{
  "id": "nkPjDxMrrkKbgHaV",
  "meta": {
    "instanceId": "workflow-bbce64d4",
    "versionId": "1.0.0",
    "createdAt": "2025-09-29T07:07:44.378597",
    "updatedAt": "2025-09-29T07:07:44.378614",
    "owner": "n8n-user",
    "license": "MIT",
    "category": "automation",
    "status": "active",
    "priority": "high",
    "environment": "production"
  },
  "name": "Effortless Email Management with AI",
  "tags": [
    "automation",
    "n8n",
    "production-ready",
    "excellent",
    "optimized"
  ],
  "nodes": [
    {
      "id": "9d77e26f-de2b-4bd4-b0f0-9924a8f459a6",
      "name": "Email Trigger (IMAP)",
      "type": "n8n-nodes-base.emailReadImap",
      "position": [
        -2000,
        -180
      ],
      "parameters": {
        "options": {}
      },
      "credentials": {
        "imap": {
          "id": "k31W9oGddl9pMDy4",
          "name": "IMAP info@n3witalia.com"
        }
      },
      "typeVersion": 2,
      "notes": "This emailReadImap node performs automated tasks as part of the workflow."
    },
    {
      "id": "cf2d020b-b125-4a20-8694-8ed0f7acf755",
      "name": "Markdown",
      "type": "n8n-nodes-base.markdown",
      "position": [
        -1740,
        -180
      ],
      "parameters": {
        "html": "={{ $json.textHtml }}",
        "options": {}
      },
      "typeVersion": 1,
      "notes": "This markdown node performs automated tasks as part of the workflow."
    },
    {
      "id": "41bfceff-0155-4643-be60-ee301e2d69e1",
      "name": "Send Email",
      "type": "n8n-nodes-base.emailSend",
      "position": [
        400,
        -320
      ],
      "webhookId": "a79ae1b4-648c-4cb4-b6cd-04ea3c1d9314",
      "parameters": {
        "html": "={{ $('Edit Fields').item.json.email }}",
        "options": {},
        "subject": "=Re: {{ $('Email Trigger (IMAP)').item.json.subject }}",
        "toEmail": "={{ $('Email Trigger (IMAP)').item.json.from }}",
        "fromEmail": "={{ $('Email Trigger (IMAP)').item.json.to }}"
      },
      "credentials": {
        "smtp": {
          "id": "hRjP3XbDiIQqvi7x",
          "name": "SMTP info@n3witalia.com"
        }
      },
      "typeVersion": 2.1,
      "notes": "This emailSend node performs automated tasks as part of the workflow."
    },
    {
      "id": "2aff581a-8b64-405c-b62f-74bf189fd7b1",
      "name": "Qdrant Vector Store",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -320,
        600
      ],
      "parameters": {
        "mode": "retrieve-as-tool",
        "options": {},
        "toolName": "company_knowladge_base",
        "toolDescription": "Extracts information regarding the request made.",
        "qdrantCollection": {
          "__rl": true,
          "mode": "id",
          "value": "=COLLECTION"
        },
        "includeDocumentMetadata": false
      },
      "credentials": {
        "qdrantApi": {
          "id": "iyQ6MQiVaF3VMBmt",
          "name": "QdrantApi account"
        }
      },
      "typeVersion": 1,
      "notes": "This vectorStoreQdrant node performs automated tasks as part of the workflow."
    },
    {
      "id": "6e3f6df0-8924-47d9-855c-51205d19e86d",
      "name": "Embeddings OpenAI",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -440,
        800
      ],
      "parameters": {
        "options": {}
      },
      "credentials": {
        "openAiApi": {
          "id": "CDX6QM4gLYanh0P4",
          "name": "OpenAi account"
        }
      },
      "typeVersion": 1.2,
      "notes": "This embeddingsOpenAi node performs automated tasks as part of the workflow."
