January 22, 2026

Slack + Google Sheets for faster complaint triage

Lisa Granqvist Partner Workflow Automation Expert

Get a free AI assessment → ⬇️ Use template

Tenant complaints don’t arrive neatly labeled “emergency” or “can wait.” They show up as frantic messages, vague forms, and half-complete details, and then your team plays inbox ping-pong while the clock keeps ticking.

This complaint triage automation hits Property Managers first, but Operations Coordinators and maintenance leads feel it too. The goal is simple: route the urgent stuff to Slack immediately, send tenants a fast acknowledgment, and keep a clean log in Google Sheets so follow-ups don’t disappear.

Below, you’ll see how the workflow runs, what it automates, and what “faster triage” looks like in real numbers when complaints come in all day.

How This Automation Works

The full n8n workflow, from trigger to final output:

n8n Workflow Template: Slack + Google Sheets for faster complaint triage

Click to explore

flowchart LR

    subgraph sg0["AI Complaint Classif Flow"]
        direction LR
        n0["<div style='background:#f5f5f5;padding:10px;border-radius:8px;display:inline-block;border:1px solid #e0e0e0'><img src='https://flowpast.com/wp-content/uploads/n8n-workflow-icons/webhook.dark.svg' width='40' height='40' /></div><br/>Tenant Complaint Webhook"]
        n1@{ icon: "mdi:swap-vertical", form: "rounded", label: "Workflow Configuration", pos: "b", h: 48 }
        n2@{ icon: "mdi:swap-vertical", form: "rounded", label: "Normalize Complaint Data", pos: "b", h: 48 }
        n3@{ icon: "mdi:robot", form: "rounded", label: "AI Complaint Classifier", pos: "b", h: 48 }
        n4@{ icon: "mdi:brain", form: "rounded", label: "OpenAI Chat Model", pos: "b", h: 48 }
        n5@{ icon: "mdi:swap-horizontal", form: "rounded", label: "Route by Urgency", pos: "b", h: 48 }
        n6["<div style='background:#f5f5f5;padding:10px;border-radius:8px;display:inline-block;border:1px solid #e0e0e0'><img src='https://flowpast.com/wp-content/uploads/n8n-workflow-icons/slack.svg' width='40' height='40' /></div><br/>Notify Property Manager (Hig.."]
        n7@{ icon: "mdi:robot", form: "rounded", label: "AI Email Generator", pos: "b", h: 48 }
        n8@{ icon: "mdi:brain", form: "rounded", label: "OpenAI Chat Model for Email", pos: "b", h: 48 }
        n9@{ icon: "mdi:message-outline", form: "rounded", label: "Send Acknowledgment Email", pos: "b", h: 48 }
        n10@{ icon: "mdi:swap-vertical", form: "rounded", label: "Create Task Data (Medium Pri..", pos: "b", h: 48 }
        n11["<div style='background:#f5f5f5;padding:10px;border-radius:8px;display:inline-block;border:1px solid #e0e0e0'><img src='https://flowpast.com/wp-content/uploads/n8n-workflow-icons/merge.svg' width='40' height='40' /></div><br/>Consolidate All Branches"]
        n12@{ icon: "mdi:database", form: "rounded", label: "Log to Google Sheets", pos: "b", h: 48 }
        n13@{ icon: "mdi:robot", form: "rounded", label: "AI Resolution Suggester", pos: "b", h: 48 }
        n14@{ icon: "mdi:brain", form: "rounded", label: "OpenAI Chat Model for Resolu..", pos: "b", h: 48 }
        n5 --> n6
        n5 --> n7
        n5 --> n10
        n4 -.-> n3
        n7 --> n9
        n12 --> n13
        n1 --> n2
        n3 --> n5
        n11 --> n12
        n2 --> n3
        n0 --> n1
        n9 --> n11
        n8 -.-> n7
        n14 -.-> n13
        n6 --> n11
    end

