n8n Gmail Fire Sprinkler Deficiency Router with OpenAI & Sheets

Turn fire sprinkler deficiency emails into the right action—automatically

This n8n workflow monitors your Gmail inbox for fire sprinkler inspection deficiency messages, uses OpenAI to classify severity, then routes critical items for urgent notice while logging every decision to Google Sheets for AHJ resubmission tracking.

What this workflow does

• Polls Gmail every 15 minutes for unread emails with subjects matching “deficiency” or “sprinkler inspection.”
• Extracts and normalizes the email details—subject, sender address, body text, and received timestamp—for consistent processing.
• Calculates compliance deadlines and flags potential repeat violations (e.g., via keywords found in the email text). Critical items are assigned a 24-hour deadline; standard items use a 30-day window.
• Classifies severity with OpenAI into: life-safety critical, standard violation, or informational/cosmetic.
• Routes outcomes automatically:
  • Life-safety critical: sends an emergency corrective notice via Gmail to the building owner including the 24-hour AHJ filing deadline.
  • Standard violations: sends a corrective work-order alert via Telegram.
  • Repeat standard violations: additionally emails the local fire marshal/AHJ contact via Gmail.
• Audits every branch by appending a single outcome row to the Google Sheets “AHJ Compliance Log.”

Use cases

• Property managers who receive deficiency emails and need immediate escalation for life-safety issues.
• Facilities teams that want Telegram alerts for standard corrective work orders.
• AHJ resubmission tracking workflows requiring a consistent compliance log.

Technical details

• n8n nodes / stack: if, set, code, gmail, merge, telegram
• Integrations: Gmail OAuth2, OpenAI API credential for severity classification, Telegram Bot API credential, and Google Sheets logging.