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Grade and escalate truck defects with Forms, Google Sheets, Gmail, Telegram, and DeepSeek

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Created by: Khaisa Studio || khaisastudio
Khaisa Studio

Last update

Last update 2 days ago

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A driver spots a soft brake pedal at 5 a.m., writes it on paper, and the truck goes out anyway because nobody read the note. This workflow turns the pre trip check into a short form, has DeepSeek grade the defect against the truck's recent history, logs everything in Google Sheets and gets the shop and dispatch moving by Gmail and Telegram. It also holds unclear AI grades for a supervisor, falls back to email when Telegram fails and escalates out of service trucks that sit too long.

Last updated: November 2026.

Quick Overview

A hosted form collects the driver, truck, odometer, defect area and a note. A Code node validates it, and incomplete checks go to a Rejected Checks tab with an email to the fleet inbox. Valid checks first read the Fleet Log for the same truck, so the prompt includes open defects and anything flagged in the last 30 days. The agent grades the defect as out of service, repair today, monitor or none, and treats a repeat on the same area as at least repair today. A Code node checks the grade: invalid JSON, a defect graded none, or a repeat graded monitor sends the check to a supervisor on Telegram and tells the driver to hold the truck. Every check is logged either way. Trusted grades are routed by a Switch: out of service emails the shop and alerts dispatch on Telegram, with an email fallback if Telegram fails; repair today emails the shop for the next stop; the rest just get a receipt. The receipt message id is written back to the log. Every morning a sweep chases open defects and escalates overdue out of service trucks, and every Monday the fleet manager gets a summary.

How it works

  1. Pre Trip Check Form, Normalize Check and Check Complete? collect and validate the check. Incomplete ones go to Log Incomplete Check and Email Incomplete Check.
  2. Read Unit History and Check Unit History add open and recent defects for the same truck to the prompt.
  3. Assess Defect grades the check with retries, and Parse Assessment parses it with safe fallbacks.
  4. Check Assessment Quality flags bad JSON, a defect graded none, or a repeat graded monitor. Append Check to Fleet Log stores the row with repeat_defect and qa_problems.
  5. Assessment Trustworthy? sends flagged checks to Ask Supervisor To Review and Email Driver Hold Notice.
  6. Route By Severity sends out of service checks to Email Shop Now and Alert Dispatch, whose error output uses Email Dispatch Fallback. Repair today goes to Email Shop Repair Today. Every trusted check ends at Email Driver Receipt and Record Receipt Sent.
  7. Daily Defect Sweep reads the log at 06:00, Build Open Defects finds overdue items, Email Shop Chase reminds the shop and Any Out Of Service Overdue? pushes Escalate To Fleet Manager on Telegram.
  8. Weekly Fleet Digest counts checks by severity and open defects by area for the fleet manager.

Setup

  1. Create a spreadsheet with a Fleet Log tab (the append columns plus repeat_defect, qa_problems, receipt_message_id and driver_notified_at) and a Rejected Checks tab.
  2. Connect Google Sheets on every Sheets node.
  3. Connect your DeepSeek credential (OpenAI compatible) on Devscale Chat Model.
  4. Connect Gmail and replace [email protected] with your shop and fleet inboxes.
  5. Connect Telegram and replace 123456789 with your dispatch chat id.
  6. Share the form URL with drivers and submit one test check with a defect.

Quick Answers

Does the workflow know if a truck had the same problem last week?
Yes. Check Unit History adds the last 30 days of defects for that truck to the prompt, and a repeat on the same area is graded at least repair today.

What if the AI grade looks wrong?
Check Assessment Quality catches broken replies, a reported defect graded none, or a repeat graded monitor. The supervisor gets a Telegram alert and the driver is told to hold the truck.

What if Telegram is down when a truck goes out of service?
Alert Dispatch retries, then its error output sends the same alert by email.

How are long running out of service trucks escalated?
The daily sweep emails the shop, and when any overdue item is out of service the fleet manager also gets a Telegram message.

Additional info

Built with n8n. Need an assessment on your business? Feel free to reach out at https://khmuhtadin.com/consultation/