    %% Styling
    classDef trigger fill:#e8f5e9,stroke:#388e3c,stroke-width:2px
    classDef ai fill:#e3f2fd,stroke:#1976d2,stroke-width:2px
    classDef aiModel fill:#e8eaf6,stroke:#3f51b5,stroke-width:2px
    classDef decision fill:#fff8e1,stroke:#f9a825,stroke-width:2px
    classDef database fill:#fce4ec,stroke:#c2185b,stroke-width:2px
    classDef api fill:#fff3e0,stroke:#e65100,stroke-width:2px
    classDef code fill:#f3e5f5,stroke:#7b1fa2,stroke-width:2px
    classDef disabled stroke-dasharray: 5 5,opacity: 0.5
    class n3,n7,n13 ai
    class n4,n8,n14 aiModel
    class n5 decision
    class n12 database
    class n0 api
    classDef customIcon fill:none,stroke:none
    class n0,n6,n11 customIcon

The Problem: Complaint Triage Becomes a Daily Fire Drill

When complaints come in across portals and inboxes, urgency gets decided by whoever happens to see it first. That’s risky. A “water leak” message can sit behind three noise complaints, while someone tries to figure out which building the tenant even means. Meanwhile you’re also trying to keep a record for the owner, coordinate vendors, and answer the tenant quickly enough to avoid the dreaded “no one is responding” escalation. Manual triage looks manageable until volume spikes, then it’s missed emergencies, duplicate work, and a spreadsheet that’s always a day behind.

The friction compounds. Here’s where it breaks down most often.

Someone has to read every complaint, interpret it, and decide urgency, which is slow when the details are messy.
High-priority issues don’t reliably reach the right people in time, especially after hours or during busy turnovers.
Acknowledging tenants becomes a copy-paste chore, so replies are late or inconsistent (and tenants follow up even more).
Logging for reporting gets skipped, which means you’re reconstructing timelines when an owner asks questions.

The Solution: AI-Assisted Complaint Routing to Slack + Sheets

This workflow starts the moment a tenant submits a complaint through your portal (or any form endpoint you connect). n8n standardizes the submission into consistent fields, then an AI agent classifies the complaint by urgency and type using an OpenAI chat model. Based on that decision, urgent complaints get escalated to Slack right away, medium-priority complaints get packaged for review and follow-up, and low-priority complaints still get a quick acknowledgment so tenants aren’t left hanging. Every path merges back together, then the workflow records the complaint in Google Sheets for tracking and reporting. Finally, an AI “resolution advisor” can generate internal guidance to help your team respond faster and more consistently.

The workflow begins with a webhook intake from your portal. From there, AI handles the classification and message drafting. Slack, email, and Google Sheets receive the outputs so your team can act without hunting through systems.

What You Get: Automation vs. Results

What This Workflow Automates

Results You’ll Get

Captures new tenant complaints instantly through a webhook intake.
Standardizes messy submissions into consistent fields for routing and logging.
Uses AI to classify urgency and complaint type so your team doesn’t have to guess.
Sends Slack alerts for high-priority issues and emails tenants an acknowledgment automatically.

Urgent issues reach the right person in under a minute instead of sitting in a queue.
Most teams get a few hours back each week by removing manual reading, sorting, and copy-pasting.
Fewer missed emergencies because escalation is consistent, not “who saw it first.”
Cleaner records in Google Sheets, which makes owner reporting and audits easier.
More professional tenant communication without your team writing the same email all day.

Example: What This Looks Like

Say you manage 40–60 units and you get about 12 complaints a day. Manually, it’s usually 5 minutes to read, interpret, categorize, then ping the right person, plus another 3 minutes to send a tenant response, so you’re spending about 2 hours daily just on triage. With this workflow, the “human time” drops to a quick review for non-urgent items (maybe 20 minutes total), while Slack alerts, acknowledgment emails, and the Google Sheets log happen automatically in the background.

What You’ll Need

n8n instance (try n8n Cloud free)
Self-hosting option if you prefer (Hostinger works well)
Slack for urgent alerts and escalation
Google Sheets to log complaints for reporting
OpenAI API key (get it from the OpenAI dashboard)

Skill level: Intermediate. You’ll connect accounts, edit prompts, and test routing with real examples.

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

How It Works

A tenant submits a complaint. The workflow is triggered by an incoming webhook, which you connect to your portal or form tool so every submission is captured instantly.

The complaint gets cleaned up and normalized. n8n maps the raw fields into a consistent structure (tenant name, unit, category, message, and anything else you want) so the next steps don’t depend on perfect form data.

