Send specific PDF attachments from Gmail to Google Drive using OpenAI
Automatically extract and categorize specific PDF attachments from incoming Gmail emails and upload them to designated Google Drive folders based on their content, leveraging OpenAI's advanced text analysis capabilities. This marketing workflow begins with the Gmail trigger "On email received," which then checks if the email "Has attachments?" If attachments are present, the workflow iterates through them, identifying if each is a PDF. For each identified PDF, the "Read PDF" node extracts its textual content. This content is then evaluated by the "Is text within token limit?" node to ensure it's suitable for OpenAI processing. If within limits, the "OpenAI matches PDF textual content" node analyzes the text against predefined criteria. Based on whether the PDF is "matched" by OpenAI, the "Upload file to folder" node in Google Drive stores the relevant PDFs, while unmatched or non-PDF attachments are handled accordingly. This workflow is ideal for marketing teams needing to automatically sort client contracts, campaign reports, or specific vendor invoices received via email, ensuring critical documents are filed correctly without manual intervention. It significantly reduces the time spent on document organization and improves data accessibility, allowing teams to focus on strategic marketing initiatives rather than administrative tasks.
Workflow JSON
{"meta": {"instanceId": "a2434c94d549548a685cca39cc4614698e94f527bcea84eefa363f1037ae14cd"}, "nodes": [{"id": "deafa2e8-af41-4f11-92e0-09992f6c6970", "name": "Read PDF", "type": "n8n-nodes-base.readPDF", "position": [860, 1420], "parameters": {}, "typeVersion": 1}, {"id": "8e3ddbb1-83a1-4f79-9464-61d5a20f0427", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [-760, 1300], "parameters": {"width": 444.034812880766, "height": 599.5274151436035, "content": "## Send specific PDF attachments from Gmail to Google Drive using OpenAI\n\n_**DISCLAIMER**: You may have varying success when using this workflow so be prepared to validate the correctness of OpenAI's results._\n\nThis workflow reads PDF textual content and sends the text to OpenAI. Attachments of interest will then be uploaded to a specified Google Drive folder. For example, you may wish to send invoices received from an email to an inbox folder in Google Drive for later processing. This workflow has been designed to easily change the search term to match your needs. See the workflow for more details.\n\n### How it works\n1. Triggers off on the `On email received` node.\n2. Iterates over the attachments in the email.\n3. Uses the `OpenAI` node to filter out the attachments that do not match the search term set in the `Configure` node. You could match on various PDF files (i.e. invoice, receipt, or contract).\n4. If the PDF attachment matches the search term, the workflow uses the `Google Drive` node to upload the PDF attachment to a specific Google Drive folder.\n\n\nWorkflow written by [David Sha](https://davidsha.me)."}, "typeVersion": 1}, {"id": "fb2c3697-a92f-4be1-b9a6-0326f87de70b", "name": "Configure", "type": "n8n-nodes-base.set", "position": [-20, 1520], "parameters": {"values": {"number": [{"name": "maxTokenSize", "value": 4000}, {"name": "replyTokenSize", "value": 50}], "string": [{"name": "Match on", "value": "payslip"}, {"name": "Google Drive folder to upload matched PDFs", "value": "https://drive.google.com/drive/u/0/folders/1SKdHTnYoBNlnhF_QJ-Zyepy-3-WZkObo"}]}, "options": {}}, "typeVersion": 1}, {"id": "792c49f4-06e3-4d77-a31f-1513f70abf32", "name": "Is PDF", "type": "n8n-nodes-base.if", "position": [640, 1520], "parameters": {"conditions": {"string": [{"value1": "={{ $binary.data.fileExtension }}", "value2": "pdf"}]}}, "typeVersion": 1}, {"id": "82be9111-665d-41c6-8190-2247acdb749b", "name": "Not a PDF", "type": "n8n-nodes-base.noOp", "position": [860, 1620], "parameters": {}, "typeVersion": 1}, {"id": "c2ac155f-38ee-46f2-8a24-5614e3c32ff5", "name": "Is matched", "type": "n8n-nodes-base.if", "position": [1720, 1480], "parameters": {"conditions": {"string": [{"value1": "={{ $json[\"text\"] }}", "value2": "true"}]}}, "typeVersion": 1}, {"id": "4a8f15b8-c153-493d-9a2a-d63d911d642d", "name": "This is a matched PDF", "type": "n8n-nodes-base.noOp", "position": [1940, 1380], "parameters": {}, "typeVersion": 1}, {"id": "89601591-5c7b-461c-859b-25c7c1f0c2e6", "name": "This is not a matched