Who is this workflow for? This workflow automates the collection of new order data, stores it in Airtable, and sends a daily summary email. Orders are received via webhook, saved in Airtable in real-time, and a comprehensive HTML table of the day’s orders is emailed at a scheduled time each evening..

What does this workflow do?

  • Setup Airtable:
  • Create a new table in Airtable with the following fields:
    • time (Date type)
    • orderID (Number type)
    • orderPrice (Number type)
  • Generate Airtable Access Token:
  • Visit Airtable Token Creation to create a new access token.
  • Ensure the token has the following scopes:
    • data.records:read
    • data.records:write
    • schema.bases:read
  • Assign access to the specific table where orders will be stored.
  • Use this token to create a new Airtable credential in the Store Order and Airtable Get Today's Orders nodes within n8n.
  • Configure Gmail Credentials:
  • Follow the Google Workspace Guide to create access credentials.
  • Use the client_secret.json file to set up the Gmail credentials in the Send to Gmail node.
  • Customize Airtable Nodes:
  • In the Store Order node, select the appropriate Base and Table from your Airtable account.
  • Ensure the same Base and Table are selected in the Airtable Get Today's Orders node to maintain consistency.
  • Webhook Integration:
  • Set up your order system to send a POST request to the provided Webhook URL each time a new order is created.
  • The POST request should include the orderID and orderPrice fields. Adjust the Set Order Fields node if your incoming data has different field names.
  • Schedule Email Summaries:
  • Configure the workflow to trigger the Send to Gmail node at your preferred time each day (default is 7 PM).
  • The summary email will include all orders received that day, formatted in an HTML table for easy viewing.
  • Testing the Workflow:
  • Activate the workflow in n8n.
  • Obtain the Webhook URL from the Webhook node.
  • Send a test POST request using CURL: curl -X POST -H "Content-Type: application/json" -d '{"orderID": 12345, "orderPrice": 99.99}' YOUR_URL_HERE
  • Verify that the order appears correctly in Airtable and that the summary email is received as scheduled.

🤖 Why Use This Automation Workflow?

  • Streamlined Order Management: Automatically capture and store orders without manual entry.
  • Daily Insights: Receive a summarized report of all orders each day to monitor sales and performance.
  • Efficient Integration: Seamlessly connects your order system with Airtable and Gmail, reducing the need for multiple tools.

👨‍💻 Who is This Workflow For?

This workflow is ideal for small to medium-sized businesses, e-commerce platforms, and online retailers looking to automate their order tracking and reporting processes without extensive technical setup.

🎯 Use Cases

  1. E-commerce Order Tracking: Automatically store incoming orders from your online store and receive daily sales reports.
  2. Service-Based Businesses: Track service bookings or appointments and get a daily summary for better scheduling and resource management.
  3. Event Registrations: Manage event sign-ups by storing registration details and reviewing daily attendee numbers through summary emails.

TL;DR

This workflow seamlessly captures incoming orders, stores them in Airtable, and provides a daily email summary, enhancing order management efficiency and providing valuable daily insights into your sales performance.

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