AI classifies urgency and routes the next action. An AI agent reviews the complaint and assigns urgency and type, then a routing switch decides what happens next: immediate Slack escalation, a “needs review” follow-up package, or a lower-priority path that still sends a tenant acknowledgment.

Everything is logged and enriched for your team. After the email and Slack actions, the workflow merges the paths, writes a row to Google Sheets, and can generate internal resolution guidance so the person handling it isn’t starting from scratch.

You can easily modify Slack channels to match properties based on your needs. See the full implementation guide below for customization options.

Step-by-Step Implementation Guide

Step 1: Configure the Webhook Trigger

Set up the inbound webhook that receives tenant complaint submissions and starts the workflow.

Add and configure Incoming Complaint Webhook with HTTP Method set to POST.
Set the Path to tenant-complaint.
Set Response Mode to lastNode so the workflow returns the final node response.

Step 2: Connect Google Sheets

Configure the variables and Google Sheets logging used to store each complaint.

In Setup Variables, replace the placeholder values for slackChannel, propertyManagerEmail, googleSheetId, and googleSheetName with real values.
Open Record in Google Sheets and set Operation to appendOrUpdate.
Set Document ID to {{ $('Setup Variables').first().json.googleSheetId }} and Sheet Name to {{ $('Setup Variables').first().json.googleSheetName }}.
Map columns exactly as shown: Unit → {{ $json.unit }}, Status → Logged, Urgency → {{ $json.output }}, Timestamp → {{ $json.timestamp }}, Description → {{ $json.description }}, Tenant Name → {{ $json.tenantName }}, Complaint Type → {{ $json.complaintType }}.
Credential Required: Connect your googleSheetsOAuth2Api credentials in Record in Google Sheets.

⚠️ Common Pitfall: Leaving the placeholder values in Setup Variables will cause Slack alerts, emails, and Google Sheets logging to fail. Replace all placeholders before testing.

Step 3: Set Up AI Classification and Acknowledgment

Use AI to classify urgency and generate tenant acknowledgment emails.

In Standardize Complaint Info, verify the complaint fields are extracted with expressions like {{ $json.body.name }}, {{ $json.body.unit }}, and {{ $json.body.timestamp || $now.toISO() }}.
Configure AI Urgency Classifier with the input text: Tenant: {{ $json.tenantName }} Unit: {{ $json.unit }} Complaint Type: {{ $json.complaintType }} Description: {{ $json.description }}.
Ensure OpenAI Chat Engine is connected as the language model for AI Urgency Classifier. Credential Required: Connect your openAiApi credentials in OpenAI Chat Engine (not in the agent node).
Configure AI Acknowledgment Writer with the input text: Tenant Name: {{ $json.tenantName }} Unit: {{ $json.unit }} Complaint Type: {{ $json.complaintType }} Description: {{ $json.description }} Urgency: {{ $json.output }}.
Ensure OpenAI Email Engine is connected as the language model for AI Acknowledgment Writer. Credential Required: Connect your openAiApi credentials in OpenAI Email Engine.

Step 4: Configure Routing and Notifications

Route complaints by urgency and notify the property manager or tenant accordingly.

In Urgency Routing Switch, confirm the three rules check for Urgency: High, Urgency: Medium, and Urgency: Low using {{ $json }} as the left value.
Configure Alert Manager on High with Text set to the provided multi-line Slack message and Channel set to {{ $('Setup Variables').first().json.slackChannel }}.
Set Dispatch Tenant Email with Text set to {{ $json.output }}, Subject to Complaint Acknowledgment - Unit {{ $json.unit }}, To Email to {{ $json.tenantEmail }}, and From Email to {{ $('Setup Variables').first().json.propertyManagerEmail }}.
Review Build Review Task Data as a staging node for future task creation; it is currently not connected to downstream nodes.

⚠️ Common Pitfall: Alert Manager on High and Dispatch Tenant Email require service credentials even though none are configured in the workflow. Add your Slack and email (SMTP) credentials to these nodes before running.

Step 5: Log and Generate Resolution Guidance

Merge complaint paths, log to Google Sheets, and generate resolution recommendations.

