n8n Workflow: Triage Intake Webhook + Gmail Advisory Emails

Turn client intake submissions into instant confirmations + AI advisory replies (with urgency routing)

This n8n workflow captures intake form submissions through a webhook, sends a tailored Gmail confirmation to the client, generates a personalized advisory response using Groq’s OpenAI-compatible Chat Completions API, and emails both the client and an internal stakeholder (“Cyrus”) with urgency-based routing.

What this workflow does

• Receives intake via Webhook: Accepts a POST request from your intake form and immediately returns a JSON acknowledgement to the form.
• Sends a client confirmation email: Uses Gmail to send an HTML confirmation message tailored to the selected offering.
• Generates an advisory reply with Groq: Sends intake details (story, urgency, goals, and context) to Groq’s Chat Completions API to produce a personalized written response.
• Classifies urgency: Checks the submitted urgency score and treats the intake as urgent when the score is 7 or higher.
• Notifies Cyrus with the right alert version: Emails Cyrus a formatted intake summary via Gmail—using an URGENT alert version for high-urgency submissions and a standard version otherwise.
• Sends the AI response to the client: Emails the AI-generated personal response back to the client using Gmail.

Use cases

• Launching a SaaS intake flow where every submission instantly receives a confirmation and a custom advisory email.
• Improving response times for urgent leads by routing high-urgency intakes to an internal notification (Cyrus).
• Operations teams who want structured intake summaries and personalized replies without manual drafting.

Technical details

• n8n nodes / integrations: Webhook, Gmail (OAuth2), Groq Chat Completions API, “respond to webhook”, and a routing step using a sticky-note style mechanism.
• Setup requirements: Configure Gmail OAuth2 for sending emails, add your recipient address for Cyrus, add a Groq API key, and replace the hardcoded Groq Authorization bearer token.
• Webhook endpoint: Publish the workflow and ensure your form POSTs to /intake-form.