# Email follow up system with OpenAI and Gmail: n8n workflow

> Started by a clock, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/email-follow-up-system-with-openai-and-gmail (Millionrounds; every figure on the page links to its filing or article)

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

# Email follow up system with OpenAI and Gmail

Started by a clock, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 25 steps, 2 branches, 6 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%2Femail-follow-up-system-with-openai-and-gmail)

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

**2** Branches: places the flow splits

**6** Loops or waits

**2** Services it connects to

## The flow

Starts it 3 Model 5 Logic 9 Service 8

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

- 1 **When clicking ‘Execute workflow’** Manual trigger *Starts it*
- 2 **Schedule Trigger** Schedule trigger *Starts it*
- 3 **Gmail Trigger** Gmail trigger *Starts it*
- 4 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 5 **Think** Tool Think *Model*
- 6 **Get row(s) in sheet** Google Sheets *Service*
- 7 **Get row(s) in sheet1** Google Sheets *Service*
- 8 **Message a model1** Open Ai *Model*
- 9 **AI Agent** Agent *Model*
- 10 **Message a model** Open Ai *Model*
- 11 **Loop Over Items1** Split In Batches *Logic*
- 12 **Get row(s) in sheet2** Google Sheets *Service*
- 13 **Send a message2** Gmail *Service*
- 14 **Loop Over Items** Split In Batches *Logic*
- 15 **Get many messages1** Gmail *Service*
- 16 **If1** If *Logic*
- 17 **Loop Over Items2** Split In Batches *Logic*
- 18 **Send a message** Gmail *Service*
- 19 **Edit Fields** Set *Logic*
- 20 **Wait2** Wait *Logic*
- 21 **Update row in sheet1** Google Sheets *Service*
- 22 **If** If *Logic*
- 23 **Wait** Wait *Logic*
- 24 **Send a message1** Gmail *Service*
- 25 **Wait1** Wait *Logic*

## How it's built

- **Starts on:** A clock
- **Steps:** 25, with 2 branches, 6 loops or waits
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts, 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 25 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 25 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%2Femail-follow-up-system-with-openai-and-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 crm, with the same services where possible, closest in size first.

- [**Gmail campaign sender: Bulk-send emails and follow up if no reply** 25 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/gmail-campaign-sender-bulk-send-emails-and-follow-up-if-no-r)
- [**n8n cheatsheet for data pipeline with Gemini and OpenAI** 24 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/n8n-cheatsheet-for-data-pipeline-with-gemini-and-openai)
- [**Automate AI Video Production Pipeline with OpenAI and Fal.AI** 23 steps · calls a model · Google Sheets, YouTube](https://millionrounds.com/workflow/automate-ai-video-production-pipeline-with-openai-and-fal-ai)
- [**Predict customer churn with Google Sheets** 23 steps · calls a model · Email, Google Sheets](https://millionrounds.com/workflow/predict-customer-churn-with-google-sheets)
- [**Restaurant daily insights with Gemini** 27 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/restaurant-daily-insights-with-gemini)
- [**Score customer health and churn risk with Salesforce** 27 steps · calls a model · Gmail, Salesforce](https://millionrounds.com/workflow/score-customer-health-and-churn-risk-with-salesforce)