# Automate client onboarding with Google Forms and OpenAI: n8n workflow

> Started by someone submitting a form, and works across ClickUp, Gmail and Google Drive. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-client-onboarding-with-google-forms-and-openai (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [AI assistants](https://millionrounds.com/workflows?category=AI+assistants#library)

# Automate client onboarding with Google Forms and OpenAI

Started by someone submitting a form, and works across ClickUp, Gmail and Google Drive. It hands the judgement calls to OpenAI. 14 steps, 1 loop or waits: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-client-onboarding-with-google-forms-and-openai)

**14 steps** Medium: a working afternoon

**0** Branches: places the flow splits

**1** Loop or waits

**3** Services it connects to

## The flow

Starts it 1 Model 3 Logic 4 Service 6

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

- 1 **Receive Onboarding Form** Form trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **Parse Task JSON Output** Output Parser Structured *Model*
- 4 **Extract PDF Content** Extract From File *Service*
- 5 **Generate Onboarding Tasks** Agent *Model*
- 6 **Set Project Information** Set *Logic*
- 7 **Split Tasks Array** Split Out *Logic*
- 8 **Create Google Drive Folder** Google Drive *Service*
- 9 **Loop Through Tasks** Split In Batches *Logic*
- 10 **Set Drive Folder ID** Set *Logic*
- 11 **Send Welcome Email** Gmail *Service*
- 12 **Create ClickUp Task** Click Up *Service*
- 13 **Create ClickUp Folder** Click Up *Service*
- 14 **Create ClickUp List** Click Up *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 14, 1 loop or waits
- **Size:** Medium: a working afternoon
- **Connects to:** ClickUp, Gmail, Google Drive
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own ClickUp, Gmail and Google Drive 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?

Plan an afternoon. 14 steps is enough that you should read each one before running it.

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 14 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%2Fautomate-client-onboarding-with-google-forms-and-openai)
- **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.

[ClickUp](https://millionrounds.com/workflows?service=ClickUp#library)[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Drive](https://millionrounds.com/workflows?service=Google+Drive#library)

## Workflows like it

Also ai assistants, with the same services where possible, closest in size first.

- [**AI real estate agent with RAG** 14 steps · calls a model · Gmail](https://millionrounds.com/workflow/ai-real-estate-agent-with-rag)
- [**AI voice travel agent with OpenAI and OpenRouter** 14 steps · calls a model · Gmail](https://millionrounds.com/workflow/ai-voice-travel-agent-with-openai-and-openrouter)
- [**Analyze inflation hedges with OpenAI and Gmail** 14 steps · calls a model · Gmail](https://millionrounds.com/workflow/analyze-inflation-hedges-with-openai-and-gmail)
- [**Automate Reuters economic news filtering and delivery** 14 steps · calls a model · Gmail](https://millionrounds.com/workflow/automate-reuters-economic-news-filtering-and-delivery)
- [**Automated LinkedIn job hunter: get your best daily job matches** 14 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/automated-linkedin-job-hunter-get-your-best-daily-job-matche)
- [**Categorize and label existing Gmail emails with OpenAI** 14 steps · calls a model · Gmail](https://millionrounds.com/workflow/categorize-and-label-existing-gmail-emails-with-openai)