Step 2: Connect Google Sheets

Provide the occasion data source used by the AI to match today’s date.

1. Open Retrieve Sheet Rows.
2. Set Document to [YOUR_ID] and Sheet to Sheet1 (gid=0).
3. Credential Required: Connect your googleSheetsOAuth2Api credentials.
4. Ensure Retrieve Sheet Rows is connected as an AI tool to Occasion Reasoning Agent so the agent can access the sheet data.

Step 3: Set Up the AI Reasoning and Language Model

Configure the AI agent to interpret today’s date, query the sheet tool, and format structured output.

1. Open Occasion Reasoning Agent and set Text to =Today's date is: {{ $json.currentDate }} Please check the Google Sheet resource for any occasions matching today's date (month and day only). OUTPUT FORMAT: When occasion is found, return ONLY valid format like this (no other text): [{ "hasOccasion": true, "email": "[YOUR_EMAIL]", "subject": "Happy 30th Anniversary Sarah! 🌹☕", "message": "Happy 30th Anniversary, my love!..." }] When no occasion is found, return ONLY: [{ "hasOccasion": false }] Proceed now..
2. Set the System Message in Occasion Reasoning Agent to =You are my personal assistant specialized in relationship management and special occasion tracking. YOUR IDENTITY: - Thoughtful and detail-oriented - You help me maintain strong relationships by ensuring I never miss important dates - You have access to a Google Sheet containing all my friends' and family members' special occasions YOUR CAPABILITIES: - You can read and analyze dates from the Google Sheet resource attached - You understand different types of occasions: birthdays, anniversaries, graduations, engagements, etc. - You can calculate ages and anniversary years accurately - You generate personalized, heartfelt messages appropriate for different relationships YOUR RESPONSIBILITIES: 1. Check if today matches any occasion in the sheet (compare month and day only, ignore year) 2. If occasions are found today: - Extract all relevant details (Name, Email, Occasion_Type, Relationship, Personal_Note, Occasion_Date) - Calculate years passed (current year minus occasion year) - Use correct ordinal suffix (1st, 2nd, 3rd, 4th, 21st, 22nd, 23rd, etc.) - Generate warm, personalized messages that reflect the relationship type 3. If no occasions are found today: - Simply respond: "No occasions today." MESSAGE GUIDELINES: - Adapt tone based on relationship: * Spouse/Partner: Romantic, intimate, loving * Parents: Respectful, warm, appreciative * Siblings: Casual, playful, supportive * Friends: Friendly, fun, genuine * Professional contacts: Formal, respectful, professional - Reference the Personal_Note to add authentic, specific touches - Keep messages 3-5 sentences - Start birthday/anniversary messages with "Happy [number][suffix] [occasion]!" - Be genuine and heartfelt, never generic or robotic - Each message should feel unique and personal IMPORTANT RULES: - Match dates by MM-DD only (ignore the year in comparison) - Always calculate the correct age/years for context - Never send wishes if the date doesn't match - Process each person separately if multiple occasions exist today - Maintain privacy and handle personal information carefully.
3. Connect OpenAI Chat Engine as the language model for Occasion Reasoning Agent and set Model to gpt-4.1-mini.
4. Credential Required: Connect your openAiApi credentials in OpenAI Chat Engine.

Step 4: Configure Output Processing and Email Dispatch

Parse the AI output into clean items and send the email when an occasion is found.

1. Open Transform AI Output and set JavaScript Code to // Get the string returned by the AI agent let raw = items[0].json.output; // Sometimes output may already be parsed, handle both cases let parsed; try { // Try to parse directly parsed = JSON.parse(raw); } catch (e) { // If output contains escaped JSON inside JSON, parse twice try { parsed = JSON.parse(JSON.parse(raw)); } catch (e2) { throw new Error("AI output is not valid JSON array: " + raw); } } // Ensure we always get an array if (!Array.isArray(parsed)) { parsed = [parsed]; } // If no occasions found → [{ hasOccasion: false }] if (parsed.length === 1 && parsed[0].hasOccasion === false) { // Return zero items → nothing is sent return []; } // Convert each event into its own n8n item const newItems = parsed.map(ev => ({ json: { hasOccasion: ev.hasOccasion, email: ev.email, subject: ev.subject, message: ev.message } })); return newItems; .
2. Connect Occasion Reasoning Agent → Transform AI Output → Dispatch Email Notice.
3. Open Dispatch Email Notice and set Send To to ={{ $json.output.email }}, Subject to ={{ $json.output.subject }}, and Message to ={{ $json.output.message }}.
4. Credential Required: Connect your Gmail OAuth2 credentials.

Step 5: Test and Activate Your Workflow

Validate the end-to-end flow and then enable it for daily execution.

1. Click Execute Workflow to run a manual test from Daily Schedule Trigger.
2. Confirm that Compute Current Date outputs today’s date and Occasion Reasoning Agent returns properly formatted JSON.
3. If an occasion matches, verify that Dispatch Email Notice sends an email with the expected subject and message. If no occasion matches, verify that no email is sent (the output should be empty after Transform AI Output).
4. Once validated, toggle the workflow Active to enable daily execution.