January 22, 2026

Gmail + Google Sheets: resume shortlists stay clean

Lisa Granqvist Partner Workflow Automation Expert

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Your hiring inbox fills up fast. Then you’re stuck opening attachments, copying details into a sheet, trying to be “consistent” while you’re rushing through your tenth resume of the morning.

This Gmail Sheets automation hits recruiters and HR managers hardest. Agency teams running multiple roles feel it too. It keeps your shortlist clean, scores candidates the same way every time, and pings your team in Slack when someone is actually worth a fast follow-up.

Below you’ll see how the workflow routes resumes from Gmail into Google Sheets, uses AI to evaluate fit, and sends the right email back automatically (shortlist or rejection) without turning your process into a black box.

How This Automation Works

The full n8n workflow, from trigger to final output:

n8n Workflow Template: Gmail + Google Sheets: resume shortlists stay clean

Click to explore

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The Problem: Resume Screening Gets Messy (Fast)

Most hiring processes don’t break because the team is careless. They break because volume turns “a simple routine” into a constant context switch. You read an email, download a PDF, skim for skills, compare it to job requirements, then log notes somewhere you’ll hopefully find later. Meanwhile, candidates wait, good people slip through the cracks, and your shortlist turns into a mix of gut-feel decisions and half-finished spreadsheet rows. Honestly, it’s exhausting.

The friction compounds. Here’s where it usually falls apart.

Every resume gets “evaluated,” but the criteria changes depending on who is screening that day.
Copy-pasting names, emails, and notes into Google Sheets creates typos and duplicates that haunt you later.
Attachment handling is brittle, so one weird file format can stall the whole intake process.
Great candidates don’t get fast follow-up because nobody is alerted at the moment it matters.

The Solution: Auto-Score Resumes and Keep One Clean Shortlist

This n8n workflow watches your HR Gmail inbox for new applications with attachments. When a candidate emails in a resume, the automation checks that a resume is actually attached, then sends the file to an OCR service (Mistral OCR) so even scanned PDFs become readable text. Next, it combines the candidate’s email details with the extracted resume content, pulls your job requirements from a connected Google Sheet, and asks GPT-4 to evaluate fit using the same rubric each time. The workflow parses the AI output into structured fields, writes a clean row into Google Sheets, and makes a decision based on score. From there, it sends a professional shortlist email (and a Slack alert to your team) or dispatches a polite rejection message.

The workflow starts with a Gmail trigger and ends with three outcomes you can trust: a standardized evaluation in Google Sheets, a candidate email sent automatically, and a Slack ping when the score crosses your threshold. You stop digging through threads and start managing a shortlist.

What You Get: Automation vs. Results

What This Workflow Automates

Results You’ll Get

Detects new applicant emails in Gmail and validates resume attachments.
Extracts resume text with OCR so PDFs are searchable and scorable.
Evaluates candidates with GPT-4 using job requirements from Google Sheets.
Sends shortlist or rejection emails and alerts HR in Slack for top scores.

About 10 minutes saved per application you don’t manually screen.
A shortlist that stays readable because every row uses the same fields.
Faster response times, so strong candidates don’t cool off.
Fewer missed follow-ups because high scorers trigger a Slack message.
Cleaner reporting later, since scoring is structured JSON, not messy notes.

Example: What This Looks Like

Say your inbox gets 30 applications in a week for one role. Manually, it’s easy to spend about 10 minutes per candidate to download the resume, skim, compare to requirements, log notes in a sheet, and send a basic reply. That’s roughly 5 hours a week on intake alone. With this workflow, you spend maybe 10 minutes upfront setting the score threshold and email templates, then each new application is processed automatically while you’re doing other work. You only jump in for the candidates who clear the bar.

What You’ll Need

n8n instance (try n8n Cloud free)
Self-hosting option if you prefer (Hostinger works well)
Gmail to read applications and send replies
Google Sheets to store requirements and candidate log
OpenAI API key (get it from your OpenAI dashboard)
Mistral OCR API key (get it from your Mistral account)
Slack bot token (create in Slack, add chat:write)

Skill level: Intermediate. You’ll connect accounts, map a few fields, and test with a real sample resume.

Don’t want to set this up yourself? Talk to an automation expert (free 15-minute consultation).

How It Works

A new application hits your Gmail inbox. The workflow triggers when an email arrives in the monitored HR inbox, then grabs key fields like sender name, email, subject, and message text.

The resume is checked and converted into usable text. An attachment validation gate stops the run if no resume is included. If it is, the file is sent through OCR (via HTTP requests to Mistral), and the extracted text is saved so the next steps can actually evaluate content, not a PDF blob.

