Automate agile refinement prep with Gmail, OpenAI & Google Sheets
Needs changesNeeds changes. This template uses 1 thing(s) that n8n 3.0 removes: AI Agent v1 (old agent modes). 1 breaking item(s) found. Static check, last run 2026-10-19.
What to replace before upgrading
| Removed in 3.0 | Replace with |
|---|---|
| AI Agent v1 (old agent modes) Compare User Story to DoR Criterium (v1.9), Draft Email for Refinement (v1.8), Business Validation (v1.9), Development Team Validation (v1.9), Provide Scrum Master Feedback on the story (v1.9) | Latest AI Agent node (Tools Agent). For SQL Agent, use a Postgres or MySQL tool with a recent AI Agent. |
Nodes used (16)
- Manual Trigger
n8n-nodes-base.manualTrigger - Schedule Trigger
n8n-nodes-base.scheduleTrigger - No Operation, do nothing
n8n-nodes-base.noOp - Google Calendar
n8n-nodes-base.googleCalendar - Filter
n8n-nodes-base.filter - Google Sheets
n8n-nodes-base.googleSheets - Loop Over Items (Split in Batches)
n8n-nodes-base.splitInBatches - AI Agent
@n8n/n8n-nodes-langchain.agent - Google Drive
n8n-nodes-base.googleDrive - OpenAI Chat Model
@n8n/n8n-nodes-langchain.lmChatOpenAi - Merge
n8n-nodes-base.merge - Aggregate
n8n-nodes-base.aggregate - Error Trigger
n8n-nodes-base.errorTrigger - Gmail
n8n-nodes-base.gmail - If
n8n-nodes-base.if - Edit Fields (Set)
n8n-nodes-base.set
What it does
👤 Who is this for? This workflow is designed for Scrum Masters, Agile Coaches, and Product Owners who want to automate backlog refinement preparation using Google Sheets, Gmail, and OpenAI. It’s ideal for teams seeking consistent, high-quality refinement sessions with minimal manual effort. 🧩 What problem is this workflow solving? Many Agile teams struggle with unprepared refinement sessions, unclear user stories, and inconsistent feedback. This workflow solves that by automating the selection, validation, and communication process—saving time while improving backlog quality and team alignment. ⚙️ What this workflow does The workflow checks the Scrum Master’s Google Calendar for an upcoming refinement event. It then pulls potential user stories from a Google Sheets backlog, filters them by status, and validates them using OpenAI agents for Scrum, business, and technical feedback. Finally, it compiles everything into a structured HTML email, either creating a draft or sending it upon approval. 🚀 Setup - Use consistent event naming in Google Calendar - Configure environment variables for your project (e.g., sheet names, statuses) - Connect your own backlog and Definition of Ready - Customize the AI prompts and email layout 🛠️ How to customize this workflow to your needs - Replace Google Sheets with Jira or Airtable - Switch Gmail to Outlook, SMTP, or Mailgun - Extend error handling or approval logic - Tailor the email tone and AI prompts to match your team 🔥 Unique Selling Points (USPs) - AI-Powered Multi-Perspective Feedback - Automated Definition of Ready (DoR) Checks - Calendar-Aware Triggering - Fully Formatted Gmail Emails, With Approval Flow - Plug-and-Play Customizability