n8n Workflow: Track Dental Lab Cases in Google Sheets + OpenAI

Track Dental Lab Case Submissions in Google Sheets—Powered by OpenAI

This n8n workflow captures dental lab case submissions from an n8n Form, uses OpenAI to check completeness and draft a clinic acknowledgment, then automatically logs cases in Google Sheets and sends real-time status updates via Gmail, Discord, and Telegram.

What this workflow does

• Receives new case submissions through an n8n Form, normalizes clinic and case details, and generates a unique case ID with timestamps.
• Validates required fields (including clinic email, product type, and due date). If anything is missing, it logs the error to the Google Sheets Cases tab, posts a Discord alert, and emails an invalid-submission notice to the clinic.
• Uses OpenAI to assess completeness from a case summary prompt—identifying missing items, providing priority guidance, and drafting an acknowledgment email to the clinic.
• Routes and logs cases by assigning a technician category, calculating urgency from due date and rush flag, and appending the full case (including AI outputs) to the Google Sheets Cases tab.
• Notifies stakeholders: sends the acknowledgment email to the clinic, posts new cases to Discord, and for rush/incomplete cases alerts the lab manager via email and triggers a Telegram notification.
• Processes status updates via a webhook: validates the case ID and stage, updates the matching row in Google Sheets, and appends a record to the Status Log tab.
• Triggers operational alerts for ready/delivered milestones and remake flags, including Telegram alerts (plus clinic email) when a case needs remaking.
• Runs daily at 08:00 to analyze case data in Google Sheets and produce daily production updates.

Use cases

• Dental labs that need consistent intake, completeness checks, and acknowledgment emails without manual work.
• Teams tracking rush jobs and assigning technician categories while maintaining an audit trail in Google Sheets.
• Operations managers who want daily production updates and instant alerts in Discord/Telegram.

Technical details

• Automation platform: n8n
• Google Sheets: writes to Cases and appends to Status Log
• AI: OpenAI (completeness assessment + email draft generation)
• Notifications: Gmail, Discord, Telegram
• Workflow logic nodes: if, set, code, switch, gmail, discord