AI evaluates the candidate against your real requirements. The workflow merges the email context with resume text, retrieves role requirements from Google Sheets, and hands everything to an AI agent using a GPT-4 chat model. The output is forced into structured JSON, which keeps scoring consistent and makes your sheet usable later.

Decisions, logging, and communication happen automatically. Based on the AI score (and your threshold), it updates the candidate log in Google Sheets and sends either a shortlist email plus a Slack alert, or a rejection email that still sounds professional.

You can easily modify the score threshold to match different roles based on your needs. See the full implementation guide below for customization options.

Step-by-Step Implementation Guide

Step 1: Configure the Incoming Applicant Email Trigger

This workflow starts when a new unread email arrives and downloads attachments for OCR processing.

Add and open Incoming Applicant Email Trigger.
Set Filters → Label IDs to INBOX, Read Status to unread, and Include Spam/Trash to false.
Enable Options → Download Attachments and set Poll Times to everyMinute.
Credential Required: Connect your gmailOAuth2 credentials.
Confirm the execution flow: Incoming Applicant Email Trigger outputs to both Extract Email Fields and Validate Resume Attachment in parallel.

Use a dedicated recruitment inbox to avoid OCR and AI processing unrelated email traffic.

Step 2: Configure the Resume OCR Pipeline

This branch validates attachments, uploads the file to OCR, and extracts readable resume text.

In Validate Resume Attachment, keep the condition that checks Left Value ={{$binary}} is notEmpty.
Open Send Resume to OCR and set URL to https://api.mistral.ai/v1/files, Method to POST, and Content Type to multipart-form-data.
In Send Resume to OCR → Body Parameters, add purpose = ocr and add a form binary field named =file with Input Data Field Name set to =attachment_0.
Credential Required: Connect your httpBearerAuth and httpHeaderAuth credentials in Send Resume to OCR.
Configure Retrieve OCR File Link with URL set to =https://api.mistral.ai/v1/files/{{ $json.id }}/url and add a query parameter expiry = 24.
Credential Required: Connect your httpHeaderAuth credentials in Retrieve OCR File Link and Extract Resume Text.
In Extract Resume Text, set URL to https://api.mistral.ai/v1/ocr and JSON Body to ={ "model": "mistral-ocr-latest", "document": { "type": "document_url", "document_url": "{{ $json.url }}" }, "include_image_base64": false } .
In Save Resume Details, add an assignment named Resume Details with value ={{ $json.pages[0].markdown }}.

⚠️ Common Pitfall: If the email has multiple attachments, make sure attachment_0 is the resume file; otherwise OCR may fail or extract the wrong content.

Step 3: Extract Email Metadata and Merge Inputs

Capture sender details and merge email metadata with the OCR-extracted resume text.

Open Extract Email Fields and add assignments for Email Content ={{ $json.text }}, Subject ={{ $json.subject }}, Senders Email ={{ $json.from.value[0].address }}, and Senders Name ={{ $json.from.value[0].name }}.
In Combine Email and Resume, set Mode to combine and Combine By to combineByPosition.
Confirm the flow: Save Resume Details → Combine Email and Resume and Extract Email Fields → Combine Email and Resume.

Step 4: Set Up AI Screening Coordinator

The AI agent evaluates the candidate using GPT-4, HR requirements from Google Sheets, and structured JSON parsing.

Open AI Screening Coordinator and set Text to the combined prompt: ={{ "Candidate Email Metadata:\n" + "Sender Name: " + $json["Senders Name"] + "\n" + "Sender Email: " + $json["Senders Email"] + "\n" + "Subject: " + $json["Subject"] + "\n\n" + "Email Content:\n" + $json["Email Content"] + "\n\n" + "Resume Text:\n" + $json["Resume Details"] }}.
Keep Prompt Type set to define and ensure Has Output Parser is enabled.
Connect GPT-4 Screening Model as the language model for AI Screening Coordinator. Credential Required: Connect your openAiApi credentials.
Attach Candidate Context Memory and Parse AI JSON Output to AI Screening Coordinator (AI memory and output parser). These are sub-nodes—add credentials on the parent AI Screening Coordinator if required by your environment.
Configure Parse AI JSON Output with the provided JSON schema example to enforce structured output.
Connect Retrieve HR Requirements as a tool for AI Screening Coordinator. Credential Required: Connect your googleSheetsOAuth2Api credentials (this tool is used by the parent agent).