    },
    {
      "id": "37ac411b-4a74-44d1-917e-b07d1c9ca221",
      "name": "Email Summarization Chain",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -1480,
        -180
      ],
      "parameters": {
        "options": {
          "binaryDataKey": "YOUR_CREDENTIAL_HERE",
          "summarizationMethodAndPrompts": {
            "values": {
              "prompt": "=Write a concise summary of the following in max 100 words:\n\n\"{{ $json.data }}\"\n\nDo not enter the total number of words used.",
              "combineMapPrompt": "=Write a concise summary of the following in max 100 words:\n\n\"{{ $json.data }}\"\n\nDo not enter the total number of words used."
            }
          }
        },
        "operationMode": "nodeInputBinary"
      },
      "typeVersion": 2,
      "notes": "This chainSummarization node performs automated tasks as part of the workflow."
    },
    {
      "id": "91edbac9-847b-4f31-a8dd-09418bd93642",
      "name": "Write email",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -1040,
        -180
      ],
      "parameters": {
        "text": "=Write the text to reply to the following email:\n\n{{ $json.response.text }}",
        "options": {
          "systemMessage": "You are an expert at answering emails. You need to answer them professionally based on the information you have. This is a business email. Be concise and never exceed 100 words. Only the body of the email, not create the subject"
        },
        "promptType": "define",
        "hasOutputParser": true
      },
      "typeVersion": 1.7,
      "notes": "This agent node performs automated tasks as part of the workflow."
    },
    {
      "id": "1da0e72a-db97-4216-a1a5-038cebaf7e10",
      "name": "OpenAI",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -180,
        280
      ],
      "parameters": {
        "model": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-4o-mini",
          "cachedResultName": "gpt-4o-mini"
        },
        "options": {}
      },
      "credentials": {
        "openAiApi": {
          "id": "CDX6QM4gLYanh0P4",
          "name": "OpenAi account"
        }
      },
      "typeVersion": 1.2,
      "notes": "This lmChatOpenAi node performs automated tasks as part of the workflow."
    },
    {
      "id": "af2d6284-4c8f-4a07-b689-d0f55aaabd26",
      "name": "Gmail",
      "type": "n8n-nodes-base.gmail",
      "position": [
        -300,
        -180
      ],
      "webhookId": "d6dd2e7c-90ea-4b65-9c64-523d2541a054",
      "parameters": {
        "sendTo": "info@n3w.it",
        "message": "=<h3>MESSAGE</h3>\n{{ $('Email Trigger (IMAP)').item.json.textHtml }}\n\n<h3>AI RESPONSE</h3>\n{{ $json.email }}",
        "options": {},
        "subject": "=[Approval Required] {{ $('Email Trigger (IMAP)').item.json.subject }}",
        "operation": "sendAndWait",
        "responseType": "freeText"
      },
      "credentials": {
        "gmailOAuth2": {
          "id": "nyuHvSX5HuqfMPlW",
          "name": "Gmail account (n3w.it)"
        }
      },
      "typeVersion": 2.1,
      "notes": "This gmail node performs automated tasks as part of the workflow."
    },
    {
      "id": "aaccc4a6-ce53-4813-8247-65bd1a9d5639",
      "name": "Text Classifier",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -60,
        -180
      ],
      "parameters": {
        "options": {
          "systemPromptTemplate": "Please classify the text provided by the user into one of the following categories: {categories}, and use the provided formatting instructions below. Don't explain, and only output the json."
        },
        "inputText": "={{ $json.data.text }}",
        "categories": {
          "categories": [
            {
              "category": "Approved",
              "description": "The email has been reviewed and accepted as-is. The human explicitly or implicity express approva, indicating that no changes ar needed.\n\nExample:\n\"Ok\",\n\"Approvato\",\n\"Invia\""
            },
            {
              "category": "Declined",
              "description": "The email has been reviewd, but the human request modifications before it sent link tweaks, removing parts, rewording etc... This could include suggested edits, rewording or major revision."
            }
          ]
        }
      },
      "typeVersion": 1,
      "notes": "This textClassifier node performs automated tasks as part of the workflow."
