n8n Policy & Meeting Minutes Acknowledgements Tracker (Gmail+Sheets)

Automated policy & meeting-minute acknowledgements—sent by Gmail, tracked in n8n, and mirrored to Google Sheets

This n8n workflow sends each recipient a unique acknowledgment link for a policy or meeting minutes, records who has confirmed in an n8n Data Table, updates a Google Sheets “Ack Log,” and provides a secret-protected HTML status page showing who’s still outstanding.

What this workflow does

• Receives requests via a single n8n webhook on /policy-ack-tracker and routes by the request action parameter.
• Distributes acknowledgements securely (action=distribute) by splitting the provided audience email list into individual recipients.
• Generates per-recipient tokens using HMAC-SHA256 derived from the document ID and recipient email.
• Creates one pending ledger record per person in the n8n Data Table “Policy Ack Ledger,” then sends a Gmail message containing the document link and each recipient’s unique acknowledgment URL.
• Prevents link-scanner false records (action=ack) by validating docId + email + token, then serving a confirmation landing page.
• Records confirmations (confirm=yes) by updating the ledger row to acknowledged with a timestamp, appending to the Google Sheets “Ack Log”, and returning a confirmation page.
• Displays live completion status (action=status) via a secret-protected HTML status page grouped by document, including outstanding recipients and completion counts.

Use cases

• Send new compliance policies and track acknowledgements across teams.
• Collect meeting-minute confirmations after leadership or governance sessions.
• Provide auditors an at-a-glance status page and a row-level audit log in Google Sheets.

Technical details

• Webhook routing: action=distribute, ack, status, with shared secret enforcement for sensitive requests.
• Security: HMAC-SHA256 token generation and validation.
• n8n components: set, code, gmail, crypto, switch, webhook.
• Data storage: n8n Data Table “Policy Ack Ledger,” mirrored to Google Sheets “Ack Log.”

Setup requires environment variables such as PUBLIC_BASE_URL, HMAC_SECRET, API_SHARED_SECRET, and ACK_LOG_SH.