Make sure your HR requirements sheet contains the expected columns (Role, Minimum Experience, Preferred Skills, Department, Key Traits, Job Summary) so the agent can match skills reliably.

Step 5: Map AI Results and Route Decisions

The workflow maps the AI output into clean fields and decides whether to shortlist or reject candidates.

In Map Evaluation Fields, map each output field, e.g., Candidate Name to ={{ $json.output.candidate_name }}, AI Score to ={{ $json.output.ai_score }}, and Recommendation to ={{ $json.output.recommendation }}.
In Decision Gate by Score, set the conditions to Recommendation ={{ $json.Recommendation }} equals Shortlist OR AI Score ={{ $json["AI Score"] }} greater than 75.
Confirm the branch logic: Decision Gate by Score outputs to Update Candidate Log, Send Shortlist Email, and Slack Alert to HR in parallel for shortlisted candidates.
Ensure the rejection path from Decision Gate by Score goes to Dispatch Rejection Notice.

⚠️ Common Pitfall: If the AI output JSON doesn’t match the parser schema, Map Evaluation Fields will be empty and the decision gate may misroute the candidate.

Step 6: Configure Output Actions (Sheets, Email, Slack)

These nodes log results, notify HR, and send personalized emails to candidates.

In Update Candidate Log, set Operation to appendOrUpdate. Credential Required: Connect your googleSheetsOAuth2Api credentials.
In Send Shortlist Email, set Send To to ={{ $json.Email }} and keep Subject as Congratulations! Next Steps for Your Application. Credential Required: Connect your gmailOAuth2 credentials.
In Slack Alert to HR, set Text to =📋 *High-Scoring Candidate Alert* ... with the provided expression fields, and select your HR channel. Credential Required: Connect your slackApi credentials.
In Dispatch Rejection Notice, set Send To to ={{ $json.Email }} and keep Subject as Update on Your Job Application. Credential Required: Connect your gmailOAuth2 credentials.

Step 7: Test and Activate Your Workflow

Run a full test to confirm OCR, AI scoring, and routing before turning the automation on.

Click Test Workflow and send a sample email with a resume attachment to the monitored inbox.
Verify that Incoming Applicant Email Trigger captures the email and that OCR flows through Send Resume to OCR → Retrieve OCR File Link → Extract Resume Text → Save Resume Details.
Check that AI Screening Coordinator produces structured output parsed by Parse AI JSON Output and mapped in Map Evaluation Fields.
Confirm expected routing: shortlisted candidates trigger Update Candidate Log, Send Shortlist Email, and Slack Alert to HR in parallel; rejected candidates trigger Dispatch Rejection Notice.
When successful, toggle the workflow Active to enable continuous processing.

🔒

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Common Gotchas

Gmail OAuth credentials can expire or lose permissions. If emails stop sending, check the connected Gmail account in n8n Credentials and re-auth first.
If you’re using Wait nodes or external rendering, processing times vary. Bump up the wait duration if downstream nodes fail on empty responses.
Slack bot tokens often fail because the app isn’t invited to the channel or lacks chat:write. Confirm the channel ID and permissions before blaming the workflow.

Frequently Asked Questions

How long does it take to set up this Gmail Sheets automation?

About 45 minutes if your accounts and sheet are ready.

Do I need coding skills to automate resume shortlisting?

No coding required. You will mostly be connecting accounts and mapping a few fields into Google Sheets.

Is n8n free to use for this Gmail Sheets automation workflow?

Yes. n8n has a free self-hosted option and a free trial on n8n Cloud. Cloud plans start at $20/month for higher volume. You’ll also need to factor in OpenAI and Mistral OCR API usage costs.

Where can I host n8n to run this automation?

Two options: n8n Cloud (managed, easiest setup) or self-hosting on a VPS. For self-hosting, Hostinger VPS is affordable and handles n8n well. Self-hosting gives you unlimited executions but requires basic server management.

Can I customize this Gmail Sheets automation workflow for different job roles?

Yes, and you should. Most teams keep a “Role Requirements” tab in Google Sheets, then adjust the fields the AI reads and the score threshold in the Decision Gate by Score step. Common tweaks include changing the weighting for must-have skills, adding location or work authorization checks, and updating the email templates for each department. If you hire for very different roles, create one requirements row per role and have the workflow pick the right one based on the email subject or a label in Gmail.

Why is my Gmail connection failing in this workflow?

Usually it’s expired OAuth consent or the wrong Gmail account connected. Re-auth the Gmail credential in n8n, then confirm the trigger is watching the right inbox or label. If sending fails but reading works, check that the Gmail scope includes sending mail and that your workspace admin hasn’t restricted it.

