Automation library · Data collection

Advanced usage of Forms with OpenAI and Gmail

Started by someone submitting a form, and works across Gmail and Notion. It hands the judgement calls to OpenAI. 30 steps, 3 branches, 1 loop or waits: large, and worth reading before you trust it with anything live.

LargeCalls a model: OpenAI

Download free
30 stepsLarge: read it before trusting it with anything live
3Branches: places the flow splits
1Loop or waits
2Services it connects to

The flow

Starts it 4Model 1Logic 18Service 7

The steps in the order they run, from what starts it.

  1. 1On form submissionForm triggerStarts it
  2. 2Sub form triggerForm triggerStarts it
  3. 3Sub form trigger1Form triggerStarts it
  4. 4Sub form trigger2Form triggerStarts it
  5. 5Set -> pathSetLogic
  6. 6Switch -> Create or updateSwitchLogic
  7. 7Get -> ClientsNotionService
  8. 8Link -> FormFormService
  9. 9other sub workflowNo OpLogic
  10. 10Get -> ItemsNotionService
  11. 11Set -> Options1SetLogic
  12. 12Set -> OptionsSetLogic
  13. 13Aggregate -> Options1AggregateLogic
  14. 14MergeMergeLogic
  15. 15Aggregate -> OptionsAggregateLogic
  16. 16Merge 1MergeLogic
  17. 17Merge 2MergeLogic
  18. 18Set -> Form fields1SetLogic
  19. 19Send a messageGmailService
  20. 20Set -> Form fieldsSetLogic
  21. 21Switch 2SwitchLogic
  22. 22Loop Over ItemsSplit In BatchesLogic
  23. 23Form1FormService
  24. 24FormFormService
  25. 25Filter first onlyFilterLogic
  26. 26Filter -> Not updated onlyFilterLogic
  27. 27UpdateOpen AiModel
  28. 28If not -> Select whichIfLogic
  29. 29Update -> ItemNotionService
  30. 30Split Out -> ItemsSplit OutLogic

How it's built

Starts on
Someone submitting a form
Steps
30, with 3 branches, 1 loop or waits
Size
Large: read it before trusting it with anything live
Connects to
Gmail, Notion
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail and Notion accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 30 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 30 steps before you point it at anything that matters.