Automate Gmail Attachments: Drive & Sheet Sync with AI
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Seamlessly automate the saving of Gmail attachments to Google Drive and extract key information into Google Sheets using AI. This workflow processes unread emails, organizes files, and digitizes invoice data for efficient record-keeping.
About This Workflow
This powerful n8n workflow automates the tedious process of managing Gmail attachments. It triggers on unread emails, intelligently downloads relevant attachments (prioritizing PDFs), and securely stores them in Google Drive. Files are automatically renamed with context from the email subject and dated for easy identification. Leveraging AI, the workflow then extracts crucial invoice data—such as invoice date, description, total price, and file reference—from these attachments. Finally, this extracted data is meticulously organized and appended to a designated Google Sheet, creating a centralized and searchable repository of your financial documents. This solution significantly reduces manual data entry and enhances operational efficiency.
Key Features
- Automated Attachment Handling: Instantly save email attachments to Google Drive.
- Intelligent File Organization: Renames and moves files to your specified Drive folder.
- AI-Powered Data Extraction: Utilizes OpenAI to extract structured data from invoices.
- Seamless Spreadsheet Integration: Appends extracted invoice details to a Google Sheet.
- Gmail Integration: Monitors unread emails for attachments, marking them as read upon processing.
How To Use
- Connect Your Accounts: Set up credentials for Gmail, Google Drive, and Google Sheets. Ensure your OpenAI API key is also configured.
- Configure Gmail Trigger: Set the 'Gmail Trigger1' node to monitor your inbox for unread emails. You can specify filters if needed.
- Define Drive Folder: In the 'Setup1' node, provide the ID of the Google Drive folder where you want to save attachments.
- Set Up File Upload & Rename: The 'Upload PDF to Drive1' and 'Rename file1' nodes handle saving and naming your attachments. Ensure the correct attachment is targeted.
- Configure AI Data Extraction: The 'Extract from File2' and 'OpenAI Model' nodes process the downloaded files. Define your desired JSON schema in the 'Structured Output Parser' for the data you wish to extract (e.g., invoice date, total price).
- Map to Google Sheets: In the 'Append to Reconciliation Sheet' node, map the extracted data fields from the AI output to the corresponding columns in your Google Sheet. Ensure your sheet is set up to receive this data.
Apps Used
Workflow JSON
{
"id": "87107089-692d-421a-8d0d-f3dccd24b08b",
"name": "Automate Gmail Attachments: Drive & Sheet Sync with AI",
"nodes": 25,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: 87107089-692d...
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