{"product_id":"gmail-rfi-tracker-with-openai-data-tables-n8n-workflow","title":"Gmail RFI Tracker with OpenAI \u0026 Data Tables | n8n Workflow","description":"\u003ch3\u003eTurn RFI emails into tracked, routed, and approved answers—automatically\u003c\/h3\u003e\n\u003cp\u003eThis \u003cstrong\u003eGmail RFI Tracker with OpenAI \u0026amp; Data Tables\u003c\/strong\u003e n8n workflow monitors your RFI Gmail inbox, uses \u003cstrong\u003eOpenAI\u003c\/strong\u003e to classify and extract RFI details (including text from attached PDFs), logs everything in \u003cstrong\u003en8n Data Tables\u003c\/strong\u003e, routes new questions to your design team, and sends timely replies back to the requester with PM approval when impacts are detected.\u003c\/p\u003e\n\n\u003ch3\u003eWhat this workflow does\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003eListens for new RFI emails\u003c\/strong\u003e matching your configured Gmail search query in the RFI mailbox.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eExtracts PDF text\u003c\/strong\u003e from attachments (when present) and uses \u003cstrong\u003eOpenAI\u003c\/strong\u003e to classify the message as:\n    \u003cul\u003e\n      \u003cli\u003ea \u003cstrong\u003enew RFI question\u003c\/strong\u003e,\u003c\/li\u003e\n      \u003cli\u003ea \u003cstrong\u003edesign-team answer\u003c\/strong\u003e, or\u003c\/li\u003e\n      \u003cli\u003esomething that requires \u003cstrong\u003emanual review\u003c\/strong\u003e.\u003c\/li\u003e\n    \u003c\/ul\u003e\n  \u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eMatches RFIs to the correct project\u003c\/strong\u003e using project data stored in \u003cstrong\u003en8n Data Tables\u003c\/strong\u003e.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eAssigns RFI number and due date\u003c\/strong\u003e for new questions, then checks for \u003cstrong\u003eduplicates\u003c\/strong\u003e against previously answered RFIs.\n    \u003cul\u003e\n      \u003cli\u003eIf duplicate: logs to the RFI log Data Table and replies with the prior answer via \u003cstrong\u003eGmail\u003c\/strong\u003e.\u003c\/li\u003e\n      \u003cli\u003eIf new: logs to the RFI log Data Table, emails the RFI to the design team, and acknowledges receipt to the requester with the requested response date.\u003c\/li\u003e\n    \u003c\/ul\u003e\n  \u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eRoutes design-team responses\u003c\/strong\u003e by looking up the referenced RFI number in the RFI log; flags for review when it can’t be matched.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eRequests PM approval for impacts\u003c\/strong\u003e: when an answer indicates \u003cstrong\u003ecost or schedule impact\u003c\/strong\u003e, it sends a Gmail approval request to the project manager before replying to the requester.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eSends daily overdue reminders and digests\u003c\/strong\u003e to keep responses moving.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eUse cases\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003eAutomate RFI intake for construction\/engineering teams receiving questions via a dedicated Gmail inbox.\u003c\/li\u003e\n  \u003cli\u003eReduce manual tracking by automatically numbering RFIs, detecting duplicates, and logging outcomes in Data Tables.\u003c\/li\u003e\n  \u003cli\u003eEnsure cost\/schedule responses are not sent without \u003cstrong\u003ePM approval\u003c\/strong\u003e.\u003c\/li\u003e\n\u003c\/ul\u003e\n\n\u003ch3\u003eTechnical details\u003c\/h3\u003e\n\u003cul\u003e\n  \u003cli\u003e\n\u003cstrong\u003en8n nodes\/integrations\u003c\/strong\u003e: Gmail, Data Table, OpenAI, if, switch, set, code.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eData management\u003c\/strong\u003e: projects and RFI history stored in \u003cstrong\u003en8n Data Tables\u003c\/strong\u003e for lookup, deduping, and logging.\u003c\/li\u003e\n  \u003cli\u003e\n\u003cstrong\u003eCore logic\u003c\/strong\u003e: classification\/extraction with OpenAI, conditional routing with if\/switch, and structured updates via Data Tables.\u003c\/li\u003e\n\u003c\/ul\u003e","brand":"N8N Commerce","offers":[{"title":"Default Title","offer_id":46075761328307,"sku":"N8N-19815","price":38.99,"currency_code":"GBP","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0749\/6279\/6723\/files\/tQKaKxUcqCps45B5xQlT4_EXdSvA4W.png?v=1790154571","url":"https:\/\/buyflowscripts.com\/products\/gmail-rfi-tracker-with-openai-data-tables-n8n-workflow","provider":"N8N Commerce","version":"1.0","type":"link"}