Generate employee numbers and ID cards with Google Sheets and Gmail

by Khairul Muhtadin ✓ · 10 views · created 2026-08-12 · HR

What this workflow does

This workflow has 40 nodes and runs when another workflow calls it. Along the way it connects Google Sheets and Gmail.

How it runs

Trigger: When another workflow calls it.

1. Find Employee in Sheets (Google Sheets): uses Google Sheets
2. Check Employee Number Present (If): checks a condition and branches into true / false
3. Merge: merges the data from its input branches
4. Check Employee Photo Available (If): checks a condition and branches into true / false
5. Generate Employee Number (Edit Fields (Set)): sets 3 fields: employee_id_saved, employee_no, updated_at
6. Generate ID Card Verification Token (Crypto): hashes or encrypts values
7. Find Existing ID Card in Sheets (Google Sheets): uses Google Sheets
8. Update Waiting Photo Status (Google Sheets): append
9. Check ID Number Collision in Sheets (Google Sheets): uses Google Sheets
10. Merge: merges the data from its input branches

…plus 28 more steps. See the full node list below.

Services it uses

Google SheetsGmail

Before you upgrade to n8n 3.0

Nodes used (11)

• Execute Workflow Triggern8n-nodes-base.executeWorkflowTrigger
• Google Sheetsn8n-nodes-base.googleSheets
• Ifn8n-nodes-base.if
• Edit Fields (Set)n8n-nodes-base.set
• Mergen8n-nodes-base.merge
• Crypton8n-nodes-base.crypto
• HTTP Requestn8n-nodes-base.httpRequest
• Switchn8n-nodes-base.switch
• Gmailn8n-nodes-base.gmail
• No Operation, do nothingn8n-nodes-base.noOp
• Stop and Errorn8n-nodes-base.stopAndError

From the author

New hire, new ID card, zero paperwork chaos. Called with an employee ID, this workflow looks up the employee in Google Sheets, assigns a unique employee number, renders a PDF ID card, and routes it to printing, a GA task, or digital activation. Every step…

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