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

by LeeWei•Updated: Last update 23 days ago•Source: n8n.io

Getting Started

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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.