n8n Workflow: Answer Japanese Contact Forms with OpenAI, Teams & Gmail

Instantly draft Japanese keigo email replies from form inquiries—then get human approval in Microsoft Teams

This n8n workflow captures new Japanese contact form inquiries, matches them to your FAQ content in an n8n Data Table, drafts a polished business reply with OpenAI (including keigo checks), and routes it for approval in Microsoft Teams before sending via Gmail—while logging the outcome automatically.

What this workflow does

• Receives an inquiry from an n8n form submission.
• Loads FAQ guidance from the keigo_faq n8n Data Table, combines it, and injects your company name, signature, and the submitted contact details.
• Classifies the message with OpenAI into a category, then applies category-specific reply guidance—while skipping messages identified as sales pitches or spam.
• Selects up to three relevant FAQ entries by matching keyword hits in the inquiry and compiles them into a single FAQ text block.
• Generates a structured Japanese keigo draft (subject, body, urgency, and staff check points) using only the matched FAQ content.
• Runs a second OpenAI pass to correct keigo issues and outputs the fixes.
• Requests approval in Microsoft Teams using an incoming webhook and an approval-form link.
• Sends via Gmail only after approval; if rejected, it skips sending.
• Logs results to the keigo_reply_log Data Table with email, company, category, subject, and timestamp.

Use cases

• Automating Japanese customer support replies while ensuring formal keigo quality.
• Reducing turnaround time for SaaS operators handling frequent inbound contact form messages.
• Routing drafts to a staff reviewer via Microsoft Teams before any Gmail send.

Technical details

• OpenAI for inquiry categorization, Japanese keigo email drafting, and keigo correction.
• Microsoft Teams integration via incoming webhook + approval form link.
• Gmail for sending approved replies.
• n8n Data Tables: keigo_faq (FAQ sources) and keigo_reply_log (audit log).
• Workflow logic uses nodes such as if, set, no op, and wait to control approvals and sending.