PDF", "type": "n8n-nodes-base.noOp", "position": [1940, 1580], "parameters": {}, "typeVersion": 1}, {"id": "ac517c4a-83b8-441f-b14c-c927c18f8012", "name": "Iterate over email attachments", "type": "n8n-nodes-base.code", "position": [420, 1420], "parameters": {"jsCode": "// https://community.n8n.io/t/iterating-over-email-attachments/13588/3\nlet results = [];\n\nfor (const item of $input.all()) {\n for (key of Object.keys(item.binary)) {\n results.push({\n json: {},\n binary: {\n data: item.binary[key],\n }\n });\n }\n}\n\nreturn results;"}, "typeVersion": 1}, {"id": "79fdf2de-42fe-4ebb-80fb-cc80dcd284f9", "name": "OpenAI matches PDF textual content", "type": "n8n-nodes-base.openAi", "position": [1300, 1340], "parameters": {"prompt": "=Does this PDF file look like a {{ $(\"Configure\").first().json[\"Match on\"] }}? Return \"true\" if it is a {{ $(\"Configure\").first().json[\"Match on\"] }} and \"false\" if not. Only reply with lowercase letters \"true\" or \"false\".\n\nThis is the PDF filename:\n```\n{{ $binary.data.fileName }}\n```\n\nThis is the PDF text content:\n```\n{{ $json.text }}\n```", "options": {"maxTokens": "={{ $('Configure').first().json.replyTokenSize }}", "temperature": 0.1}}, "credentials": {"openAiApi": {"id": "", "name": "[Your openAiApi]"}}, "typeVersion": 1, "alwaysOutputData": false}, {"id": "8bdb3263-40f2-4277-8cc0-f6edef90a1cd", "name": "Merge", "type": "n8n-nodes-base.merge", "position": [1500, 1480], "parameters": {"mode": "combine", "options": {"clashHandling": {"values": {"resolveClash": "preferInput1"}}}, "combinationMode": "mergeByPosition"}, "typeVersion": 2}, {"id": "8e68e725-b2df-4c0c-8b17-e0cd4610714d", "name": "Upload file to folder", "type": "n8n-nodes-base.googleDrive", "position": [2160, 1380], "parameters": {"name": "={{ $binary.data.fileName }}", "options": {}, "parents": ["={{ $('Configure').first().json[\"Google Drive folder to upload matched PDFs\"].split(\"/\").at(-1) }}"], "binaryData": true}, "credentials": {"googleDriveOAuth2Api": {"id": "", "name": "[Your googleDriveOAuth2Api]"}}, "typeVersion": 2}, {"id": "bda00901-5ade-471c-b6f9-a18ef4d71589", "name": "On email received", "type": "n8n-nodes-base.gmailTrigger", "position": [-240, 1520], "parameters": {"simple": false, "filters": {}, "options": {"downloadAttachments": true, "dataPropertyAttachmentsPrefixName": "attachment_"}, "pollTimes": {"item": [{"mode": "everyMinute"}]}}, "credentials": {"gmailOAuth2": {"id": "", "name": "[Your gmailOAuth2]"}}, "typeVersion": 1}, {"id": "b2ff4774-336b-47a3-af3f-ada809ed9b8a", "name": "Note5", "type": "n8n-nodes-base.stickyNote", "position": [-100, 1440], "parameters": {"width": 259.0890718059702, "height": 607.9684549079709, "content": "### Configuration\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n__`Match on`(required)__: What should OpenAI's search term be? Examples: invoice, callsheet, receipt, contract, payslip.\n__`Google Drive folder to upload matched PDFs`(required)__: Paste the link of the GDrive folder, an example has been provided but will need to change to a folder you own.\n__`maxTokenSize`(required)__: The maximum token size for the model you choose. See possible models from OpenAI [here](https://platform.openai.com/docs/models/gpt-3).\n__`replyTokenSize`(required)__: The reply's maximum token size. Default is 300. This determines how much text the AI will reply with."}, "typeVersion": 1}, {"id": "beb571fe-e7a3-4f3c-862b-dc01821e5f3f", "name": "Ignore large PDFs", "type": "n8n-nodes-base.noOp", "position": [1300, 1620], "parameters": {}, "typeVersion": 1}, {"id": "f3c4f249-08a7-4e5e-8f46-e07393ac10b5", "name": "Is text within token limit?", "type": "n8n-nodes-base.if", "position": [1080, 1520], "parameters": {"conditions": {"boolean": [{"value1": "={{ $json.text.length() / 4 <= $('Configure').first().json.maxTokenSize - $('Configure').first().json.replyTokenSize }}", "value2": true}]}}, "typeVersion": 1}, {"id": "93b6fb96-3e0e-4953-bd09-cf882d2dc69c", "name": "Has attachments?", "type": "n8n-nodes-base.if", "position": [200, 1520], "parameters": {"conditions": {"boolean": [{"value1": "={{ $('On email received').item.binary.isNotEmpty() }}", "value2": true}]}}, "typeVersion": 1}, {"id": "554d415e-a965-46be-8442-35c4cb6b005c", "name": "There are no attachments", "type": "n8n-nodes-base.noOp", "position": [420, 1620], "parameters": {}, "typeVersion": 1}], "connections": {"Merge": {"main": [[{"node": "Is