AI-Powered Sales Assistant with Airtable CRM, Gmail and Web Research

Overview of the n8n Workflow

This n8n workflow automates sales processes using AI agents integrated with Airtable as a CRM and Gmail for email handling. It consists of two main workflows: one for handling Airtable status changes to send automated emails, and another for processing incoming emails to add new leads to the CRM or respond to existing leads/clients. The agents personalize emails, research leads via web searches, update CRM notes, and include human approval for responses.

Sticky Notes: Setup and Customization Guidance

The workflows include sticky notes with Markdown formatting for key instructions (assume these are added to the cloned workflows):

1. Editable Fields (Airtable and Gmail Credentials)

   ## Editable Fields
   - Update Airtable base ID and table ID in trigger/search nodes to match your CRM.
   - Set Gmail credentials for triggers and email nodes.
   

2. Editable Fields (API Keys and Models)

   ## Editable Fields
   - Replace Tavily API key in HTTP request nodes with your own (sign up at tavily.com).
   - Update OpenAI model in chat model nodes if needed (e.g., to gpt-4o).
   

3. Editable Fields (Google Docs Templates)

   ## Editable Fields
   - Replace Google Docs URLs in document nodes with your own templates for each status/email type.
   - Ensure Google Docs credentials have read access.
   

How to Set Up the Workflow

To use these workflows in n8n (setup time: ~10-15 minutes):

1. Import the JSONs: Paste the provided JSON into n8n to create the two workflows ("Airtable sales agent" and "Email sales Agent").

2. Configure Credentials:

   • Airtable: Add API token credentials for your base.
   • Gmail: Set up OAuth2 credentials for your email account.
   • OpenAI: Add API key for chat models.
   • Google Docs: Set up OAuth2 credentials with read access to your templates.

3. Update Editable Fields:

   • In Airtable nodes: Set your base ID and table ID.
   • In HTTP nodes: Replace Tavily API key.
   • In Google Docs nodes: Update URLs to your email templates/knowledge base.
   • No need to rebuild nodes; all are pre-configured.

4. Activate Workflows: Enable the triggers and test with sample data.

Potential Customizations

• Change Status Templates: Add more switch outputs and Google Docs nodes for additional Airtable statuses.
• Adjust AI Prompts: Modify system messages in AI Agent nodes for different personalization or response styles.
• Replace Search API: Swap Tavily HTTP requests with another search tool if preferred.
• Add More Tools: Extend the AI Agent with additional tools for CRM updates or integrations.

Considerations and Improvements

• API Limits: Monitor Tavily and OpenAI usage to avoid rate limits; add waits if needed.
• Error Handling: Add IF nodes for cases like no matching lead or failed searches.
• Data Privacy: Ensure sensitive lead data in Airtable and emails complies with regulations.
• Testing: Use test emails and Airtable records to verify before going live.

Conclusion

These n8n workflows create an efficient AI-powered sales system, automating lead addition, CRM updates, and email communications with minimal setup. They integrate seamlessly with Airtable and Gmail, allowing focus on high-value tasks. Customize as needed via the editable fields outlined.