Ensure Merge Complaint Paths uses Mode combine and Combine By combineAll to collect data from Alert Manager on High and Dispatch Tenant Email.
Confirm Merge Complaint Paths connects into Record in Google Sheets for centralized logging.
Configure AI Resolution Advisor with the input text: Complaint Type: {{ $json.complaintType }} Description: {{ $json.description }} Urgency: {{ $json.output }} Unit: {{ $json.unit }}.
Ensure OpenAI Resolution Engine is connected as the language model for AI Resolution Advisor. Credential Required: Connect your openAiApi credentials in OpenAI Resolution Engine.

Step 6: Test and Activate Your Workflow

Validate the full execution path and turn the automation on for production use.

Use Incoming Complaint Webhook’s test URL to send a sample complaint payload containing name, unit, complaintType, description, timestamp, and email.
Confirm Standardize Complaint Info produces normalized fields and AI Urgency Classifier returns a structured urgency output.
Verify that high-urgency complaints trigger Alert Manager on High, and that all complaints trigger Dispatch Tenant Email and Record in Google Sheets.
Check that AI Resolution Advisor generates actionable resolution steps after logging.
When satisfied, set the workflow to Active to enable production processing.

🔒

Unlock Full Step-by-Step Guide

Get the complete implementation guide + downloadable template

Common Gotchas

Slack credentials can expire or need specific permissions. If things break, check your n8n Slack credential and the target channel access 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.
Default prompts in AI nodes are generic. Add your brand voice early or you’ll be editing outputs forever.

Frequently Asked Questions

How long does it take to set up this complaint triage automation?

About 45 minutes if your Slack, email, and Google Sheets are ready.

Do I need coding skills to automate complaint triage?

No. You’ll connect accounts, paste an API key, and adjust the routing rules and prompts.

Is n8n free to use for this complaint triage 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 API costs, which are usually a few cents per complaint depending on prompt length.

Where can I host n8n to run this complaint triage 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 complaint triage automation workflow for different properties or categories?

Yes, and you should. Update the “Setup Variables” and “Standardize Complaint Info” steps to include a property ID, building name, or portfolio tag, then adjust the “Urgency Routing Switch” so certain categories (gas smell, flooding, no heat) always go to the high-priority path. You can also tweak the AI classifier and acknowledgment writer prompts so each property’s rules and tenant tone feel right.

Why is my Slack connection failing in this complaint triage automation?

Usually it’s expired Slack credentials or a channel permission issue. Reconnect the Slack credential in n8n, then confirm the bot is allowed to post in the specific channel you chose. If it still fails, check whether your workspace restricts app posting or requires admin approval for new scopes.

How many complaints can this complaint triage automation handle?

A typical n8n setup can handle hundreds of complaints a day; the real constraint is your n8n plan (or server size if self-hosted) and any OpenAI rate limits you hit.

Is this complaint triage automation better than using Zapier or Make?

For AI-based triage and branching, n8n is often the smoother fit because you can build more complex routing without paying extra for every path. Self-hosting is also a big deal if you expect high volume and want predictable costs. Zapier or Make can be quicker for a very simple “form → Slack” setup, but they get awkward once you add AI classification, merge paths, and structured logging. If you’re balancing speed, cost, and reliability, it’s worth choosing based on your volume and how strict your escalation rules are. Talk to an automation expert if you want help deciding.

When complaints are routed, acknowledged, and logged automatically, you stop paying attention to the inbox and start paying attention to the actual work. Honestly, that’s the difference tenants notice.

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.

