# Auto-document and backup workflows with OpenAI and Airtable: n8n workflow

> Started by a clock, and works across Airtable. It hands the judgement calls to OpenAI. 27 steps, 2 branches, 2 loops or waits: large, and worth reading...

Source: https://millionrounds.com/workflow/auto-document-and-backup-workflows-with-openai-and-airtable (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Documents and files](https://millionrounds.com/workflows?category=Documents+and+files#library)

# Auto-document and backup workflows with OpenAI and Airtable

Started by a clock, and works across Airtable. It hands the judgement calls to OpenAI. 27 steps, 2 branches, 2 loops or waits: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fauto-document-and-backup-workflows-with-openai-and-airtable)

**27 steps** Large: read it before trusting it with anything live

**2** Branches: places the flow splits

**2** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Model 3 Logic 11 Service 12

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

- 1 **Schedule Trigger** Schedule trigger *Starts it*
- 2 **OpenAI Chat Model1** Lm Chat Open Ai *Model*
- 3 **Get all n8n workflows** N8n *Service*
- 4 **Search all existing snapshots** Airtable *Service*
- 5 **Document workflow differences** Chain Llm *Model*
- 6 **Re-summarise workflow** Chain Llm *Model*
- 7 **Match snapshot IDs** Merge *Logic*
- 8 **Prepare edits since last snapshot** Set *Logic*
- 9 **Store new workflow summary** Airtable *Service*
- 10 **Only keep new snapshots** Filter *Logic*
- 11 **Consolidate edits since last snapshot** Set *Logic*
- 12 **Store new snapshot** Airtable *Service*
- 13 **Loop Over Items** Split In Batches *Logic*
- 14 **Needs new workflow summary?** If *Logic*
- 15 **Get full workflow JSON** N8n *Service*
- 16 **The backup is done!** No Op *Logic*
- 17 **Create or update workflow** Airtable *Service*
- 18 **Move Binary Data** Move Binary Data *Service*
- 19 **Search all snapshots** Airtable *Service*
- 20 **Extract from File** Extract From File *Service*
- 21 **Check workflow status** Code *Logic*
- 22 **Store workflow file into Airtable** Http Request *Service*
- 23 **Existing workflow?** If *Logic*
- 24 **Wait** Wait *Logic*
- 25 **Download previous snapshot** Airtable *Service*
- 26 **State that this is the first version** Set *Logic*
- 27 **Extract from File1** Extract From File *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 27, with 2 branches, 2 loops or waits
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Airtable
- **Model:** OpenAI

## Questions

What does it need to run?

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

What starts it?

It starts on a clock.

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 27 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 27 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fauto-document-and-backup-workflows-with-openai-and-airtable)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Airtable](https://millionrounds.com/workflows?service=Airtable#library)

## Workflows like it

Also documents and files, with the same services where possible, closest in size first.

- [**Archive HR and legal documents with UploadToURL** 26 steps · Airtable, Gmail](https://millionrounds.com/workflow/archive-hr-and-legal-documents-with-uploadtourl)
- [**Track contract signatures and onboard clients with Airtable** 21 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/track-contract-signatures-and-onboard-clients-with-airtable)
- [**Send, chase, and e-signature with Airtable and TurboDocx** 33 steps · Airtable, Gmail](https://millionrounds.com/workflow/send-chase-and-e-signature-with-airtable-and-turbodocx)
- [**Document-based chatbot with OpenAI and Pinecone** 20 steps · calls a model · Airtable, Google Drive](https://millionrounds.com/workflow/document-based-chatbot-with-openai-and-pinecone)
- [**Extract and triage PDF documents with Claude and Gmail** 20 steps · Airtable, Gmail](https://millionrounds.com/workflow/extract-and-triage-pdf-documents-with-claude-and-gmail)
- [**n8n workflow backup management with Dropbox and Airtable** 19 steps · Airtable, Dropbox](https://millionrounds.com/workflow/n8n-workflow-backup-management-with-dropbox-and-airtable)