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Create and review SOP training checklists and quizzes with Google Drive, Gemini, Gmail and Sheets

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Created by: kitayama || keisuke
kitayama

Last update

Last update a day ago

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Quick Overview

This workflow monitors a Google Drive folder for new SOP Google Docs, uses Google Gemini to draft a training checklist and multiple-choice quiz, then sends the draft for approval via Gmail and records approval decisions in Google Sheets.

How it works

  1. Triggers when a new file is created in a specific Google Drive folder.
  2. Retrieves the SOP text from Google Docs, validates that it is present and meets the minimum length, and emails the reviewer via Gmail if the SOP is invalid.
  3. Sends the SOP to Google Gemini to generate a draft checklist and a multiple-choice quiz in the configured language.
  4. Validates Gemini’s JSON output (checklist length, question structure, and evidence quotes that must exist verbatim in the SOP) and emails the reviewer via Gmail if the draft fails validation.
  5. Checks Google Sheets for an existing review record for the same document ID and skips saving if a prior decision or pending review already exists.
  6. Saves valid drafts to a Google Sheets review tab, emails the reviewer a formatted approval request via Gmail with Approve/Reject actions, and updates the same sheet row with Approved, Rejected, or Timed out after 7 days.

Setup

  1. Connect credentials for Google Drive, Google Docs, Google Sheets, Gmail, and Google Gemini.
  2. Set the Google Drive folder ID to watch and ensure it contains Google Docs SOPs.
  3. Create or select a Google Sheets spreadsheet and a tab (for example, “Training Reviews”) with columns for documentId, documentName, createdTime, draftCreatedAt, outputLanguage, checklist, questions, reviewStatus, reviewerEmail, reviewedAt, reviewDecision, and reviewNotes.
  4. In the configuration values, set your spreadsheet ID, sheet name, reviewer email address, output language, minimum SOP length, and desired question count.
  5. If self-hosting n8n, set WEBHOOK_URL (or the equivalent public URL settings) so the Gmail approval links can route back to your n8n instance.