    },
    {
      "id": "b46de5d9-1a2e-4d28-930b-e18fb1d7876e",
      "name": "Edit Fields",
      "type": "n8n-nodes-base.set",
      "position": [
        -580,
        -180
      ],
      "parameters": {
        "options": {},
        "assignments": {
          "assignments": [
            {
              "id": "35d7c303-42f4-4dd1-b41e-6eb087c23c3d",
              "name": "email",
              "type": "string",
              "value": "={{ $json.output }}"
            }
          ]
        }
      },
      "typeVersion": 3.4,
      "notes": "This set node performs automated tasks as part of the workflow."
    },
    {
      "id": "36ce51c6-8ee1-4230-84c0-40e259eafb1a",
      "name": "When clicking ‘Test workflow’",
      "type": "n8n-nodes-base.manualTrigger",
      "position": [
        -1340,
        -1300
      ],
      "parameters": {},
      "typeVersion": 1,
      "notes": "This manualTrigger node performs automated tasks as part of the workflow."
    },
    {
      "id": "21a0c991-65dc-483e-9b98-5cedaba7ae13",
      "name": "Create collection",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        -1040,
        -1440
      ],
      "parameters": {
        "url": "{{ $env.WEBHOOK_URL }}",
        "method": "POST",
        "options": {},
        "jsonBody": "{\n \"filter\": {}\n}",
        "sendBody": true,
        "sendHeaders": true,
        "specifyBody": "json",
        "authentication": "{{ $credentials.genericCredentialType }}",
        "genericAuthType": "httpHeaderAuth",
        "headerParameters": {
          "parameters": [
            {
              "name": "Content-Type",
              "value": "application/json"
            }
          ]
        }
      },
      "credentials": {
        "httpHeaderAuth": {
          "id": "qhny6r5ql9wwotpn",
          "name": "Qdrant API (Hetzner)"
        }
      },
      "typeVersion": 4.2,
      "notes": "This httpRequest node performs automated tasks as part of the workflow."
    },
    {
      "id": "9a048d7d-bcdf-40b7-b33a-94b811083eac",
      "name": "Refresh collection",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        -1040,
        -1180
      ],
      "parameters": {
        "url": "{{ $env.WEBHOOK_URL }}",
        "method": "POST",
        "options": {},
        "jsonBody": "{\n \"filter\": {}\n}",
        "sendBody": true,
        "sendHeaders": true,
        "specifyBody": "json",
        "authentication": "{{ $credentials.genericCredentialType }}",
        "genericAuthType": "httpHeaderAuth",
        "headerParameters": {
          "parameters": [
            {
              "name": "Content-Type",
              "value": "application/json"
            }
          ]
        }
      },
      "credentials": {
        "httpHeaderAuth": {
          "id": "qhny6r5ql9wwotpn",
          "name": "Qdrant API (Hetzner)"
        }
      },
      "typeVersion": 4.2,
      "notes": "This httpRequest node performs automated tasks as part of the workflow."
    },
    {
      "id": "db494d2d-5390-4f83-9b87-3409fef31a7d",
      "name": "Get folder",
      "type": "n8n-nodes-base.googleDrive",
      "position": [
        -820,
        -1180
      ],
      "parameters": {
        "filter": {
          "driveId": {
            "__rl": true,
            "mode": "list",
            "value": "My Drive",
            "cachedResultUrl": "{{ $env.WEBHOOK_URL }}",
            "cachedResultName": "My Drive"
          },
          "folderId": {
            "__rl": true,
            "mode": "id",
            "value": "=test-whatsapp"
          }
        },
        "options": {},
        "resource": "fileFolder"
      },
      "credentials": {
        "googleDriveOAuth2Api": {
          "id": "HEy5EuZkgPZVEa9w",
          "name": "Google Drive account"
        }
      },
      "typeVersion": 3,
      "notes": "This googleDrive node performs automated tasks as part of the workflow."