How many applications can this Gmail Sheets automation handle?

On n8n Cloud Starter, it depends on your monthly execution allowance, but most small teams can process hundreds of applications a month comfortably. If you self-host, there’s no execution cap from n8n; it’s mostly limited by your server and API rate limits from Gmail, OpenAI, and Mistral OCR. Practically, OCR and model calls add a bit of waiting time per candidate, so high volume hiring may need batching and a queue.

Is this Gmail Sheets automation better than using Zapier or Make?

Often, yes. This workflow relies on multi-step logic (OCR, structured AI output parsing, a score-based decision gate, and branching emails), and n8n handles that without turning it into a fragile chain of separate zaps. You can also self-host for unlimited executions, which matters when hiring spikes. Zapier or Make can still be fine for basic “email to sheet” logging, but they get pricey and awkward once you add AI scoring plus branching. If you’re unsure, Talk to an automation expert and you’ll get a straight recommendation.

Once this is running, your inbox stops being the hiring system. Google Sheets becomes the source of truth, Slack pulls your team in at the right moment, and you get hours back when applicant volume spikes.

Need Help Setting This Up?

Our automation experts can build and customize this workflow for your specific needs. Free 15-minute consultation—no commitment required.

Lisa Granqvist

Workflow Automation Expert

Expert in workflow automation and no-code tools.

