Automation library · Scheduling

Schedule supplier follow-ups from Airtable POs to Google Calendar

Started by a clock, and works across Airtable, Gmail, Google Calendar and Slack. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 16 steps, 1 branch, 1 loop or waits: a working afternoon to understand properly.

MediumCalls a model: OpenAIRetrieval

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16 stepsMedium: a working afternoon
1Branch: places the flow splits
1Loop or waits
4Services it connects to

The flow

Starts it 2Model 4Logic 2Service 8

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

  1. 1Schedule TriggerSchedule triggerStarts it
  2. 2Parse AI Output (Structured JSON)Output Parser StructuredModel
  3. 3AI Model: GPT-4 Screening EngineLm Chat Open AiModel
  4. 4AI Memory: Candidate ContextMemory Buffer WindowModel
  5. 5Error TriggerError triggerStarts it
  6. 6Fetch Overdue POs from AirtableAirtableService
  7. 7AI Agent: Agent WriterAgentModel
  8. 8Slack - Error AlertSlackService
  9. 9Process Each PO IndividuallySplit In BatchesLogic
  10. 10Create Calendar EventGoogle CalendarService
  11. 11Initial Slack AlertSlackService
  12. 12IfIfLogic
  13. 13Save Calendar Link to AirtableAirtableService
  14. 14Send a messageSlackService
  15. 15Send Slack NotificationSlackService
  16. 16Send Email ConfirmationGmailService

How it's built

Starts on
A clock
Steps
16, with 1 branch, 1 loop or waits
Size
Medium: a working afternoon
Connects to
Airtable, Gmail, Google Calendar, Slack
Model
OpenAI
Retrieval
Answers are drawn from documents you supply, not from the model alone

Questions

What does it need to run?

An n8n account, plus your own Airtable, Gmail, Google Calendar and Slack 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. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

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.