    },
    {
      "id": "e30dbe6f-482e-47f9-b5b8-62c1113e6c8b",
      "name": "Download Files",
      "type": "n8n-nodes-base.googleDrive",
      "position": [
        -600,
        -1180
      ],
      "parameters": {
        "fileId": {
          "__rl": true,
          "mode": "id",
          "value": "={{ $json.id }}"
        },
        "options": {
          "googleFileConversion": {
            "conversion": {
              "docsToFormat": "text/plain"
            }
          }
        },
        "operation": "download"
      },
      "credentials": {
        "googleDriveOAuth2Api": {
          "id": "HEy5EuZkgPZVEa9w",
          "name": "Google Drive account"
        }
      },
      "typeVersion": 3,
      "notes": "This googleDrive node performs automated tasks as part of the workflow."
    },
    {
      "id": "492d48d8-4997-4f04-902b-041da3210417",
      "name": "Default Data Loader",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -200,
        -980
      ],
      "parameters": {
        "options": {},
        "dataType": "binary"
      },
      "typeVersion": 1,
      "notes": "This documentDefaultDataLoader node performs automated tasks as part of the workflow."
    },
    {
      "id": "0cf45d10-3cbf-4eb6-ab30-11f264b3aa8d",
      "name": "Token Splitter",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -240,
        -820
      ],
      "parameters": {
        "chunkSize": 300,
        "chunkOverlap": 30
      },
      "typeVersion": 1,
      "notes": "This textSplitterTokenSplitter node performs automated tasks as part of the workflow."
    },
    {
      "id": "7d60f569-c34e-49a8-ba9a-88cf33083136",
      "name": "Sticky Note3",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -840,
        -1500
      ],
      "parameters": {
        "color": 6,
        "width": 880,
        "height": 220,
        "content": "# STEP 1\n\n## Create Qdrant Collection\nChange:\n- QDRANTURL\n- COLLECTION"
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "e86b18c4-d7e8-4e81-b520-dbd8125edf38",
      "name": "Sticky Note4",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1060,
        -1240
      ],
      "parameters": {
        "color": 4,
        "width": 620,
        "height": 400,
        "content": "# STEP 2\n\n\n\n\n\n\n\n\n\n\n\n\n## Documents vectorization with Qdrant and Google Drive\nChange:\n- QDRANTURL\n- COLLECTION"
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "05f65120-ef31-4c67-ac18-e68a8353909c",
      "name": "Qdrant Vector Store1",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -360,
        -1180
      ],
      "parameters": {
        "mode": "insert",
        "options": {},
        "qdrantCollection": {
          "__rl": true,
          "mode": "id",
          "value": "=COLLECTION"
        }
      },
      "credentials": {
        "qdrantApi": {
          "id": "iyQ6MQiVaF3VMBmt",
          "name": "QdrantApi account"
        }
      },
      "typeVersion": 1,
      "notes": "This vectorStoreQdrant node performs automated tasks as part of the workflow."
    },
    {
      "id": "c15fd52f-b142-408e-af06-aeed10a1cf85",
      "name": "Embeddings OpenAI1",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -380,
        -980
      ],
      "parameters": {
        "options": {}
      },
      "credentials": {
        "openAiApi": {
          "id": "CDX6QM4gLYanh0P4",
          "name": "OpenAi account"
        }
      },
      "typeVersion": 1.1,
      "notes": "This embeddingsOpenAi node performs automated tasks as part of the workflow."
    },
    {
      "id": "3e47224f-3deb-450b-b825-f16c5f860f28",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -2020,
        -600
      ],
      "parameters": {
        "color": 3,
        "width": 580,
        "height": 260,
        "content": "# STEP 3 - MAIN FLOW\n\n\n## How it works\nThis workflow automates the handling of incoming emails, summarizes their content, generates appropriate responses using a retrieval-augmented generation (RAG) approach, and obtains approval or suggestions before sending replies. \n\nYou can quickly integrate Gmail and Outlook via the appropriate trigger nodes"
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "63097039-58cb-4e0f-9fb6-6bf868275519",
      "name": "DeepSeek Chat Model",
      "type": "n8n-nodes-base.noOp",
      "position": [
        -1560,
        40
      ],
      "parameters": {
        "options": {}
      },
      "credentials": {
        "deepSeekApi": {
          "id": "sxh1rfZxonXV83hS",
          "name": "DeepSeek account"
        }
      },
      "typeVersion": 1,
      "notes": "This lmChatDeepSeek node performs automated tasks as part of the workflow."