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"options": {
"systemMessage": "=You are an AI-powered HR Recruitment Screening Assistant integrated within n8n.\n\nYour role is to evaluate job applicants based on both their resume data and their email message. You assess how well a candidate fits open positions listed in the connected Google Sheet \u201cHR Requirement\u201d.\n\nEach record in that sheet includes:\n- Role\n- Minimum Experience (in years)\n- Preferred Skills\n- Department\n- Key Traits\n- Job Summary\n\n---\n\n### \ud83d\udd39 INPUT YOU RECEIVE\nYou will always receive:\n- Candidate Email Metadata (sender name, sender email, subject, and email content)\n- Candidate Resume Text (OCR-extracted or text version)\n- Context about HR requirement data via the connected Google Sheets tool\n\n---\n\n### \ud83d\udd39 YOUR TASK\nAnalyze the **resume** and **email message** together to determine:\n1. Candidate\u2019s name and contact info (use the resume or email)\n2. Role applied for (explicitly mentioned or inferred from email subject or content)\n3. Total professional experience (in years)\n4. Matched skills vs. missing skills (compare against HR sheet for that role)\n5. A concise job fit summary\n6. AI Score (0\u2013100)\n7. Recommendation (\u201cShortlist\u201d or \u201cReject\u201d)\n8. One-line reason for the recommendation\n\n---\n\n### \ud83d\udd39 EVALUATION LOGIC\n1. Identify the target job role \u2192 from the email subject or resume. If not clear, mark `\"role_applied\": \"Unknown\"`.\n2. Query the HR Requirement Sheet for that role and use it to determine the expected skills and experience.\n3. Extract the candidate\u2019s professional experience, education, and technical skills from the resume text.\n4. Compare and calculate a match percentage:\n   - Match \u226570% \u2192 `\"recommendation\": \"Shortlist\"`\n   - Otherwise \u2192 `\"recommendation\": \"Reject\"`\n5. Assign `ai_score` as the overall fit (0\u2013100).\n6. Write a clear, short factual explanation in `reason`.\n7. Always return **only valid JSON** in the required format (no text outside the JSON).\n\n---\n\n### \ud83d\udd39 OUTPUT JSON SCHEMA\n```json\n{\n  \"candidate_name\": \"string\",\n  \"email\": \"string\",\n  \"role_applied\": \"string\",\n  \"total_experience\": number,\n  \"matched_skills\": [\"string\"],\n  \"missing_skills\": [\"string\"],\n  \"job_fit_summary\": \"string\",\n  \"ai_score\": number,\n  \"recommendation\": \"Shortlist or Reject\",\n  \"reason\": \"string\"\n}\n"
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.1
},
{
"id": "86bb2616-9aa4-4595-9b4a-3584ea5c3c77",
"name": "GPT-4 Screening Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
558,
160
],
"parameters": {
"model": {
"__rl": true,
"mode": "id",
"value": "="
},
"options": {
"temperature": 0.7
}
},
"credentials": {
"openAiApi": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 1.2
},
{
"id": "65c357f4-9bd3-4854-980d-9443fc5bf5f0",
"name": "Candidate Context Memory",
"type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
"position": [
624,
325
],
"parameters": {
"sessionKey": "=\"Candidate Screening\"",
"sessionIdType": "customKey"
},
"typeVersion": 1.3
},
{
"id": "cb98bef5-23ff-4bc3-87f8-47c37a46dd5a",
"name": "Parse AI JSON Output",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
852,
120
],
"parameters": {
"jsonSchemaExample": "{\n  \"candidate_name\": \"Vivek Patidar\",\n  \"email\": \"user@example.com\",\n  \"role_applied\": \"Full Stack Developer\",\n  \"total_experience\": 0,\n  \"matched_skills\": [\"React\", \"Node.js\", \"AWS\"],\n  \"missing_skills\": [\"MongoDB\"],\n  \"job_fit_summary\": \"string\",\n  \"ai_score\": 0,\n  \"recommendation\": \"Shortlist\",\n  \"reason\": \"string\"\n}\n"
},
"typeVersion": 1.3
},
{
"id": "9557ea09-4af8-4181-934c-edf0536a4694",
"name": "Retrieve HR Requirements",
"type": "n8n-nodes-base.googleSheetsTool",
"position": [
810,
345
],
"parameters": {
"sheetName": {
"__rl": true,
"mode": "list",
"value": "",
"cachedResultUrl": "",
"cachedResultName": ""
},
"documentId": {
"__rl": true,
"mode": "id",
"value": "="
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 4.7
},
{
"id": "b32a3769-be85-4692-a265-42ec8a670537",
"name": "Map Evaluation Fields",
"type": "n8n-nodes-base.set",
"position": [
222,
255
],
"parameters": {
"options": [],
"assignments": {
"assignments": [
{
"id": "b245e671-16ce-4f2e-8f2f-5bf67445c5f6",
"name": "Candidate Name",
"type": "string",
"value": "={{ $json.output.candidate_name }}"
},
{
"id": "dfa905e4-80ff-45d5-97ce-3ebeea415abe",
"name": "Email",
"type": "string",
"value": "={{ $json.output.email }}"
},
{
"id": "a9a8015c-4979-470b-bf5d-1dc9a0d32fda",
"name": "Applied Role",
"type": "string",
"value": "={{ $json.output.role_applied }}"
},
{
"id": "694bd7af-ae87-4294-bc8b-001f1a79cd55",
"name": "Experience",
"type": "number",
"value": "={{ $json.output.total_experience }}"
},
{
"id": "bedf40b0-24f0-4cdc-8f9e-f60a37d45bbc",
"name": "Matched Skill",
"type": "array",
"value": "={{ $json.output.matched_skills }}"
},
{
"id": "8aeb65b5-da6b-4423-8143-ba4409a08127",
