n8n Onboarding Compliance Checker: OpenAI + Google Sheets + Telegram

Automatically verify new-hire onboarding documents—then alert HR in Telegram

Introducing n8n Onboarding Compliance Checker: OpenAI + Google Sheets + Telegram—an automation workflow that watches your Google Sheets “NewHires” tab, downloads onboarding PDFs from Google Drive, uses OpenAI (gpt-4o-mini) to validate each required document, and keeps HR updated via Telegram with daily follow-ups for anything missing.

What this workflow does

• Detects new hires when a new row is added to the NewHires tab in Google Sheets.
• Determines required documents by looking up the role-based checklist in the Checklist tab and identifying which document links are missing.
• Downloads documents from Google Drive (e.g., ID Proof, Tax Form, Signed Policy, NDA), extracts text from the PDFs, and sends the content to OpenAI (gpt-4o-mini) for per-document classification and validation.
• Creates a structured compliance report by merging the four document review results and running a final OpenAI compliance pass to detect gaps.
• Notifies HR via Telegram if gaps are found, then updates the employee row in Google Sheets to Pending with a gap summary and reminder metadata.
• Confirms compliance with a Telegram message and marks the row as Compliant when no gaps are detected.
• Runs daily for reminders to find Pending hires due for follow-up, sends Telegram reminders, and increments a reminder count in Google Sheets—setting an escalation flag after three reminders.
• Monitors workflow health by triggering on errors and posting an execution alert to a Slack channel for operational monitoring.

Use cases

• Automate onboarding checks for every employee added to your Google Sheet, with HR visibility in Telegram.
• Reduce document-review workload by validating PDFs using OpenAI and tracking gaps in-place in Google Sheets.
• Ensure follow-ups happen reliably with a scheduled daily reminder loop and escalation after repeated prompts.

Technical details

• Google Sheets: triggers on new rows; updates compliance status to Pending/Compliant.
• Google Drive: downloads the onboarding document files referenced in the sheet.
• OpenAI (gpt-4o-mini): per-document classification/validation and final compliance pass.
• Telegram: HR alerts for gaps and confirmations for compliant cases; daily reminder notifications.
• Slack: alerts on workflow errors for monitoring.
• n8n nodes/logic: if, set, code, merge, slack, telegram.

Ideal for n8n users, automation engineers, and SaaS operators who need an auditable, document-level compliance workflow with reliable HR follow-up.