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Run DSAR case tracking with Google Sheets, Gmail, and Google Docs

Created by

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

Last update

Last update 9 hours ago

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Quick overview

Orchestrate DSAR access and erasure cases from intake through email verification, multi-system collection tasks and a deadline state machine, ending with a verified delivery pack via Gmail, Google Sheets and Google Docs.

How it works

  1. Receives a Data Subject Access Request (DSAR) via an n8n Form and validates the submitted requester details and request type.
  2. Checks Google Sheets for an existing open case for the same requester email and request type, then emails the requester and logs an audit event if the request is invalid or a duplicate.
  3. Creates a new case in a Google Sheets “Cases” register with a case ID, target deadline, and email verification token, logs the intake in an “AuditLog” tab, and emails the requester a verification link.
  4. When the requester clicks the verification webhook link, verifies the token against Google Sheets, marks the case as collecting, creates one per-system task in a Google Sheets “Tasks” tab, and emails each system owner a link to mark their task collected or blocked.
  5. When a system owner clicks a task-update webhook link, validates the token, updates the task status in Google Sheets, and logs the task event to the audit log.
  6. Once all tasks are final, flags potentially sensitive patterns in owner-provided notes, generates a delivery pack, creates a Google Doc in Google Drive, updates the case status to closed (or closed with gaps), emails the requester the document link, and logs the closure.
  7. Runs a daily schedule to read open cases and tasks from Google Sheets, then sends Gmail reminders/escalations (verification reminders, owner chases, escalation days, overdue alerts, and delay notice) and records each action in the audit log.

Setup

  1. Connect credentials for Gmail, Google Sheets, and Google Docs/Google Drive.
  2. Create a Google Spreadsheet with tabs named “Cases”, “Tasks”, and “AuditLog” and ensure the columns match what the workflow writes (case fields, task fields, and audit fields).
  3. Create a Google Drive folder for delivery packs and set its folder ID in the workflow configuration.
  4. Update the Sheet ID in the main configuration and in each branch-specific Sheet ID setter (verification, task update, and daily sweep), and set your webhook base URL, privacy lead email, system owners list, deadlines, and verification-link expiry.