"name": "Missing Skill",
"type": "array",
"value": "={{ $json.output.missing_skills }}"
},
{
"id": "d004eef1-3ea1-44e7-bc92-598a54d7bb77",
"name": "Summary",
"type": "string",
"value": "={{ $json.output.job_fit_summary }}"
},
{
"id": "faf65088-2d65-41d8-94da-40dc844359c8",
"name": "AI Score",
"type": "number",
"value": "={{ $json.output.ai_score }}"
},
{
"id": "df73ac48-c110-4007-a85a-31ac4f33f104",
"name": "Recommendation",
"type": "string",
"value": "={{ $json.output.recommendation }}"
},
{
"id": "0bae37b1-c235-47e8-bb65-4840954af6a2",
"name": "Reason",
"type": "string",
"value": "={{ $json.output.reason }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "19a6f6d0-e79d-483a-a403-a79ccb39098b",
"name": "Decision Gate by Score",
"type": "n8n-nodes-base.if",
"position": [
42,
290
],
"parameters": {
"options": [],
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "or",
"conditions": [
{
"id": "022be135-23be-4533-911e-40880e880072",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.Recommendation }}",
"rightValue": "Shortlist"
},
{
"id": "7a18eeba-8aa7-4218-8f32-3bb950873188",
"operator": {
"type": "number",
"operation": "gt"
},
"leftValue": "={{ $json[\"AI Score\"] }}",
"rightValue": 75
}
]
}
},
"typeVersion": 2.2
},
{
"id": "3503dcee-0551-4483-ad92-d8fef169191b",
"name": "Update Candidate Log",
"type": "n8n-nodes-base.googleSheets",
"position": [
0,
465
],
"parameters": {
"operation": "appendOrUpdate",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "",
"cachedResultUrl": "",
"cachedResultName": ""
},
"documentId": {
"__rl": true,
"mode": "id",
"value": "="
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 4.4
},
{
"id": "3a1cf78b-c943-4c31-8014-d2d5b1392eda",
"name": "Send Shortlist Email",
"type": "n8n-nodes-base.gmail",
"position": [
276,
425
],
"webhookId": "b72f0b16-33ab-4ab7-a506-ebacbbc3193a",
"parameters": {
"sendTo": "={{ $json.Email }}",
"message": "=<!DOCTYPE html>\n<html>\n<head>\n    <style>\n        body {\n            font-family: 'Segoe UI', Tahoma, Geneva, Verdana, sans-serif;\n            line-height: 1.8;\n            color: #333333;\n            max-width: 650px;\n            margin: 0 auto;\n            padding: 20px;\n        }\n        .letterhead {\n            border-bottom: 3px solid #2c3e50;\n            padding-bottom: 10px;\n            margin-bottom: 20px;\n        }\n        .company-name {\n            font-size: 20px;\n            font-weight: bold;\n            color: #2c3e50;\n        }\n        .content {\n            margin: 30px 0;\n        }\n        .highlight-box {\n            background-color: #f8f9fa;\n            border-left: 4px solid #2c3e50;\n            padding: 20px;\n            margin: 25px 0;\n        }\n        .details-table {\n            width: 100%;\n            border-collapse: collapse;\n            margin: 20px 0;\n        }\n        .details-table td {\n            padding: 10px;\n            border-bottom: 1px solid #e0e0e0;\n        }\n        .details-table td:first-child {\n            font-weight: 600;\n            width: 40%;\n            color: #555;\n        }\n        .signature {\n            margin-top: 40px;\n        }\n        .footer {\n            margin-top: 50px;\n            padding-top: 20px;\n            border-top: 1px solid #e0e0e0;\n            font-size: 11px;\n            color: #666;\n            text-align: center;\n        }\n    </style>\n<link rel="preload" as="image" href="https://flowpast.s3.eu-north-1.amazonaws.com/featured_blog_images/106811.webp"><link rel="preload" as="image" href="https://flowpast.s3.eu-north-1.amazonaws.com/featured_blog_images/106811.webp"></head>
\n<body>\n    <div class=\"letterhead\">\n        <div class=\"company-name\">[COMPANY NAME]</div>\n        <div style=\"color: #666; font-size: 12px;\">Talent Acquisition Department</div>\n    </div>\n    \n    <div class=\"content\">\n        <p><strong>Date:</strong> {{ $now.format('MMMM dd, yyyy') }}</p>\n        \n        <p style=\"margin-top: 30px;\">Dear <strong>{{ $json[\"Candidate Name\"] }}</strong>,</p>\n        \n        <p>We are writing to inform you that your application for the position of <strong>{{ $json[\"Applied Role\"] }}</strong> has been carefully reviewed by our recruitment team.</p>\n        \n        <p><strong>We are pleased to inform you that you have been shortlisted for the next stage of our selection process.</strong></p>\n        \n        <p><strong>Next Steps:</strong></p>\n        <p>We would like to schedule a detailed interview with you to discuss this opportunity further and assess your fit for the role and our organization.</p>\n        \n        <p>Kindly reply to this email at your earliest convenience with your availability for the coming week (Monday to Friday, between 10:00 AM and 5:00 PM). We will coordinate a mutually suitable time for the interview.