{ "id": "WIDvKmrZLeXJW2Nk", "meta": { "instanceId": "b4096407d4e3ed8ad3ed472f6c4b8218782ffe78fd937a6315e9de493dfa8e4e", "templateCredsSetupCompleted": true }, "name": "Extract Purchase Orders from Gmail using Gemini AI and Save to Google Sheets", "tags": [], "nodes": [ { "id": "be880ad2-61bc-4047-9ddf-a83d77e02e96", "name": "Get many messages", "type": "n8n-nodes-base.gmail", "position": [ 256, 528 ], "webhookId": "38e977e5-65c8-4b40-b201-bbe71fea8aea", "parameters": { "limit": 100, "simple": false, "filters": { "readStatus": "unread", "receivedAfter": "={{ $today.minus({ days: 1 }).toISODate() }}" }, "options": { "downloadAttachments": true }, "operation": "getAll" }, "typeVersion": 2.1 }, { "id": "d992ac3e-171d-434b-a19c-457f43df78eb", "name": "Cron", "type": "n8n-nodes-base.cron", "position": [ 32, 528 ], "parameters": { "triggerTimes": { "item": [ { "hour": 8 } ] } }, "typeVersion": 1 }, { "id": "8bc15902-aaeb-4b13-b048-4ebab762a74d", "name": "If", "type": "n8n-nodes-base.if", "position": [ 704, 528 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "60e07c88-8125-4a64-8212-14935fc3d73a", "operator": { "type": "object", "operation": "exists", "singleValue": true }, "leftValue": "={{ $('Filter emails').item.binary}}", "rightValue": "" } ] } }, "typeVersion": 2.2 }, { "id": "ee93d6a2-74c9-4ba5-8efe-3246b62e85b7", "name": "AI Agent", "type": "@n8n/n8n-nodes-langchain.agent", "position": [ 1152, 544 ], "parameters": { "text": "=# Role \nYou are an Expert AI Agent specialized in reading emails, extracting purchase order details, enriching them with product information using the Google Sheet tool, and normalizing dates into calendar weeks (Kalenderwoche). \n\n# Task \n- Input: {{ $('If').item.json.text }} \n- Context: The email may contain purchase order details either in: \n - A formatted table, or \n - A freeform paragraph. \n- Language: The email text can be in any language. You must understand and process it. \n\n# Instructions \n1. Read the email text carefully. \n2. Identify purchase order details, including: \n - Product/package name \n - Quantity / number of items \n - Any other order-related details (sizes, variants, etc. if available). \n3. Detect **dates or time expressions** that refer to delivery, booking, or campaign execution. \n - If the text contains a direct week reference (e.g., *KW36*), use it directly. \n - If the text contains a month or vague time reference (e.g., *end of October*), convert it into the appropriate calendar week(s). \n - *“Start of X month”* → first calendar week of that month. \n - *“Mid of X month”* → middle calendar week of that month. \n - *“End of X month”* → last calendar week of that month. \n - Use ISO week numbering (Monday as first day of the week). \n4. Populate both `Kalenderwoche Start` and `Kalenderwoche Ende`. \n - If only one week is identified, set both Start and End to the same week. \n - If a date range is mentioned, map Start and End accordingly. \n5. Query the **Google Sheet tool** to fetch full product details (e.g., product code, price, description, stock availability). \n6. Merge the extracted order information with the Google Sheet product details. \n7. **Return only the final `items` array as JSON. Do not include order_id, customer, or notes.** \n8. Ensure all keys are translated into the email’s language or standardized consistently. \n\n# Output Format \nReturn **only this JSON array**: \n```json\n[\n { \"Laufende Nummer\":\"\",\n \"Lieferant\":\"\",\n \"Lieferanten-Nr\": \"\",\n \"Marke\": \"\",\n \"Marken-Nr\": \"\",\n \"Kalenderwoche Start\": \"\",\n \"Kalenderwoche Ende\": \"\",\n \"Marketing Status\": \"\",\n \"Paket\": \"\",\n \"Produkt\": \"\",\n \"Länder-Aktivierung\": \"\",\n \"Kosten\": \"\",\n \"quantity\": \"\"\n }\n]\n", "options": {}, "promptType": "define" }, "typeVersion": 2.2 }, { "id": "c2cbc323-d54a-436b-b4a9-443a21bed1eb", "name": "Google Gemini Chat Model", "type": "@n8n/n8n-nodes-langchain.lmChatGoogleGemini", "position": [ 1152, 768 ], "parameters": { "options": {} }, "typeVersion": 1 }, { "id": "cdff877c-5b0d-4286-988b-45633a1fd058", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "disabled": true, "position": [ 16, 416 ], "parameters": { "width": 608, "height": 320, "content": "## Scan Email on every minute and read new emails.