Automating with n8n

Recently, I had attended hands-on-workshop on n8n where I built my first automation workflow. In this blog I’ll share what I learned and how can you do the same.

What is n8n? 🤔

n8n is an open-source workflow automation tool that uses a no code/ low code approach. This means you don’t need to be a professional programmer to create powerful automations. Instead, you can build workflows by simply connecting nodes (steps) together in a pipeline

Here’s how it works

• You define a trigger (like a form submission, sending a Gmail, or a scheduled time)

• Based on the trigger, conditions are checked

• Then, actions are performed automatically

  In simple terms → n8n helps you save time by automating repetitive tasks.

Use Case: Sending an Appointment Confirmation Email with Gmail 📧

During the workshop, I learned how to build a workflow that sends an automatic confirmation email whenever an appointment is booked. If the condition is met (like a valid time slot), Gmail sends the message. If not, the workflow simply does nothing.

Step 1: Create your n8n account

Go to the n8n website and sign up for a free account on the AI Workflow Automation Platform & Tools - n8n

Step 2: Create a Project

Once you’re logged in, click on “Create Project” to start building your workflow.

Step 3: Add the Trigger - Form Submission

There will be + icon after clicking on that type n8n form and click it. This will be the starting point of your workflow. Whenever a form is filled, this node will capture the data.

Step 4: Configure the Form

• Double-click on the Form Node you just added. A form editor will open.

• First, fill in the Form Title and Form Description to let users know what the form is about.

• Next, click on “Add Form Element” to add input fields.

• For this use case, we need 3 elements:

  1. Name (Text field)

  2. Email (Email field)

  3. Appointment Date (Date/Time field)

💡 Tip: Make sure to choose the right input type (text, email, date) for each element so the data is collected properly and make the field required.

Step 5: Execute the Form

• After adding the form elements, click on “Execute Step.”

• A form will appear on the screen.

• Fill in the details (Name, Email, and Appointment Date) and then submit the form.

Once submitted, you’ll see the collected data appear in JSON format on the right-hand side of the editor.

💡 This JSON output is important because it shows you how the data is stored and how you can use it in the next steps of your workflow.

Step 6: Add a Condition (If node)

1. Go back to your Canvas → Trigger flow.

2. From the Nodes panel, drag and drop an If node onto the canvas.

3. Open the If node settings (click on it).

4. In the Value 1 field, drag the date field from the JSON (from trigger output) and drop it there.

   • Example: {{$json.Date}}

5. In the Condition, select is not empty.

6. Leave Value 2 blank (since "is not empty" doesn’t require another value).

7. Save and click Execute to test.

✅ This will check if the Date field exists and is not empty before moving forward.

Step 7: Connect False Path (Do Nothing)

• In your workflow, click the “+” button to add a new node.

• In the search bar, type Nothing (or NoOp depending on your version).

  • This is a special node that does nothing.

• Drag the Nothing Node onto your workflow canvas.

• Now, from the If Node → False output, drag the connection line and connect it to the Nothing Node.

Step 8: Configure Gmail Trigger (Get a Message)

• Go back to the Trigger node in your workflow.

• Select Gmail as the app/service.

• From the available options, choose Send a Message.

One form will get open fill that form

1. Authenticate Gmail:

   If this is your first time, click Connect Account → Log in with your Gmail → Allow permissions.

2. Set Resource & Operation:

   • Resource → Message

   • Operation → Send

3. Fill out email details:

   • To → Enter the recipient email (e.g., example@gmail.com).

   • Subject → Write your subject (e.g., "New Alert from Workflow").

   • Email Type → text

   • Message Body → Add your message text (can be plain text or HTML).

4. Execute

In this blog, we successfully built an automated Gmail workflow in n8n that sends professional confirmation emails. By following these 8 simple steps, anyone can set up automation without coding. This not only saves time but also ensures that communication with clients remains consistent and professional.

Automation tools like n8n are powerful for businesses, freelancers, and students who want to reduce manual work and focus more on meaningful tasks.

🚀 With this setup, you’re now ready to explore more workflows and scale your automation journey!