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Create client project workspaces with Google Drive, Sheets and Gmail

Created by

Created by: Bozhidar Simeonov || bsimeonovv
Bozhidar Simeonov

Last update

Last update 8 hours ago

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Quick overview

This workflow collects project details through an authenticated n8n Form, checks a Google Sheets project register for existing references, creates a standardized client and project folder structure in Google Drive, and sends an owner notification through Gmail. Repeated matching submissions reuse the existing workspace.

How it works

  1. Receives a submission from an authenticated n8n Form with Client Name, Project Name, and Project Reference.
  2. Normalizes and validates the input and stops with an on-screen error if any required configuration or field format is invalid.
  3. Looks up the Project Reference in a Google Sheets register and routes the request as new, resumable, already in progress, or conflicting.
  4. For a new reference, appends a “Provisioning” row in Google Sheets and re-reads the register to confirm this run owns the reference before continuing.
  5. Finds or creates the client folder and project folder in Google Drive, then creates any missing standard subfolders inside the project folder.
  6. Updates the Google Sheets register row with the Drive folder ID/URL and marks the project as Complete.
  7. Sends a notification email via Gmail (unless already marked sent) and then updates the register to set the notification status to Sent.

Setup

  1. Add Google OAuth2 credentials in n8n with access to Google Drive, Google Sheets, and Gmail, and select them on all corresponding nodes.
  2. Create a Google Sheet with a tab named Projects and the required headers: project_reference, client_name, project_name, status, notification_status, project_folder_id, project_folder_url, submission_id, created_at, updated_at.
  3. Create (or choose) a Google Drive parent folder in My Drive that will contain all client folders.
  4. In the Configuration step, paste your Drive parent folder ID, spreadsheet ID, register sheet name, and the notification email address to receive alerts.
  5. If needed after import, ensure the Google Drive subfolder listing is set to return all results so missing folders are detected correctly.

Requirements

  • An n8n instance supporting authenticated forms, Google Drive, Google Sheets and Gmail OAuth2 credentials, an accessible Google Drive parent folder, a Google Sheets project register, and workflow execute permission for form users.