\n**Get new emails frequently and filer them which has purchase order**" }, "typeVersion": 1 }, { "id": "a3a9541a-a8d6-4f7c-b486-69d73c26346d", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 656, 368 ], "parameters": { "width": 400, "height": 368, "content": "## Check the document has attachment\n**Check for email without attachment. To read purchase order from the email body**" }, "typeVersion": 1 }, { "id": "5c00dba7-eb59-4f61-b35e-69ef78f57360", "name": "Set final output keys", "type": "n8n-nodes-base.set", "position": [ 928, 544 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "a05c046c-6afb-421d-8b9e-128d0960d006", "name": "final_json_keys", "type": "array", "value": "=[\n \"Laufende Nummer\",\n \"Lieferant\",\n \"Lieferanten-Nr\",\n \"Marke\",\n \"Marken-Nr\",\n \"Kalenderwoche\\nStart\",\n \"Kalenderwoche\\nEnde\",\n \"Marketing Status\",\n \"Paket\",\n \"Produkt\",\n \"Länder-Aktivierung\",\n \"Kosten\"\n]\n" } ] } }, "typeVersion": 3.4 }, { "id": "deb1c439-121b-42ad-b86b-e209ec852c58", "name": "Filter emails", "type": "n8n-nodes-base.filter", "position": [ 480, 528 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "or", "conditions": [ { "id": "6b9ca560-7c08-40e0-9d9b-8a916ff1368c", "operator": { "type": "string", "operation": "contains" }, "leftValue": "={{ $json.subject }}", "rightValue": "=Marketing" }, { "id": "518e65fe-c130-4a27-821b-20f6c51b2dd7", "operator": { "type": "string", "operation": "contains" }, "leftValue": "={{ $json.subject }}", "rightValue": "Buchungsanfrage" } ] } }, "typeVersion": 2.2 }, { "id": "5c602373-6737-493e-b8a0-13d95ac6b4d5", "name": "Reformatted to upload in Google sheet", "type": "n8n-nodes-base.code", "position": [ 1504, 544 ], "parameters": { "jsCode": "let results = [];\n\nfor (const item of items) {\n // Get the input string from each item\n const input = item.json.output;\n\n // Remove markdown ```json ... ``` wrappers if present\n const cleaned = input.replace(/```json|```/g, '').trim();\n\n // Only try parsing if the cleaned string starts with { or [\n if (/^\\s*[\\{\\[]/.test(cleaned)) {\n let parsed;\n try {\n parsed = JSON.parse(cleaned);\n } catch (error) {\n // Skip this item if parsing fails\n continue;\n }\n // If parsed is an array, add each object as a separate item\n if (Array.isArray(parsed)) {\n for (const obj of parsed) {\n results.push({ json: obj });\n }\n } else if (parsed && typeof parsed === 'object') {\n results.push({ json: parsed });\n }\n // If parsed is empty or not an object, skip\n }\n // If not valid JSON, skip\n}\n\nreturn results;" }, "typeVersion": 2 }, { "id": "1e737893-a942-40d0-b67f-92608c272cf9", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 1088, 400 ], "parameters": { "width": 352, "height": 512, "content": "## AI Agent to read and summarize the order." }, "typeVersion": 1 }, { "id": "ba711eee-2943-43c0-9b6f-b224fa663f58", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 1472, 432 ], "parameters": { "width": 368, "height": 304, "content": "## Append purchase order to Google sheet\n" }, "typeVersion": 1 }, { "id": "23258818-270c-47d3-8ebe-479359fd1e87", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ -352, -192 ], "parameters": { "width": 480, "height": 544, "content": "## 📧 Email Reading & Purchase Order Creation (AI-powered)\n\n**✨ What it does** \n- ⏱ Reads unread emails every minute \n- 🎯 Filters emails based on **Subject** \n- 🤖 Uses Gemini AI to summarize emails & extract purchase order details \n- 📊 Appends purchase order data to Google Sheets \n\n**🛠 Requirements** \n- 📩 Gmail account access to fetch unread emails \n- 🔑 Gemini AI credentials for summarization & extraction \n- 📑 Google Sheet with predefined purchase order headers \n\n**⚙️ Setup Instructions** \n1. 🔗 Set up Google Sheets & Gmail credentials in n8n \n2. 📝 Configure the filter node with your subject rules \n3. 🤝 Connect Gemini AI with the correct credentials \n4. 📂 Create & configure a Google Sheet with the necessary purchase order headers \n" }, "typeVersion": 1 }, { "id": "c4f34423-862e-4165-be7f-8d79f6adb88d", "name": "Get row(s) in sheet in Google Sheets", "type": "n8n-nodes-base.googleSheetsTool", "position": [ 1296, 768 ], "parameters": { "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "typeVersion": 4.7 }, { "id": "db30105a-0daf-4611-bebc-f86ad4db91bb", "name": "Append row in sheet", "type": "n8n-nodes-base.googleSheets", "position": [ 1712, 544 ], "parameters": { "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "typeVersion": 4.7 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "b7b5fd2c-fb75-42f6-9fc1-9a619d501c8b", "connections": { "If": { "main": [ [], [ { "node": "Set final output keys", "type": "main", "index": 0 } ] ] }, "Cron": { "main": [ [ { "node": "Get many messages", "type": "main", "index": 0 } ] ] }, "AI Agent": { "main": [ [ { "node": "Reformatted to upload in Google sheet", "type": "main", "index": 0 } ] ] }, "Filter emails": { "main": [ [ { "node": "If", "type": "main", "index": 0 } ] ] }, "Get many messages": { "main": [ [ { "node": "Filter emails", "type": "main", "index": 0 } ] ] }, "Set final output keys": { "main": [ [ { "node": "AI Agent", "type": "main", "index": 0 } ] ] }, "Google Gemini Chat Model": { "ai_languageModel": [ [ { "node": "AI Agent", "type": "ai_languageModel", "index": 0 } ] ] }, "Get row(s) in sheet in Google Sheets": { "ai_tool": [ [ { "node": "AI Agent", "type": "ai_tool", "index": 0 } ] ] }, "Reformatted to upload in Google sheet": { "main": [ [ { "node": "Append row in sheet", "type": "main", "index": 0 } ] ] } } }