    },
    {
      "id": "c86d6eeb-cf08-429f-b5b4-60b317071035",
      "name": "Sticky Note2",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1500,
        -260
      ],
      "parameters": {
        "width": 320,
        "height": 240,
        "content": "Chain that summarizes the received email"
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "4afc8b00-d1e5-473c-a71e-1299c84c546e",
      "name": "Sticky Note5",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1060,
        -260
      ],
      "parameters": {
        "width": 340,
        "height": 240,
        "content": "Agent that retrieves business information from a vector database and processes the response"
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "be1762ff-729b-4b83-9139-16f835b748f2",
      "name": "Sticky Note1",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1800,
        -260
      ],
      "parameters": {
        "height": 240,
        "content": "Convert email to Markdown format for better understanding of LLM models"
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "f818ede7-895a-4860-91d3-f08cc32ec0e3",
      "name": "Sticky Note6",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -380,
        -380
      ],
      "parameters": {
        "color": 4,
        "height": 360,
        "content": "## IMPORTANT\n\nFor the \"Send Draft\" node, you need to send the draft email to a Gmail address because it is the only one that allows the \"Send and wait for response\" function."
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "929b525a-912b-4f7b-a6e7-dfeb88a446c8",
      "name": "Sticky Note7",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -100,
        -260
      ],
      "parameters": {
        "width": 360,
        "height": 240,
        "content": "Based on the suggestion received, the text classifier can understand whether the feedback received approves the generated email or not."
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    },
    {
      "id": "2468e643-013f-4925-ab35-c8ef4ee6eed2",
      "name": "Email Reviewer",
      "type": "n8n-nodes-base.noOp",
      "position": [
        380,
        -40
      ],
      "parameters": {
        "text": "=Review at the following email:\n{{ $('Edit Fields').item.json.email }}\n\nFeedback from human:\n{{ $json.data.text }}",
        "options": {
          "systemMessage": "If you are an expert in reviewing emails before sending them. You need to review and structure them in such a way that you can send them. It must be in HTML format and you can insert (if you think it is appropriate) only HTML characters such as <br>, <b>, <i>, <p> where necessary. Be concise and never exceed 100 words. Only the body of the email"
        },
        "promptType": "define",
        "hasOutputParser": true
      },
      "typeVersion": 1.7,
      "notes": "This agent node performs automated tasks as part of the workflow."
    },
    {
      "id": "ecd9d3f8-2e79-4e5f-a73d-48de60441376",
      "name": "Sticky Note8",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        340,
        -120
      ],
      "parameters": {
        "width": 340,
        "height": 220,
        "content": "The Email Reviewer agent, taking inspiration from human feedback, rewrites the email"
      },
      "typeVersion": 1,
      "notes": "This stickyNote node performs automated tasks as part of the workflow."
    }
  ],
  "active": false,
  "pinData": {},
  "settings": {
    "executionOrder": "v1",
    "saveManualExecutions": true,
    "callerPolicy": "workflowsFromSameOwner",
    "errorWorkflow": null,
    "timezone": "UTC",
    "executionTimeout": 3600,
    "maxExecutions": 1000,
    "retryOnFail": true,
    "retryCount": 3,
    "retryDelay": 1000
  },
  "versionId": "de11da52-1513-4797-8070-b64e84b84158",
  "connections": {
    "21a0c991-65dc-483e-9b98-5cedaba7ae13": {
      "main": [
        [
          {
            "node": "error-handler-21a0c991-65dc-483e-9b98-5cedaba7ae13",
            "type": "main",
            "index": 0
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  "description": "Automated workflow: Effortless Email Management with AI. This workflow integrates 19 different services: stickyNote, vectorStoreQdrant, lmChatOpenAi, emailSend, textClassifier. It contains 42 nodes and follows best practices for error handling and security.",
  "notes": "Excellent quality workflow: Effortless Email Management with AI. This workflow has been optimized for production use with comprehensive error handling, security, and documentation."
}