</p>\n        \n        <p>Please ensure that you bring the following documents for the interview:</p>\n        <ul style=\"line-height: 2;\">\n            <li>Updated Resume/CV</li>\n            <li>Valid Government-issued Photo ID</li>\n            <li>Educational certificates and experience letters</li>\n            <li>Any relevant portfolio or work samples</li>\n        </ul>\n        \n        <p>Should you have any questions or require any clarifications, please do not hesitate to contact us at <strong>[HR_EMAIL]</strong> or <strong>[HR_PHONE]</strong>.</p>\n        \n        <p>We appreciate your interest in joining our organization and look forward to meeting you.</p>\n        \n        <div class=\"signature\">\n            <p>Warm regards,</p>\n            <p style=\"margin: 5px 0;\"><strong>[HR MANAGER NAME]</strong><br>\n            [Designation]<br>\n            Talent Acquisition Department<br>\n            [COMPANY NAME]</p>\n            <p style=\"margin-top: 15px; font-size: 13px;\">\n            <strong>Email:</strong> [HR_EMAIL]<br>\n            <strong>Phone:</strong> [HR_PHONE]<br>\n            <strong>Website:</strong> [COMPANY_WEBSITE]\n            </p>\n        </div>\n    </div>\n    \n    <div class=\"footer\">\n        <p>This is an official communication from [COMPANY NAME]. Please do not reply to this email  it was sent from an automated system.</p>\n        <p><strong>Confidentiality Notice:</strong> This email and any attachments are confidential and intended solely for the addressee.</p>\n    </div>\n</body>\n</html>",
"options": [],
"subject": "Congratulations! Next Steps for Your Application"
},
"credentials": {
"gmailOAuth2": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 2.1
},
{
"id": "00ae4e31-9d6f-4c10-b2c1-31c02fddb15d",
"name": "Slack Alert to HR",
"type": "n8n-nodes-base.slack",
"position": [
420,
475
],
"webhookId": "665262cb-25ba-4b11-8551-0926567cfab1",
"parameters": {
"text": "=\ud83d\udccb *High-Scoring Candidate Alert*\n\n*Candidate:* {{ $json[\"Candidate Name\"] }}\n*AI Score:* {{ $json[\"AI Score\"] }} /100\n*Applied Role:* {{ $json[\"Applied Role\"] }}\n*Summary:* {{ $json.Summary }}\n*Key Skills:* {{ $json[\"Matched Skill\"].join(',') }}\n\n\ud83d\udc49 Review this candidate in the recruitment spreadsheet",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "id",
"value": "="
},
"otherOptions": []
},
"credentials": {
"slackApi": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 2.1
},
{
"id": "5a26f8f1-1153-48e0-899d-298113a8d49c",
"name": "Dispatch Rejection Notice",
"type": "n8n-nodes-base.gmail",
"position": [
258,
670
],
"webhookId": "c308722e-6ad1-4a91-ac98-1c42a46351c9",
"parameters": {
"sendTo": "={{ $json.Email }}",
"message": "=<!DOCTYPE html>\n<html>\n<head>\n    <style>\n        body {\n            font-family: 'Segoe UI', Tahoma, Geneva, Verdana, sans-serif;\n            line-height: 1.8;\n            color: #333333;\n            max-width: 650px;\n            margin: 0 auto;\n            padding: 20px;\n        }\n        .letterhead {\n            border-bottom: 3px solid #2c3e50;\n            padding-bottom: 15px;\n            margin-bottom: 30px;\n        }\n        .company-name {\n            font-size: 20px;\n            font-weight: bold;\n            color: #2c3e50;\n        }\n        .content {\n            margin: 30px 0;\n        }\n        .suggestion-box {\n            background-color: #f8f9fa;\n            border-left: 4px solid #5a9fd4;\n            padding: 20px;\n            margin: 25px 0;\n        }\n        .suggestion-box h4 {\n            margin-top: 0;\n            color: #2c3e50;\n        }\n        .skills-list {\n            margin: 15px 0;\n            padding-left: 20px;\n        }\n        .skills-list li {\n            margin: 8px 0;\n            color: #555;\n        }\n        .signature {\n            margin-top: 40px;\n        }\n        .footer {\n            margin-top: 50px;\n            padding-top: 20px;\n            border-top: 1px solid #e0e0e0;\n            font-size: 11px;\n            color: #666;\n            text-align: center;\n        }\n        .highlight {\n            background-color: #fff3cd;\n            padding: 15px;\n            border-radius: 5px;\n            margin: 20px 0;\n        }\n    </style>\n<link rel="preload" as="image" href="https://flowpast.s3.eu-north-1.amazonaws.com/featured_blog_images/106811.webp"><link rel="preload" as="image" href="https://flowpast.s3.eu-north-1.amazonaws.com/featured_blog_images/106811.webp"></head>
\n<body>\n    <div class=\"letterhead\">\n        <div class=\"company-name\">[COMPANY NAME]</div>\n        <div style=\"color: #666; font-size: 12px;\">Talent Acquisition Department</div>\n    </div>\n    \n    <div class=\"content\">\n        <p><strong>Date:</strong> {{ $now.format('MMMM dd, yyyy') }}</p>\n        \n        <p style=\"margin-top: 30px;\">Dear <strong>{{ $json[\"Candidate Name\"] }}</strong>,</p>\n        \n        <p>Thank you for your interest in the <strong>{{ $json[\"Applied Role\"] }}</strong> position at [COMPANY NAME] and for taking the time to complete your application and share your professional background with us.</p>\n        \n        <p>We genuinely appreciate the effort you invested in the application process. Our recruitment team has carefully reviewed all applications, and we received an overwhelming response from highly qualified candidates.