👋 Feeling overwhelmed by repetitive client onboarding tasks? This guide explores a powerful n8n workflow using multiple AI agents to automate welcome emails and generate personalized terms of service contracts. Let’s dive in! 🏊♀️
🧲 Why This Matters:
In today’s fast-paced business world ⚡, first impressions are crucial. Automating client onboarding ensures a smooth, professional experience from the get-go, freeing you to focus on what matters most – delivering exceptional service! 🚀
🏗️ Building the Workflow:
This workflow leverages n8n’s visual interface, connecting different nodes to create a seamless automation flow. Here’s a breakdown:
1. Client Onboarding Form 📝
- Start with an n8n Form Trigger node.
- Customize fields to gather essential client information (name, email, company, industry, services required, start date).
- Make fields “required” to ensure complete data capture.
💡Pro Tip: Consider using placeholders within form fields to guide clients on input format (e.g., [email protected]).
2. Cleaning the Data 🧹
- Use the Set node to filter out unnecessary data received from the form submission.
- Select only the fields you need for subsequent steps.
- Rename fields for clarity (e.g., “Full Name” to “Name”).
💡Pro Tip: Clean data ensures smoother processing by AI agents and other nodes down the line.
3. Crafting the Welcome Email 💌
- Introduce an AI Agent node (using a free model like Grock).
- Set the agent type to “Conversation Agent”.
- Craft a personalized prompt instructing the AI to write a warm welcome email.
- Use expressions to dynamically insert client information from the form data.
💡Pro Tip: Include key details like the client’s industry and requested services in the email for a personalized touch.
✨ Example Prompt:
Write a personalized welcome email to {{email}} from [Your Company Name]. They are in the {{industry}} industry and need services for {{services required}}. The service will start on {{start date}}.
The tone should be professional yet friendly. Include a mention that we're excited to work with them and let them know they will be receiving a separate email with the terms of service agreement.
4. Formatting the Email 💅
- Add an OpenAI node (using the “Message a model” operation) to format the email output.
- Use a prompt to instruct the AI to separate the subject and body of the email.
✨ Example Prompt:
{
"role": "system",
"content": "Parse the JSON output and output the following parameters separately: subject and body."
}
5. Sending the Welcome Email 🚀
- Add a Gmail node (using the “Create a draft” operation).
- Connect the subject and body outputs from the OpenAI node to the corresponding fields in the Gmail node.
💡Pro Tip: Using the “Create a draft” option lets you review the email before sending it to the client.
6. Generating the Terms of Service Contract 📄
- Introduce another AI Agent node (using a model like OpenAI’s GPT).
- Set the agent type to “Conversation Agent”.
- Craft a prompt instructing the AI to generate a terms of service contract.
- Use expressions to dynamically insert client-specific information.
✨ Example Prompt:
Please generate a terms of service and contract document for {{name}} from [Your Company Name]. The client operates in the {{industry}} industry and requires services such as {{services required}}.
**Introduction:** Outlining the purpose of the contract.
**Scope of Services:** Detailing the services to be provided.
**Payment Terms:** Outlining payment expectations.
**Obligations of Both Parties:** Clearly defining responsibilities.
**Terms and Conditions:** Standard legal clauses.
**Client Signature:** A section for the client's signature.
7. Formatting the Contract 📝
- Add another OpenAI node (using the “Message a model” operation) to format the contract output.
- Use a prompt to separate the title and body of the contract or further structure the content as needed.
✨ Example Prompt:
{
"role": "system",
"content": "Parse the JSON output and return the following:\n\n**title:** Extract only the title field.\n\n**body:** Combine all other fields into a single text block and format it like an official contract (e.g., NDA or terms of service)."
}
8. Sending the Contract via Email 📧
- Duplicate the Gmail node used for the welcome email.
- Update the subject and body fields to use the outputs from the OpenAI node formatting the contract.
9. Internal Notification (Optional) 🔔
- Add a Slack node to send an internal notification to a designated channel.
- Customize the message to include relevant information like the client’s name and a link to the generated contract.
🚀 Conclusion
By automating these tasks, you create a more efficient and professional onboarding experience. Remember to customize the prompts and workflow to align with your specific business needs. Now, go forth and automate! 🤖🎉
