Gmail Donor Deferral Triage (OpenAI) → Telegram Alerts | n8n

Automate donor deferral triage from Gmail—then alert your lab supervisor on Telegram (n8n + OpenAI)

This n8n workflow reads donor screening questionnaire emails from Gmail, uses OpenAI (GPT-4.1-mini) to extract AABB-style risk flags, calculates the effective donor deferral via a linked sub-workflow, logs the decision, and sends a real-time Telegram alert for lab supervision.

What this workflow does

• Triggers on new Gmail messages under the DONOR_QUESTIONNAIRE label.
• Extracts key data from each email: donor_id, component_id, donation_type, questionnaire text, and a screening timestamp.
• Fetches prior deferral history from an external donor registry API (HTTP endpoint).
• Uses OpenAI (GPT-4.1-mini) to extract a structured list of predefined donor risk flags from the questionnaire text.
• Triages each extracted flag by calling a separate “Deferral Days Calculator” sub-workflow to determine deferral duration and whether a flag causes permanent deferral.
• Computes final deferral outcome using a longest-deferral-wins rule, with permanent deferral taking priority.
• Determines component action (quarantine vs. cleared pending standard testing), drafts a short donor notice with OpenAI, then logs results to an n8n Data Table.
• Sends a Telegram notification to the lab supervisor with the decision.

Use cases

• Fast, consistent donor screening review when questionnaires arrive in batches via Gmail.
• Centralized deferral decision logging for auditability using an n8n Data Table.
• Immediate lab escalation through Telegram when a donor is Permanent, Hold, or Eligible.

Technical details

• Gmail trigger filtered by the DONOR_QUESTIONNAIRE label.
• OpenAI (GPT-4.1-mini) for structured AABB-style risk-flag extraction and donor notice drafting.
• Sub-workflow integration: “Deferral Days Calculator” for per-flag deferral duration and permanent-deferral logic.
• HTTP call to an external donor registry API for prior deferral history.
• Telegram node for lab supervisor alerts; decision persistence via n8n Data Table.
• Includes nodes such as if, set, code, merge, and split out.