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FREE TEMPLATE
Automate Gmail Workflow Update Alerts
12
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0
Downloads
16
Nodes
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Free
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Utility Rating
6 / 10
Business Function
IT
Automation Orchestrator
n8n
Integrations
n8n API
Gmail
Trigger Type
Other
Approx setup time ≈ 35 min
Need help setting up this template?
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How to Automate Gmail Workflow Update Alerts?

Leon Petrou
FREE TEMPLATE
Automate Gmail Workflow Update Alerts
12
Views
0
Downloads
16
Nodes
Download Template
Free
Preview Template
Utility Rating
6 / 10
Business Function
IT
Automation Orchestrator
n8n
Integrations
n8n API
Gmail
Trigger Type
Other
Approximate setup time ≈ 35 minutes
Need help setting up this template?
Ask in our free Futurise community

Description

Keep your automation library up to date without manual checks. The system reviews a list of workflows with outdated node versions, marks affected nodes for easy spotting, and emails a clear report with direct links. It suits platform owners and teams that run many flows in n8n.

A parent job calls it through an Execute Workflow trigger. Settings holds your n8n base URL and choices like symbol to prepend, only major changes, and whether to add newer nodes on the canvas. The n8n API pulls each workflow by ID, a Code step adjusts the workflow JSON to label outdated nodes and optionally place the latest version nearby, and then the updated workflow is saved back. A Set step builds clickable URLs to each workflow, and Gmail sends one HTML summary that lists all affected items.

Connect Gmail OAuth and the n8n API credential, then enter your instance URL in the Settings step. Point your upstream checker to this workflow and pass items with Id and outdated_nodes in the format shown. Expect to cut review time from hours to minutes and make upgrades faster and safer across a large set of flows. Ideal for teams that want visibility and quick action when node versions change.

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Tools Required

n8n API
Sign up
Community Edition (self-hosted): $0 (public REST API available). Cloud Starter: $20 / mo billed annually ($24 monthly); API unavailable during free trial.
n8n
Sign up
$24 / mo or $20 / mo billed annually to use n8n in the cloud. However, the local or self-hosted n8n Community Edition is free.
Gmail
Sign up
No cost: Personal Gmail (Gmail API has no usage-based pricing; quotas apply)

What this workflow does?

  • Execute Workflow trigger runs this updater when a parent workflow calls it.
  • Settings step stores your instance base URL and options like symbol, only major changes, and add nodes to canvas.
  • n8n API Get Workflow fetches each workflow by ID for processing.
  • Code step modifies the workflow JSON to label outdated nodes and optionally insert the latest node nearby.
  • n8n API Update Workflow saves the updated workflow back to your instance.
  • Set step builds direct HTML links to each workflow using your base URL.
  • Gmail sends an HTML summary email listing all affected workflows and links.

What are the benefits?

  • Reduce manual review from hours to minutes with one email summary
  • Automate up to 90 percent of the update work for node versions
  • Reduce missed updates by 90 percent through consistent checks and labels
  • Handle hundreds of workflows in a single run without extra effort
  • Connect n8n and Gmail to give clear links for quick fixes

How to set this up?

  1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
  2. You'll need accounts with Gmail and n8n. See the Tools Required section above for links to create accounts with these services.
  3. Open the Send Summary node and in the Credential to connect with menu choose Create new credential. Select Gmail OAuth2 and follow the on screen steps to allow access to your Gmail account.
  4. Open the Get Workflow node and choose Create new credential for n8n API. Do the same in the Update Workflow node. Follow the on screen prompts to add your n8n base URL and token. Use a token that can read and update workflows.
  5. Open the Settings step and set instanceBaseUrl to your n8n URL. Adjust symbol, onlyMajorChanges, and addNodesToCanvas to match your policy.
  6. In the Send Summary node set the email recipient and confirm the subject and message meet your needs.
  7. Create or update your parent checker workflow to call this one with an Execute Workflow node. Pass items that include Id and outdated_nodes as shown in the example input.
  8. Run a test with one safe workflow ID first. Confirm the target workflow shows the symbol on outdated nodes and that new nodes appear when enabled.
  9. Check your inbox for the summary email. If no email arrives, verify Gmail credentials, sender account, and spam folder.
  10. If updates fail, confirm the instanceBaseUrl is correct, the API token has write rights, and the workflow IDs are valid in your n8n instance.

Need help or want to customize this?

Ask in the Free Futurise Community.

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