# Summarize school circular emails with Gmail and Gemini: n8n workflow

> Started by an arriving email, and works across Gmail and Google Sheets. It hands the judgement calls to Gemini.

Source: https://millionrounds.com/workflow/summarize-school-circular-emails-with-gmail-and-gemini (Millionrounds; every figure on the page links to its filing or article)

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

# Summarize school circular emails with Gmail and Gemini

Started by an arriving email, and works across Gmail and Google Sheets. It hands the judgement calls to Gemini. 15 steps, 3 branches: a working afternoon to understand properly.

Medium Calls a model: Gemini

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fsummarize-school-circular-emails-with-gmail-and-gemini)

**15 steps** Medium: a working afternoon

**3** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 1 Logic 8 Service 5

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

- 1 **School Email Trigger** Gmail trigger *Starts it*
- 2 **Standardize Email Metadata** Code *Logic*
- 3 **Check for Circular Attachment** If *Logic*
- 4 **Fetch Email Attachment Content** Gmail *Service*
- 5 **Extract Circular PDF Text** Extract From File *Service*
- 6 **Check OCR Requirement** If *Logic*
- 7 **Prepare OCR Fallback Content** Code *Logic*
- 8 **Assemble Final Circular Text** Code *Logic*
- 9 **Generate Circular Duplicate Key** Code *Logic*
- 10 **Search Existing Circular Log** Google Sheets *Service*
- 11 **Check Duplicate Status** If *Logic*
- 12 **Extract Structured Circular Details** Google Gemini *Model*
- 13 **Parse Structured AI Output** Code *Logic*
- 14 **Store Circular Record in Google Sheets** Google Sheets *Service*
- 15 **Send Parent Circular Digest** Gmail *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 15, with 3 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets
- **Model:** Gemini

## Questions

What does it need to run?

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

What starts it?

It starts on an arriving email.

Does it use AI?

Yes. It calls Gemini. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 15 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 15 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%2Fsummarize-school-circular-emails-with-gmail-and-gemini)
- **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)

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Also research and reporting, with the same services where possible, closest in size first.

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- [**And extract reports from websites with OpenAI** 15 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/and-extract-reports-from-websites-with-openai)