Gurey AI Partnership Form & Client Triage Workflow

What You Will Learn

In this guide, you will learn how to use an n8n workflow template that:

• Creates a public partnership / client intake form
• Automatically logs every submission to Google Sheets
• Uses an AI Agent to summarize client information for fast triage
• Generates a personalized welcome email based on the collected data

By the end, you will understand how each node works, what credentials you need, and how the full automation fits together inside n8n.

Before You Start

Access the Workflow Template

You can explore and import the ready-made n8n workflow template here:

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Concept Overview: How the Workflow Works

This n8n workflow is designed to handle the full journey from lead capture to first contact. Here is the high-level flow:

1. A public-facing form collects detailed client and partnership information.
2. The submitted data is automatically stored in a Google Sheet for tracking and analysis.
3. An AI Agent reads the raw form data and creates a clear, concise summary of the client.
4. The AI output is parsed into structured JSON so it can be safely reused in other nodes.
5. A second AI Agent uses both the raw data and the summary to draft a personalized welcome email.

This setup gives you a fast, structured way to triage new clients and respond with a professional, tailored message, without manual copy-pasting or writing.

Step-by-Step: n8n Workflow Breakdown

Step 1 – Create and Trigger the Public Form (Form Trigger Node)

The workflow begins with a Form Trigger node. This node is responsible for:

• Acting as the trigger: It starts the workflow whenever someone submits the form.
• Creating the public-facing URL: n8n exposes a shareable link that visitors can use to access your form.
• Rendering the form interface: The node includes custom HTML, CSS, and JavaScript so you can provide a fast, branded lead capture experience.

Data Collected by the Form

The form is designed to gather comprehensive client details, such as:

• Client role or position
• Company size
• Revenue information
• Project goals and objectives

You can extend or adapt these fields, but the template already includes a strong baseline for partnership or client triage.

Credentials Required

• No credentials are needed for the Form Trigger itself.

Step 2 – Log Client Data to Google Sheets

Once the form is submitted, the next step is to store the information in a central, easy-to-use place. This is handled by a Google Sheets node.

What the Google Sheets Node Does

• Function: Appends all form submission data to a specific Google Sheet.
• Extra field: Automatically includes the submission date so you can track when each lead arrived.
• Operation: Uses the Append/Update Row operation to add each new entry as a separate row.

Credentials for Google Sheets

To connect n8n to your Google Sheet, you need:

• Google Sheets OAuth2 API credentials
• How to get them: Follow the official n8n documentation here: Google Sheets Credentials Guide

Once configured, n8n can securely write each form submission to your chosen spreadsheet.

Step 3 – Use an AI Agent to Summarize Client Data

Raw form data can be long and hard to scan quickly. To make triage easier, this workflow uses an AI Agent to convert that information into a short, factual summary.

AI Agent (Node 3) – Client Data Summarization

• Role: Acts as a Client Data Summarization Agent.
• Input: All raw fields from the form submission (role, company size, revenue, goals, and other details).
• Output: A concise, objective summary of the client and their needs, suitable for quick review by a human.

This makes it much faster to decide how to handle the lead, what services might fit, and how to prioritize follow-up.

Structured Output Parser (Node 4)

AI responses can vary in format, which can cause issues when you want to pass data into later nodes. To avoid this, the workflow uses a Structured Output Parser node.

• Function: Forces the AI summary into a strict JSON structure.
• Benefit: Ensures consistent keys and values so n8n can reliably reference fields in downstream automations.

OpenRouter Chat Model (Node 5)

Both AI-related nodes rely on a Large Language Model defined through an OpenRouter Chat Model node.

• Function: Specifies which LLM is used by the AI Agents.
• Usage: The template is configured to communicate with OpenRouter so you can leverage modern AI models through a single API.

Credentials for AI Features

• Required: OpenRouter API Key
• How to get it: Create an account and generate your key here: OpenRouter API Key Guide

Step 4 – Generate a Personalized Welcome Email

After the client data is summarized and structured, the workflow uses another AI Agent to write a customized welcome email.

Welcome Email AI Agent

• Function: Drafts a warm, professional welcome and confirmation email for the new lead.
• Inputs combined:
  • The original form submission data
  • The AI-generated summary of the client and their goals
• Outputs produced:
  • A clear, relevant email subject line
  • A polished email body that you can send directly or route through your email provider

This step ensures that every lead receives a message that feels tailored to them, without you needing to manually craft each response.

Putting It All Together

To recap, the Gurey AI Partnership Form & Client Triage Workflow in n8n follows this sequence:

1. Form Trigger: A public form collects detailed partnership and client information.
2. Google Sheets: All submissions are logged with a timestamp in a central spreadsheet.
3. AI Summarization Agent: The raw data is condensed into a clear, factual summary.
4. Structured Output Parser: The AI summary is converted to reliable JSON for further processing.
5. OpenRouter Chat Model: Provides the underlying LLM for AI steps using your OpenRouter API key.
6. Welcome Email AI Agent: Generates a personalized subject line and email body for each new lead.

With this workflow, you get a complete intake and triage system that captures, organizes, and responds to leads with minimal manual effort.

Frequently Asked Questions

Do I need coding skills to use this n8n workflow?

No. The template is built with n8n nodes and preconfigured logic. You mainly need to:

• Import the template
• Set your Google Sheets credentials
• Add your OpenRouter API key
• Adjust form fields or email wording if you want to customize it

Can I change the fields in the public form?

Yes. The Form Trigger node uses custom HTML, CSS, and JS, so you can modify labels, inputs, and styling to match your brand or data needs. Just keep in mind that if you add or remove fields, you may need to update the Google Sheets mapping and AI prompts accordingly.

Is my client data stored securely?

The workflow uses secure connections provided by n8n and Google Sheets. Make sure your n8n instance and Google account are protected with strong access controls, and never share your API keys publicly.

Can I send the welcome email automatically?

The template generates the email content and structure. To send it automatically, you can connect an email node in n8n (for example, Gmail, SMTP, or another email integration) and feed it the subject and body from the Welcome Email AI Agent.

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