n8n Workflow: Japanese Keigo Email Replies to Teams

Turn Japanese Keigo email replies into a Teams-ready draft—automatically

This n8n workflow takes new inquiries from an n8n Form, matches them to your keigo_faq data table, drafts a polished Japanese keigo reply with OpenAI, fixes keigo issues, and posts the result to Microsoft Teams for quick staff review.

What this workflow does

• Receives inquiries from an n8n Form submission, including sender name, company, email, and message.
• Loads your FAQ knowledge by pulling all rows from the n8n data table `keigo_faq` (topic, keywords, answer), aggregates them into a usable FAQ list, and appends your company name and email signature.
• Classifies the inquiry using OpenAI (e.g., pricing, demo request, product question, trouble report, other, or sales pitch/spam) and selects reply guidance by category.
• Selects up to three relevant FAQ entries by scoring keyword hits in the message, then compiles a short FAQ block from those matches.
• Generates a structured Japanese business email draft with OpenAI (subject, body, urgency, and staff check points) using only the matched FAQ answers as facts.
• Runs a second OpenAI pass to correct keigo, producing a list of specific fixes made.
• Posts everything to Microsoft Teams as an Adaptive Card via an incoming webhook, including the original inquiry, keigo-checked draft, fixes list, FAQ topics used, and check points for staff.

Use cases

• Customer support teams that respond to Japanese business inquiries with consistent keigo.
• SaaS operators handling inbound requests (pricing, demos, troubleshooting) while ensuring replies stay fact-based from your FAQ.
• Automation engineers who want a review-first workflow that surfaces “what to check” before sending.

Technical details

• n8n Form intake and routing.
• n8n data table lookup: `keigo_faq` (topic, keywords, answer).
• Data handling nodes: set, no op, split out, aggregate, and supporting sticky note.
• OpenAI used twice: classification + draft, then keigo correction.
• Microsoft Teams delivery via incoming webhook with an Adaptive Card.