Route equipment requests to Procurement with manager approval via Gmail

by Gabriel Santos ✓ · 719 views · created 2025-09-18 · HR, AI Chatbot

What this workflow does

This AI workflow has 30 nodes and runs when someone submits an n8n form (“Equipment Request Form”). Along the way it connects OpenAI Chat Model, MySQL and Gmail.

How it runs

Trigger: When someone submits an n8n form (“Equipment Request Form”).

1. Get Employee (MySQL): select
2. If: checks a condition and branches into true / false
3. Return Employee not found (n8n Form): shows the next form page
4. Employee data (Edit Fields (Set)): sets 5 fields: employee.enrollment_number, employee.name, employee.email…
5. Get request information (n8n Form): shows the next form page
6. Is approval required? (If): checks a condition and branches into true / false
7. Merge: merges the data from its input branches
8. Get Manager (MySQL): select
9. Employee and Manager (Merge): merges the data from its input branches
10. Approval request message (If): checks a condition and branches into true / false

…plus 11 more steps. See the full node list below.

Services it uses

OpenAI Chat ModelMySQLGmail

Before you upgrade to n8n 3.0

Nodes used (11)

• n8n Form Triggern8n-nodes-base.formTrigger
• Ifn8n-nodes-base.if
• n8n Formn8n-nodes-base.form
• OpenAI Chat Model@n8n/n8n-nodes-langchain.lmChatOpenAi
• MySQLn8n-nodes-base.mySql
• Edit Fields (Set)n8n-nodes-base.set
• Mergen8n-nodes-base.merge
• Basic LLM Chain@n8n/n8n-nodes-langchain.chainLlm
• Structured Output Parser@n8n/n8n-nodes-langchain.outputParserStructured
• Gmailn8n-nodes-base.gmail
• No Operation, do nothingn8n-nodes-base.noOp

From the author

This workflow streamlines how employees request equipment/items and how those requests reach the Procurement team. It validates the employee by enrollment number, detects whether a manager exists, and then either requests approval (if the requester has a…

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