the entire lifecycle of B2B cold campaign. It: Scrapes targeted leads directly from Google Maps (via Apify). Extracts verified emails from business websites with anti-blocking safeguards. Stores everything in a centralized Google Sheets CRM. Sends personalized emails via SendGrid, with unique embedded IDs for tracking. Tracks delivery, opens, clicks, and bounces in real time through webhook events. Detects replies from Gmail, matches them to the right campaign stage, and updates the CRM. Uses AI classification to label replies (Interested, Not Interested, Miscellaneous). Routes qualified replies directly to your sales team or Slack/Telegram channel. Automates follow-up emails (5-day & 10-day intervals) for non-responders. Provides light analytics & reporting in Google Sheets for quick insights (with deeper logs available in SendGrid). 💡 Why This Workflow All-in-One Solution**: Instead of juggling multiple tools, this workflow handles lead gen, outreach, tracking, and CRM updates in one place. Smart Reply Handling**: Never lose a lead — every reply is tracked, classified, and routed intelligently. Scalable & Modular**: Each workflow (lead gen, email sending, webhook, replies, routing, follow-ups) can run independently or as part of the full system. Time-Saving: Reduces manual lead collection, email follow-up, and CRM updating by **90%+. Client-Ready**: Built with reliability in mind — randomized delays, duplicate prevention, priority logic for status updates, and AI-powered classification. 👤 Who It’s For This workflow is ideal for: Agencies** running cold campaigns for clients. B2B Businesses** looking to automate lead generation and follow-ups. Freelancers / Consultants** who need a plug-and-play outreach system without expensive SaaS subscriptions. Sales Teams** that want structured, real-time leads routed directly to their inbox or Slack. Startups** who want a scalable, low-cost alternative to tools like Apollo, Firecrawl, Bright Data or Reply.io. ⚙️ How It Works 🧩 1. Lead Generation Workflow 🎯 Purpose Scrape fresh B2B leads from Google Maps, crawl their websites to extract verified email addresses, and upload structured, clean lead data into a Google Sheets CRM. 🛠 How It Works User Input via Form Trigger The workflow begins with a form asking for: Business keyword (e.g. "Dentist") Location (e.g. "Florida") Lead limit (e.g. 50) Scrape Google Maps via Apify Calls the Apify Google Maps Scraper Actor Extracts structured business data like: Business Name, Website, Phone, Category, Rating, Address. Website Filtering & Normalization Filters out businesses with no website Cleans up URLs Website Email Extraction Sends direct HTTP GET requests to the homepage of each business Parses the raw HTML for public-facing email addresses using regex Implements anti-blocking techniques: Random delays between requests Custom headers / User-Agent spoofing Graceful skip on failures Final Filtering & Data Structuring Keeps only businesses with a valid email address Constructs lead objects with: Business Name, Category, Email, Website, Phone, Rating, Location. Upload to Google Sheets CRM Pushes leads to a connected Google Sheet that acts as the system’s central CRM This CRM becomes the source for the email sending workflow 🧩 2. Send an Email Workflow 🎯 Purpose Automatically sends personalized emails to verified leads using rotating templates, embedded ID tracking, and campaign-stage tagging. 🛠 How It Works Pull Active Leads from CRM Retrieves fresh leads from the Google Sheet where Select a Random Template Pulls from a template library stored in a separate Google Sheet Injects lead-specific variables into placeholders like: [Business Name], [Category], [Location], etc. Embed Unique Tracking ID Appends an embedded ID token to the email. This enables accurate reply source tracking across all email stages Send Email via SendGrid Sends the message using SendGrid's transactional API Emails are tagged internally according to email type. 🧩 3. Webhook Event Workflow 🎯 Purpose Processes SendGrid webhook events (e.g., delivered, opened, clicked, bounced) and updates the CRM with prioritized delivery status and engagement tracking — using clean classification and smart update logic. 🛠 How It Works Receive Events via Webhook Trigger Listens for real-time webhook events from SendGrid, including: delivered, bounce, deferred, processed, open, click, unsubscribe, spamreport, etc. Classify Each Event Type A custom code node adds a route label: status: delivery-level events engagement: recipient interaction events others: uncategorized or unsupported Switch-Based Routing Status Events**: Applies priority logic If multiple status events are received for the same lead, only the highest-priority event is stored Updates corresponding CRM fields: Engagement Events**: Detects interactions like: Opened, Clicked, Unsubscribed, Spam Reported Updates CRM fields: Opened, Clicked, Unsubscribed, Spam Reported, Engaged At Preserve first-time interaction records and avoiding regressions Others Branch**: Logs or gracefully skips events not explicitly supported CRM Synchronization Merges event data with the correct lead by matching Email Ensures all updates are timestamped and consistent across systems 🧩 4. Reply Update Database Workflow 🎯 Purpose Polls Gmail inbox, extracts replies, determines their source, and logs them in both the CRM and a message tracker sheet. 🛠 How It Works Poll Gmail for New Replies Uses Gmail API to fetch recent messages Filters out auto-replies, no-reply addresses, or irrelevant responses Prevent Duplicate Processing Checks each message against a "Processed Message IDs" Google Sheet Skips if the message has been handled before Extract Reply Metadata Match to Lead & Update CRM Determines the original email stage based on ID Updates necessary fields 🧩 5. Email Routing Workflow 🎯 Purpose Uses AI to classify replies by intent (Interested, Not Interested, or Miscellaneous) and automatically routes, labels, and logs them accordingly. 