Sync webhook and emailed records with Airtable, HubSpot, Gmail, OpenAI and Telegram

by Mashrur Rahman ✓ · 1 views · created 2026-10-10 · CRM, AI Summarization

What this workflow does

This AI workflow has 47 nodes and runs when an HTTP POST request hits its webhook URL (plus 3 other triggers). Along the way it connects Airtable, HubSpot, Google Sheets and Gmail and 2 more. It also calls api.airtable.com and api.hubapi.com over HTTP.

How it runs

Trigger: When an HTTP POST request hits its webhook URL (plus 3 other triggers).

1. Acknowledge Webhook Receipt (Respond to Webhook): sends the response back to the webhook caller
2. Extract Text from Email Attachment (Extract from File): extracts data from a file (pdf)
3. Prepare Test Data Batch (Code): runs custom JavaScript code
4. Retrieve Records from Airtable (Airtable): search
5. Parse Webhook Data Batch (Code): runs custom JavaScript code
6. AI Record Extraction from Text (Information Extractor): extracts structured fields from text with AI, with model: Use OpenAI GPT-4 Model
7. Route by Batch Content (If): checks a condition and branches into true / false
8. Retrieve Contacts from HubSpot (HubSpot): get many
9. Log Schedule Failure Audit (Edit Fields (Set)): sets 13 fields: template, correlation_id, status…
10. Set Email Batch Parameters (Edit Fields (Set)): sets 2 fields: records, _source

…plus 32 more steps. See the full node list below.

Services it uses

AirtableHubSpotGoogle SheetsGmailOpenAI Chat ModelTelegram

HTTP calls to: api.airtable.com, api.hubapi.com

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Nodes used (20)

• Webhookn8n-nodes-base.webhook
• Respond to Webhookn8n-nodes-base.respondToWebhook
• Coden8n-nodes-base.code
• Ifn8n-nodes-base.if
• Remove Duplicatesn8n-nodes-base.removeDuplicates
• Edit Fields (Set)n8n-nodes-base.set
• Crypton8n-nodes-base.crypto
• HTTP Requestn8n-nodes-base.httpRequest
• Airtablen8n-nodes-base.airtable
• Mergen8n-nodes-base.merge
• HubSpotn8n-nodes-base.hubspot
• Google Sheetsn8n-nodes-base.googleSheets
• Gmail Triggern8n-nodes-base.gmailTrigger
• Extract from Filen8n-nodes-base.extractFromFile
• Information Extractor@n8n/n8n-nodes-langchain.informationExtractor
• OpenAI Chat Model@n8n/n8n-nodes-langchain.lmChatOpenAi
• Gmailn8n-nodes-base.gmail
• Manual Triggern8n-nodes-base.manualTrigger
• Telegramn8n-nodes-base.telegram
• Schedule Triggern8n-nodes-base.scheduleTrigger

From the author

Quick overview This workflow ingests business records from an authenticated webhook or PDF attachments in Gmail, then deduplicates, validates, and syncs changes to Airtable and HubSpot. It logs every outcome to Google Sheets, sends Telegram alerts for…

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