n8n Workflow: Missing Client Docs Requests via Gmail & Sheets

Missing client document requests—automated via Gmail & Sheets

This n8n workflow checks your client document tracker, detects what’s still missing, and automatically emails clients (requests and reminders) using SMTP/Gmail—plus it generates an internal status summary for your office.

What this workflow does

Designed to run every weekday at 9:00 (or be started manually for testing), it works end-to-end from your document list to email follow-ups:

• Loads client records that include: client, email, requested, received, reminders, lastReminder (and an optional id).
• Calculates missing documents per client, then decides what to do based on reminder timing and limits:
  • Send an email request/reminder when due
  • Wait until the next reminder date when not yet due
  • Mark items as complete when documents are received
  • Flag clients for a phone call after the maximum reminders
• Sends plain-text emails via SMTP to each client who is due to be contacted, including only the missing documents.
• Creates a single office status summary showing: how many emails were sent, who needs a call, how many are waiting, and which clients are complete.

Use cases

• Legal, compliance, or onboarding teams tracking document packages in Google Sheets or Excel.
• Agencies that need consistent “request → reminder → escalation” emails without manual chasing.
• SaaS operators who want a lightweight workflow to keep client files moving on schedule.

Technical details

• Schedule: weekday run at 9:00 or manual start.
• Nodes used: if, set, code, no op, gmail, switch.
• Data source: replace the sample client list with your Sheets/Excel/Airtable/CRM integration that outputs the required fields.
• Email: configure an SMTP credential (or swap in Gmail/Outlook), set the real sender address, and enable the email node.
• Rules: update message wording, reminder spacing, and maximum reminders in the workflow’s planning constants and office summary logic.