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Answer vendor security questionnaires with Google Sheets, Drive, Gmail and Gemini

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Created by: Ali Abdullah || ali-abdullahx1
Ali Abdullah

Last update

Last update 9 hours ago

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Quick overview

Answers vendor security questionnaires by reusing approved library answers or drafting with Gemini from cited policy evidence. Each draft gets a confidence score and evidence links, passes an email approval gate with approve/reject links, and every decision is recorded in a decision log.

How it works

  1. Runs manually or weekly on a schedule to start a questionnaire processing batch.
  2. Reads the Questions, AnswerLibrary, and PolicyTexts tabs from Google Sheets and also lists and extracts text from policy PDF files in a specified Google Drive folder.
  3. For each question, tries to find a strong match in the approved AnswerLibrary and reuses the approved answer verbatim when the match score meets the threshold.
  4. If there is no strong library match, retrieves the most relevant policy text chunks and sends them to Google Gemini to draft an answer that includes required chunk citations.
  5. Scores each draft’s confidence, records evidence references, and appends the pending draft to the Drafts tab in Google Sheets.
  6. Compiles all pending drafts into an approval email with approve/reject links and sends it to the reviewer via Gmail, then emails an operations summary.
  7. When the reviewer clicks an approval link, a webhook validates the request, logs the decision to DecisionLog, updates the draft status in Drafts, and (if approved and deemed safe) appends the answer to AnswerLibrary.

Setup

  1. Create a Google Sheets workbook with tabs named Questions, AnswerLibrary, PolicyTexts, Drafts, and DecisionLog, and set the workbook ID in the workflow configuration.
  2. Connect Google Sheets, Google Drive, and Gmail credentials, and set the policy Drive folder ID, reviewer email, and ops email in the workflow configuration.
  3. Add a Google Gemini API key and (optionally) adjust the Gemini model, strong match threshold, and number of retrieved chunks in the workflow configuration.
  4. Set your public n8n host approval webhook URL and a decision secret, then use the generated approval links from the emails (or the webhook URL) to record approve/reject decisions.