</p>\n        \n        <p><strong>After thorough consideration, we regret to inform you that we have decided to move forward with other candidates whose qualifications and experience more closely align with our current requirements for this specific role.</strong></p>\n        \n        <p>This decision was not easy, as we recognize the valuable skills and experience you bring to the table. We want to assure you that this outcome does not diminish your professional qualifications or potential.</p>\n        \n      \n        <div class=\"highlight\">\n            <p style=\"margin: 0;\"><strong>\ud83d\udca1 We Value Your Interest:</strong></p>\n            <p style=\"margin: 10px 0 0 0;\">Your resume and application details will remain in our candidate database for <strong>12 months</strong>. We encourage you to monitor our careers page and apply for future openings that align with your skills and career aspirations.</p>\n        </div>\n        \n        <p><strong>Stay Connected:</strong></p>\n        <ul style=\"line-height: 2;\">\n            <li>Follow us on LinkedIn for job updates: [LINKEDIN_URL]</li>\n            <li>Visit our careers portal: [CAREERS_URL]</li>\n            <li>Subscribe to job alerts for roles matching your profile</li>\n        </ul>\n        \n        <p>We sincerely appreciate your time and interest in [COMPANY NAME]. We wish you every success in your job search and hope our paths may cross again in the future.</p>\n        \n        <p>Should you have any questions, please feel free to reach out to us at <strong>[HR_EMAIL]</strong>.</p>\n        \n        <div class=\"signature\">\n            <p>With warm regards,</p>\n            <p style=\"margin: 5px 0;\"><strong>[HR MANAGER NAME]</strong><br>\n            [Designation]<br>\n            Talent Acquisition Department<br>\n            [COMPANY NAME]</p>\n            <p style=\"margin-top: 15px; font-size: 13px;\">\n            <strong>Email:</strong> [HR_EMAIL]<br>\n            <strong>Phone:</strong> [HR_PHONE]<br>\n            <strong>Website:</strong> [COMPANY_WEBSITE]\n            </p>\n        </div>\n    </div>\n    \n    <div class=\"footer\">\n        <p>This is an official communication from [COMPANY NAME].</p>\n        <p><strong>Confidentiality Notice:</strong> This email and any attachments are confidential and intended solely for the addressee.</p>\n    </div>\n</body>\n</html>",
"options": [],
"subject": "Update on Your Job Application"
},
"credentials": {
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"name": ""
}
},
"typeVersion": 2.1
}
],
"active": false,
"pinData": [],
"settings": {
"executionOrder": "v1"
},
"versionId": null,
"connections": {
"Save Resume Details": {
"main": [
[
{
"node": "Combine Email and Resume",
"type": "main",
"index": 0
}
]
]
},
"Extract Email Fields": {
"main": [
[
{
"node": "Combine Email and Resume",
"type": "main",
"index": 1
}
]
]
},
"Retrieve OCR File Link": {
"main": [
[
{
"node": "Extract Resume Text",
"type": "main",
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}
]
]
},
"Map Evaluation Fields": {
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{
"node": "Decision Gate by Score",
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}
]
]
},
"Retrieve HR Requirements": {
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{
"node": "Send Resume to OCR",
"type": "main",
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}
]
]
},
"Send Resume to OCR": {
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[
{
"node": "Retrieve OCR File Link",
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}
]
]
},
"Candidate Context Memory": {
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{
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"type": "ai_memory",
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]
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},
"AI Screening Coordinator": {
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[
{
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}
]
]
},
"GPT-4 Screening Model": {
"ai_languageModel": [
[
{
"node": "AI Screening Coordinator",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Extract Resume Text": {
"main": [
[
{
"node": "Save Resume Details",
"type": "main",
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}
]
]
},
"Parse AI JSON Output": {
"ai_outputParser": [
[
{
"node": "AI Screening Coordinator",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Decision Gate by Score": {
"main": [
[
{
"node": "Update Candidate Log",
"type": "main",
"index": 0
},
{
"node": "Send Shortlist Email",
"type": "main",
"index": 0
},
{
"node": "Slack Alert to HR",
"type": "main",
"index": 0
}
],
[
{
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"type": "main",
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}
]
]
},
"Incoming Applicant Email Trigger": {
"main": [
[
{
"node": "Extract Email Fields",
"type": "main",
"index": 0
},
{
"node": "Validate Resume Attachment",
"type": "main",
"index": 0
}
]
]
}
}
}