{
"id": null,
"meta": {
"instanceId": "e0e6e9b00efa95b887e9b705a89bd56ac7f9f5077919f704c8f60bd69180ba9d"
},
"name": "Automated Tenant Issue Handling Workflow",
"tags": [],
"nodes": [
{
"id": "flowpast-topbar-12428",
"name": "Flowpast Branding",
"type": "n8n-nodes-base.stickyNote",
"position": [
0,
20
],
"parameters": {
"color": 7,
"width": 1145,
"height": 80,
"content": "## Flowpast.com | Automation Workflow Library\n**\ud83d\udcd6 Full tutorial & setup guide:** flowpast.com"
},
"typeVersion": 1
},
{
"id": "e7803f9e-3893-4a98-9ad0-ac9f97c167df",
"name": "Incoming Complaint Webhook",
"type": "n8n-nodes-base.webhook",
"position": [
1045,
140
],
"webhookId": "e9ff2112-f47f-4eac-9ba7-dc2a5150953e",
"parameters": {
"path": "tenant-complaint",
"options": [],
"httpMethod": "POST",
"responseMode": "lastNode"
},
"typeVersion": 2.1
},
{
"id": "1d47e086-774b-4f56-8ed9-23548a3aefb0",
"name": "Setup Variables",
"type": "n8n-nodes-base.set",
"position": [
765,
180
],
"parameters": {
"options": [],
"assignments": {
"assignments": [
{
"id": "id-1",
"name": "slackChannel",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Slack channel ID for property manager notifications__>"
},
{
"id": "id-2",
"name": "propertyManagerEmail",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Property manager email address__>"
},
{
"id": "id-3",
"name": "googleSheetId",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Google Sheets document ID__>"
},
{
"id": "id-4",
"name": "googleSheetName",
"type": "string",
"value": "<__PLACEHOLDER_VALUE__Sheet name (e.g., Complaints Log)__>"
}
]
},
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "151af8c3-fbc7-41a3-b34c-a7f9631530e2",
"name": "Standardize Complaint Info",
"type": "n8n-nodes-base.set",
"position": [
590,
125
],
"parameters": {
"options": [],
"assignments": {
"assignments": [
{
"id": "id-1",
"name": "tenantName",
"type": "string",
"value": "={{ $json.body.name }}"
},
{
"id": "id-2",
"name": "unit",
"type": "string",
"value": "={{ $json.body.unit }}"
},
{
"id": "id-3",
"name": "complaintType",
"type": "string",
"value": "={{ $json.body.complaintType }}"
},
{
"id": "id-4",
"name": "description",
"type": "string",
"value": "={{ $json.body.description }}"
},
{
"id": "id-5",
"name": "timestamp",
"type": "string",
"value": "={{ $json.body.timestamp || $now.toISO() }}"
},
{
"id": "id-6",
"name": "tenantEmail",
"type": "string",
"value": "={{ $json.body.email }}"
}
]
},
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "ee50ef44-97c7-4021-a565-7e680e62aa6b",
"name": "AI Urgency Classifier",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
320,
195
],
"parameters": {
"text": "=Tenant: {{ $json.tenantName }}\nUnit: {{ $json.unit }}\nComplaint Type: {{ $json.complaintType }}\nDescription: {{ $json.description }}",
"options": {
"systemMessage": "You are a property management AI assistant that classifies tenant complaints.\n\nYour task is to:\n1. Analyze the complaint details provided\n2. Classify the urgency level as: High, Medium, or Low\n3. Categorize the complaint type as: Maintenance, Noise, Neighbor, Safety, Billing, or Other\n\nUrgency Classification Rules:\n- High: Safety hazards, water leaks, heating/cooling failures, security issues, or anything requiring immediate attention\n- Medium: Non-emergency maintenance, persistent noise issues, neighbor disputes requiring intervention\n- Low: Minor maintenance requests, general inquiries, cosmetic issues\n\nReturn your response in this exact format:\nUrgency: [High/Medium/Low]\nCategory: [Maintenance/Noise/Neighbor/Safety/Billing/Other]\nReason: [Brief explanation of your classification]"
},
"promptType": "define"
},
"typeVersion": 3
},
{
"id": "4e64cdd8-24cc-45b0-b2c5-72e0ed5455f4",
"name": "OpenAI Chat Engine",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
0,
225
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": [],
"builtInTools": []
},
"credentials": {
"openAiApi": {
"id": "HTy8dVDHzRHtxXLm",
"name": ""
}
},
"typeVersion": 1.3
},
{
"id": "9b03497a-106c-41a3-b29b-4f6b2d7627e4",
"name": "Urgency Routing Switch",
"type": "n8n-nodes-base.switch",
"position": [