matched", "type": "main", "index": 0}]]}, "Is PDF": {"main": [[{"node": "Read PDF", "type": "main", "index": 0}], [{"node": "Not a PDF", "type": "main", "index": 0}]]}, "Read PDF": {"main": [[{"node": "Is text within token limit?", "type": "main", "index": 0}]]}, "Configure": {"main": [[{"node": "Has attachments?", "type": "main", "index": 0}]]}, "Is matched": {"main": [[{"node": "This is a matched PDF", "type": "main", "index": 0}], [{"node": "This is not a matched PDF", "type": "main", "index": 0}]]}, "Has attachments?": {"main": [[{"node": "Iterate over email attachments", "type": "main", "index": 0}], [{"node": "There are no attachments", "type": "main", "index": 0}]]}, "On email received": {"main": [[{"node": "Configure", "type": "main", "index": 0}]]}, "This is a matched PDF": {"main": [[{"node": "Upload file to folder", "type": "main", "index": 0}]]}, "Is text within token limit?": {"main": [[{"node": "OpenAI matches PDF textual content", "type": "main", "index": 0}, {"node": "Merge", "type": "main", "index": 1}], [{"node": "Ignore large PDFs", "type": "main", "index": 0}]]}, "Iterate over email attachments": {"main": [[{"node": "Is PDF", "type": "main", "index": 0}]]}, "OpenAI matches PDF textual content": {"main": [[{"node": "Merge", "type": "main", "index": 0}]]}}}How to Import This Workflow
- 1Copy the workflow JSON above using the Copy Workflow JSON button.
- 2Open your n8n instance and go to Workflows.
- 3Click Import from JSON and paste the copied workflow.
Don't have an n8n instance? Start your free trial at n8nautomation.cloud
Related Templates
Auto categorize wordpress template
Automatically categorize your WordPress posts with the power of AI. This workflow connects your WordPress site with OpenAI's advanced language models to intelligently analyze your content and assign appropriate categories. When you manually trigger this workflow, it first retrieves all your WordPress posts using the "Get All Wordpress Posts" node. This data then flows into an AI Agent, which leverages the "OpenAI Chat Model" to understand the context and content of each post. Based on this analysis, the AI Agent then interacts with your WordPress site to update the categories of your posts, streamlining your content management. This is incredibly useful for bloggers, content marketers, and website administrators who manage large volumes of content and want to ensure their posts are consistently and accurately categorized without manual effort. It saves significant time and reduces the potential for human error in content organization, making your website more navigable and improving SEO.
Effortless Email Management with AI
Automate your email management by intelligently processing incoming messages, summarizing their content, and drafting personalized replies with AI. This powerful workflow connects your Gmail inbox via an IMAP trigger to a Text Classifier that categorizes emails, then uses OpenAI for summarization and drafting responses, and Qdrant for vector storage of relevant documents from Google Drive. It’s ideal for marketing teams, customer support, or busy professionals who need to efficiently handle high volumes of correspondence, saving significant time on reading, understanding, and responding to emails by leveraging AI to streamline communication and ensure timely, relevant replies. The system also allows for reviewing AI-generated drafts before sending, ensuring quality control while drastically reducing manual effort.
Summarize emails with A.I. then send to messenger
Automatically summarize incoming emails using artificial intelligence and then instantly share those summaries to your preferred messenger application with this efficient n8n workflow. This automation connects your IMAP email account to an AI summarization service via an HTTP Request, extracting key information from your messages. The summarized content is then sent to a messenger platform, also through an HTTP Request, ensuring important updates reach your team or personal devices without delay. Businesses can leverage this to quickly disseminate critical client communications, project updates, or urgent alerts from various email accounts directly to team chat channels, saving valuable time spent sifting through lengthy emails. This workflow significantly reduces manual effort in information processing and dissemination, allowing for faster decision-making and improved communication efficiency across your organization.