n8n Elevator Callback Triage: OpenAI Notes + Telegram/Gmail Alerts

Detect new elevator callback issues and certificate expiry—automatically triaged with OpenAI + sent to Telegram and Gmail

This n8n workflow polls your elevator monitoring/callback API every 30 minutes, compares results to a saved state in an n8n Data Table, extracts structured fault details from technician notes using OpenAI, and sends urgent Telegram alerts for newly detected callbacks with entrapment risk plus Gmail compliance notices when inspection certificates enter a 14-day expiry window.

What this workflow does

• Runs on a 30-minute schedule via a scheduled trigger.
• Fetches current unit status from your elevator monitoring/callback API (including the latest callback IDs and certificate expiry data).
• Loads the prior snapshot from an n8n Data Table and compares per elevatorId.
• Detects newly opened callbacks by finding newly appearing callback IDs vs. the previously stored list.
• Flags certificates that are imminent when they just entered the 14-day-to-expiry window.
• Uses OpenAI to extract structured details from technician notes for each newly detected event, including faultType, entrapment risk, and estimated down duration.
• Sends Telegram alerts to the on-call mechanic when entrapment risk is true.
• Sends Gmail notices to the property manager for expiring inspection certificates.
• Upserts updated state (latest callback IDs + certificate flag) back into the n8n Data Table so alerts trigger only on changes.

Use cases

• Rapid escalation when technician notes indicate potential entrapment risk for a newly opened elevator callback.
• Property manager compliance tracking for inspection certificates nearing expiry.
• Reduced alert fatigue by notifying only on newly detected events (no repeated messages for unchanged callback lists).

Technical details

• Scheduled trigger, HTTP request to your elevator monitoring API
• n8n Data Table for state tracking (elevatorId, buildingName, lastKnownCallbackIdsJson, certExpiryIso, certFlagged, lastCheckedAt)
• OpenAI for structured extraction from technician notes
• Logic and routing with if, set, code, and merge
• telegram for on-call mechanic alerts and gmail for compliance messages