Google Workspace Admin and Gmail integration

📺 Watch the Video Demo For a visual walkthrough of this automation in action, check out the tutorial below: https://youtu.be/vX-0vv7OUXc 🚀 Workflow Overview This n8n workflow creates a fully automated end-to-end recruitment and onboarding engine. It streamlines two critical phases of HR operations: Offer Letter Generation: Automatically generating and emailing a PDF offer letter when candidate data is received. Onboarding & Provisioning: Detecting candidate acceptance via email, provisioning a corporate Google Workspace account, and securely delivering credentials. ⚙️ Phase 1: Candidate Intake & Offer Letter Generation Triggered via Webhook This section handles the initial processing of a successful candidate. Data Ingestion & Formatting Webhook (POST):** The workflow starts when candidate data (personal info, job details, bank info) is posted to the webhook URL. Edit Fields:** Cleanups and extracts key data points (Full Name, Address, Job Title, Manager Name, etc.) to ensure they are ready for document generation. Database Entry Google Sheets (Save Candidates Details):** Acts as the "Employee DB". Records all candidate details including emergency contacts and bank info. Sets an initial status flag workplace_acc_created? to "no". Document Generation PDFBro (Generate Offer Letter):** Dynamically creates a PDF offer letter. Populates the template with the candidate's name, address, job title, department, and salary frequency. Delivery Gmail (Send Offer Letter):** Sends an email to the candidate's personal address. Attaches the generated PDF offer letter. Subject: "Offer Letter" | Body includes a congratulatory message. 🤖 Phase 2: Acceptance Verification & IT Provisioning Triggered via Gmail Polling This section runs periodically to check if the candidate has accepted the job offer. Intelligent Monitoring Gmail Trigger:** Polls the HR inbox every minute for new emails. Google Sheets (Lookup):** Checks if the sender's email exists in the "Employee DB". Filter:** Ensures the workflow only proceeds if: The email is from a known candidate. The candidate has not yet been onboarded (workplace_acc_created? is not "yes"). AI-Powered Analysis Google Gemini (AI Agent):** Reads the email subject and body. Prompt:** "Check if the mail is an acceptance of offer letter... respond with 'yes' if it is an acceptance." This eliminates false positives (e.g., a candidate asking a question about the salary isn't mistakenly onboarded). Account Provisioning (If Accepted) If the AI confirms the email is an acceptance ("Yes"): JavaScript Code:** Generates a secure, random 16-character temporary password (timestamp + random string). Google Workspace Admin (Create User):** Creates a new internal email account (e.g., [email protected]). Sets the temporary password. Security:** Forces the user to change their password upon first login (changePasswordAtNextLogin: true). Credential Delivery & Sync Gmail (Send Credentials):** Sends a beautifully formatted HTML email to the new employee's personal address. Contains their new Work Email and Temporary Password. Includes a "Log In to Workplace" button. Google Sheets (Update Status):** Updates the candidate's row in the DB. Sets workplace_acc_created? to "yes" to prevent duplicate account creation in the future. 🛠️ Prerequisites & Credentials Needed To use this workflow, you will need to configure the following credentials in n8n: Google Workspace Admin: For creating users (requires Admin SDK API access). Google Gemini (PaLM) API: For the AI analysis of emails. Google Drive/Sheets: Service account access to read/write the Employee DB. Gmail (OAuth2): To read incoming replies and send outgoing emails. PDFBro: a free community node for creating PDF offer letter.

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.