# Automate personalized HR email outreach with Gmail: n8n workflow

> Started by a clock, and works across Gmail and Google Sheets. 16 steps, 2 branches, 2 loops or waits: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/automate-personalized-hr-email-outreach-with-gmail (Millionrounds; every figure on the page links to its filing or article)

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

# Automate personalized HR email outreach with Gmail

Started by a clock, and works across Gmail and Google Sheets. 16 steps, 2 branches, 2 loops or waits: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-personalized-hr-email-outreach-with-gmail)

**16 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**2** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Logic 10 Service 4

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

- 1 **Schedule Trigger** Schedule trigger *Starts it*
- 2 **When clicking ‘Execute workflow’** Manual trigger *Starts it*
- 3 **Google Sheets - Read HR Data** Google Sheets *Service*
- 4 **Remove Duplicates** Remove Duplicates *Logic*
- 5 **Email Validation1** If *Logic*
- 6 **Rate Limiter** Code *Logic*
- 7 **Email Creator** Code *Logic*
- 8 **Loop Over Items** Split In Batches *Logic*
- 9 **Wait** Wait *Logic*
- 10 **Download Resume** Http Request *Service*
- 11 **Send Gmail** Gmail *Service*
- 12 **If** If *Logic*
- 13 **Update Counter1** Code *Logic*
- 14 **Handle Failures1** Code *Logic*
- 15 **Edit Fields1** Set *Logic*
- 16 **Log to Google Sheets1** Google Sheets *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 16, with 2 branches, 2 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 16 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 16 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-personalized-hr-email-outreach-with-gmail)
- **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.

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

## Workflows like it

Also lead generation, with the same services where possible, closest in size first.

- [**Automate Google Maps lead generation with Perplexity AI** 16 steps · Google Sheets](https://millionrounds.com/workflow/automate-google-maps-lead-generation-with-perplexity-ai)
- [**Capture leads from forms to Google Sheets** 16 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/capture-leads-from-forms-to-google-sheets)
- [**Create and follow up Odoo CRM leads from webhook forms** 16 steps · Gmail, Slack](https://millionrounds.com/workflow/create-and-follow-up-odoo-crm-leads-from-webhook-forms)
- [**Generate and score Google Maps leads with Gemini and Apify** 16 steps · Google Sheets](https://millionrounds.com/workflow/generate-and-score-google-maps-leads-with-gemini-and-apify)
- [**Generate leads from Google Maps with Google Sheets** 16 steps · Google Sheets](https://millionrounds.com/workflow/generate-leads-from-google-maps-with-google-sheets)
- [**Score inbound leads and escalate hot ones with OpenAI** 16 steps · Google Sheets, Slack](https://millionrounds.com/workflow/score-inbound-leads-and-escalate-hot-ones-with-openai)