140,
120
],
"parameters": {
"rules": {
"values": [
{
"outputKey": "High",
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"operator": {
"type": "string",
"operation": "contains"
},
"leftValue": "={{ $json }}",
"rightValue": "Urgency: High"
}
]
},
"renameOutput": true
},
{
"outputKey": "Medium",
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"operator": {
"type": "string",
"operation": "contains"
},
"leftValue": "={{ $json }}",
"rightValue": "Urgency: Medium"
}
]
},
"renameOutput": true
},
{
"outputKey": "Low",
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"operator": {
"type": "string",
"operation": "contains"
},
"leftValue": "={{ $json }}",
"rightValue": "Urgency: Low"
}
]
},
"renameOutput": true
}
]
},
"options": []
},
"typeVersion": 3.3
},
{
"id": "48c08e34-1810-44c0-862f-8f0aca753b4d",
"name": "Alert Manager on High",
"type": "n8n-nodes-base.slack",
"position": [
115,
380
],
"webhookId": "7b5601df-88e6-4920-95b8-89a424cb17d1",
"parameters": {
"text": "=\ud83d\udea8 *HIGH PRIORITY COMPLAINT*\n\n*Tenant:* {{ $json.tenantName }}\n*Unit:* {{ $json.unit }}\n*Type:* {{ $json.complaintType }}\n*Timestamp:* {{ $json.timestamp }}\n\n*Description:*\n{{ $json.description }}\n\n*AI Classification:*\n{{ $json.output }}\n\n_Immediate action required._",
"select": "channel",
"channelId": {
"__rl": true,
"mode": "id",
"value": "={{ $('Setup Variables').first().json.slackChannel }}"
},
"otherOptions": []
},
"typeVersion": 2.3
},
{
"id": "e4236e6f-6a10-4b9a-b994-3e54ee7eaa22",
"name": "AI Acknowledgment Writer",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
375,
315
],
"parameters": {
"text": "=Tenant Name: {{ $json.tenantName }}\nUnit: {{ $json.unit }}\nComplaint Type: {{ $json.complaintType }}\nDescription: {{ $json.description }}\nUrgency: {{ $json.output }}",
"options": {
"systemMessage": "You are a professional property management assistant that generates personalized acknowledgment emails for tenant complaints.\n\nYour task is to:\n1. Create a warm, professional email acknowledging the tenant's complaint\n2. Reference specific details from their complaint to show you've read it carefully\n3. Set appropriate expectations based on urgency level\n4. Provide reassurance and next steps\n5. Include contact information for follow-up\n\nEmail Guidelines:\n- Use a friendly but professional tone\n- Acknowledge the specific issue mentioned\n- For High urgency: Emphasize immediate action and provide emergency contact\n- For Medium urgency: Provide timeline for review (24-48 hours)\n- For Low urgency: Acknowledge receipt and provide general timeline\n- Always thank them for reporting the issue\n- Sign off as \"Property Management Team\"\n\nReturn ONLY the email body text (no subject line, no HTML tags)."
},
"promptType": "define"
},
"typeVersion": 3
},
{
"id": "11940f7a-9fc6-42cc-bbc2-2c6825ef9184",
"name": "OpenAI Email Engine",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
510,
505
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": [],
"builtInTools": []
},
"credentials": {
"openAiApi": {
"id": "HTy8dVDHzRHtxXLm",
"name": ""
}
},
"typeVersion": 1.3
},
{
"id": "20ecefdc-fe97-4217-89ae-bbb9e6e1f15f",
"name": "Dispatch Tenant Email",
"type": "n8n-nodes-base.emailSend",
"position": [
315,
550
],
"webhookId": "81f1929e-f40e-4914-b658-80c45149e84d",
"parameters": {
"text": "={{ $json.output }}",
"options": [],
"subject": "=Complaint Acknowledgment - Unit {{ $json.unit }}",
"toEmail": "={{ $json.tenantEmail }}",
"fromEmail": "={{ $('Setup Variables').first().json.propertyManagerEmail }}",
"emailFormat": "text"
},
"typeVersion": 2.1
},
{
"id": "d2c9c9d1-f494-4e78-8cbb-58ff817028ae",
"name": "Build Review Task Data",
"type": "n8n-nodes-base.set",
"position": [
610,
360
],
"parameters": {
"options": [],
"assignments": {
"assignments": [
{
"id": "id-1",
"name": "taskTitle",
"type": "string",
"value": "=Review Complaint - Unit {{ $json.unit }}"
},
{
"id": "id-2",
"name": "taskDescription",
"type": "string",
"value": "=Tenant: {{ $json.tenantName }}\nComplaint: {{ $json.description }}\nClassification: {{ $json.output }}"
},
{
"id": "id-3",
