n8n Candidate Screening Automation: Gmail + Llama to Sheets

Auto-screen candidates from Gmail PDFs—extract details with NVIDIA NIM and log them into Google Sheets

This n8n workflow automatically processes candidate resumes from Gmail (including Indeed application emails): it extracts structured candidate info using the NVIDIA NIM LLM, uploads the resume to Google Drive, deduplicates and appends records to Google Sheets, then sends acceptance or rejection emails and tracks recruiter decisions and candidate replies.

What this workflow does

• Monitors Gmail every minute for new messages with PDF attachments (and supports a manual/local-PDF test path).
• Normalizes input metadata (sender and role info) and extracts text from each resume PDF.
• Uses NVIDIA NIM (chat completions) to parse structured fields: name, email, phone, LinkedIn, portfolio, previous company, and position.
• Uploads the original resume PDF to Google Drive, then combines the Drive link with AI-parsed candidate data.
• Deduplicates in Google Sheets by checking the “Candidates” tab for existing emails, then appends a new candidate row with a Drive hyperlink.
• Routes recruiter decisions by reading Google Sheets rows marked Approve/Reject, sending an acceptance questionnaire or rejection email via Gmail when no email has been sent.
• Updates status back to Google Sheets with email status and a processing timestamp.
• Monitors Gmail for candidate replies to the questionnaire and uses NVIDIA NIM to extract the response content.

Use cases

• Recruiting teams that receive resumes via Gmail and want consistent, structured candidate records in Google Sheets.
• SaaS operators running lightweight screening pipelines without building a full ATS.
• Automation engineers demonstrating an end-to-end workflow: Gmail + NVIDIA NIM + Google Drive + Sheets + email updates.

Technical details

• n8n nodes/logic: if, code, gmail, merge, webhook, sticky note
• Integrations: Gmail (PDF intake, sending questionnaire/rejection, reply monitoring), Google Drive (resume storage), Google Sheets (Candidates tab dedup + decision tracking)
• AI extraction: NVIDIA NIM chat completions API for candidate field extraction and reply parsing