🛠 How It Works Receive Cleaned Reply Triggered after a set time interval Classify Using AI (LangChain / OpenAI) The reply is analyzed and categorized as: Interested: wants to talk, asks for more info Not Interested: says no or unsubscribes Miscellaneous: unclear or unrelated response Gmail Label Assignment Adds Gmail label based on classification Handle “Interested” Replies If Interested: Adds label in Gmail Forwards message to a sales or response channel Updates Google Sheet CRM 🧩 6. Follow-Up Email Workflow 🎯 Purpose Automatically sends up to two follow-up emails to leads who showed interest (opened or clicked) but haven’t replied yet. 🛠 How It Works Scheduled Execution Runs daily or at set intervals Filter Leads for Follow-Up Checks that desired conditions are met: Required number of days have passed: 5 days → Follow-Up 1 10 days → Follow-Up 2 Choose and Personalize Template Injects lead-specific data Embeds corresponding for reply tracking Send via SendGrid Message is tagged by stage Sent using the same logic as the original email Update CRM Increments: Follow-Up Sent flag Follow-Up Count Follow-Up Time field ✅ Setup Requirements (Before You Start) Prepare these items to avoid interruptions during setup: 🌍 Domain DNS Access** You’ll need to add TXT/CNAME records in your registrar (GoDaddy, Namecheap, Cloudflare, etc.) to authenticate your domain with SendGrid. 📧 Domain Email Address or Single Sender Authentication (e.g., [email protected])** Needed for SendGrid domain authentication (don’t use Gmail/Yahoo). This step ensures emails are not flagged as spam. Tip: If you don’t own a domain, you can use a single sender email to test, but for production you MUST authenticate a domain. 🔑 API Keys / Credentials** Apify API Key → for Google Maps scraping. SendGrid API Key → for sending emails + webhook events. Google Sheets OAuth Credentials → for CRM integration. Gmail API Credentials → for reply detection. OpenAI API Key → for AI-based reply classification. 📊 Google Sheet (CRM)** Add desired columns: Business Name, Email, Website, Phone, Category, Status, Reply, Follow-Up Count. 🌐 n8n Environment (Cloud or Self-Hosted)** Must allow Apify node installation. 🛠 How to Set It Up Open n8n (Cloud or Self-Hosted). Install Apify node before importing. Search Apify → click Install. Import the provided .json workflow file into your n8n editor. Set up the required credentials: 🔑 Apify API Key, 🔑 SendGrid API Key, 🔑 Google Sheets OAuth, 🔑 Gmail API, 🔑 OpenAI API Key. Prepare your Google Sheet (CRM). Verify column names match your workflow fields. Adjust “Get Desired Fields” node in n8n “Lead generation workflow” if you add/remove columns. Enable SendGrid Webhook Events. Go to SendGrid → Settings → Mail Settings → Event Webhook. Paste the webhook URL from your n8n “Webhook Event Workflow”. Select: Delivered, Opened, Clicked, Bounced, Unsubscribed, Spam Report. Run a test. Trigger the Lead Generation workflow → check Google Sheets for leads. Send a test email → verify delivery + engagement updates in CRM. Reply from a test inbox → confirm Gmail polling + AI classification. 📂 Additional Provided Resources. To help you get started faster, you’ll also receive: SendGrid Setup and Troubleshooting document. Two ready-to-use Google Sheets example templates** which can be modified to suit your business needs: Email Workflow DB CRM Includes: Leads Tab → structured space for scraped businesses and contact details. Email Templates Tab → pre-written templates for the main email, 1st follow-up, and 2nd follow-up (with placeholders for personalization). Analytics Tab → light reporting on sends, opens, clicks, and replies to give quick campaign insights. Processed Gmails IDs A simpler sheet designed for Gmail reply handling. Useful for tracking processed messages and avoiding duplicates while you familiarize yourself with how reply updates work. 🎨 Customization Tips Templates**: Update the Google Sheets Templates tab with your own outreach copy. Use placeholders like [Business Name], [Location], [Category] so each email feels personalized. CRM Fields: Add or remove CRM columns depending on your business needs (e.g., Industry, Revenue, Sales Owner, Notes). Just make sure the field names match in n8n’s **“Grab Desired Fields” nodes in the Lead generation workflow. Follow-Up Logic: Adjust the timing for follow-ups. Default is **5 days (Follow-Up 1) and 10 days (Follow-Up 2), but you can easily change this to 3/7/14 days or any schedule your sales process requires. Reply Routing**: Customize how AI classification works. For example, rename labels (“Hot Lead”, “Not Interested”, “Out of Scope”) and route replies differently (e.g., forward “Interested” to your sales inbox, Slack channel, or Telegram bot). Analytics & Reporting**: Expand the Google Sheets reporting tab. You can add pivot tables for deeper campaign insights. For more advanced analytics, SendGrid also keeps full logs.* Scalability**: Add proxy handling for higher-volume scraping. Switch to a database (Postgres, Supabase, MongoDB) instead of Google Sheets if managing thousands of leads. Use multiple SendGrid accounts or IP warm-up strategies for large-scale sending. Scraping Alternatives**: If you prefer not to use direct HTTP requests for email extraction, you can integrate with external scrapers like: Firecrawl – lightweight scraper for web/email extraction. Bright Data – residential proxies + scraping tools. Apify Website Scrapers – customizable actors for deep site scraping. These can plug into the workflow instead of (or alongside) the built-in email scraper. ✨ Predefined Templates vs. AI-Generated Emails By default, this workflow uses predefined templates stored in Google Sheets. This design choice was intentional, and here’s why: ✅ Reliability: Alway work, no prompt issues. ✅ Cost Savings: no API token usage. ✅ Total Control, Consistent & Customizable: You control tone and can tweak anytime. ⚡ That said, you can absolutely swap out the template system for AI-based generation if you prefer dynamic messaging. The workflow is flexible — just keep in mind the trade-offs in cost, reliability, and control. ⚡ Best approach: start with templates for stability, then add AI if you want more variety.