"name": "taskPriority",
"type": "string",
"value": "Medium"
},
{
"id": "id-4",
"name": "taskStatus",
"type": "string",
"value": "Pending Review"
},
{
"id": "id-5",
"name": "taskDueDate",
"type": "string",
"value": "={{ $now.plus(2, 'days').toISO() }}"
}
]
},
"includeOtherFields": true
},
"typeVersion": 3.4
},
{
"id": "7429eebe-fd60-4cc4-b3ed-51fd78558955",
"name": "Merge Complaint Paths",
"type": "n8n-nodes-base.merge",
"position": [
245,
540
],
"parameters": {
"mode": "combine",
"options": [],
"combineBy": "combineAll"
},
"typeVersion": 3.2
},
{
"id": "5a2d467a-0d73-489a-840b-814263cce37a",
"name": "Record in Google Sheets",
"type": "n8n-nodes-base.googleSheets",
"position": [
425,
565
],
"parameters": {
"columns": {
"value": {
"Unit": "={{ $json.unit }}",
"Status": "Logged",
"Urgency": "={{ $json.output }}",
"Timestamp": "={{ $json.timestamp }}",
"Description": "={{ $json.description }}",
"Tenant Name": "={{ $json.tenantName }}",
"Complaint Type": "={{ $json.complaintType }}"
},
"schema": [
{
"id": "Timestamp",
"required": false,
"displayName": "Timestamp",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Tenant Name",
"required": false,
"displayName": "Tenant Name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Unit",
"required": false,
"displayName": "Unit",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Complaint Type",
"required": false,
"displayName": "Complaint Type",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Description",
"required": false,
"displayName": "Description",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Urgency",
"required": false,
"displayName": "Urgency",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Status",
"required": false,
"displayName": "Status",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"Timestamp"
]
},
"options": [],
"operation": "appendOrUpdate",
"sheetName": {
"__rl": true,
"mode": "name",
"value": "={{ $('Setup Variables').first().json.googleSheetName }}"
},
"documentId": {
"__rl": true,
"mode": "id",
"value": "={{ $('Setup Variables').first().json.googleSheetId }}"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"id": "5b6oIAuqcO9HRb2A",
"name": ""
}
},
"typeVersion": 4.7
},
{
"id": "80c9eca2-76af-42db-9c5e-9a5668ca71d7",
"name": "AI Resolution Advisor",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
700,
530
],
"parameters": {
"text": "=Complaint Type: {{ $json.complaintType }}\nDescription: {{ $json.description }}\nUrgency: {{ $json.output }}\nUnit: {{ $json.unit }}",
"options": {
"systemMessage": "You are an experienced property management advisor that provides actionable resolution steps for tenant complaints.\n\nYour task is to:\n1. Analyze the complaint details and classification\n2. Suggest 3-5 specific, actionable resolution steps\n3. Prioritize steps based on urgency and impact\n4. Include estimated timeframes for each step\n5. Mention any resources or vendors that might be needed\n6. Highlight any preventive measures for the future\n\nProvide practical, realistic recommendations that property managers can immediately act upon.\n\nFormat your response as:\n**Recommended Resolution Steps:**\n1. [Step with timeframe]\n2. [Step with timeframe]\n...\n\n**Resources Needed:**\n- [List any vendors, materials, or personnel]\n\n**Prevention Tips:**\n- [Future preventive measures]"
},
"promptType": "define"
},
"typeVersion": 3
},
{
"id": "128f4c30-b13d-4142-9708-a4b0e151b98e",
"name": "OpenAI Resolution Engine",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
830,
600
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": [],
"builtInTools": []
},
"credentials": {
"openAiApi": {
"id": "HTy8dVDHzRHtxXLm",
"name": ""
}
},
"typeVersion": 1.3
}
],
"active": false,
"pinData": [],
"settings": {
"executionOrder": "v1"
},
"versionId": null,
"connections": {
"Urgency Routing Switch": {
"main": [
[
{
"node": "Alert Manager on High",
"type": "main",
"index": 0
}
],
[
{
"node": "AI Acknowledgment Writer",
"type": "main",
"index": 0
}
],
[
{
"node": "Build Review Task Data",
"type": "main",
"index": 0
}
]
]
},
"OpenAI Chat Engine": {
"ai_languageModel": [
[
{
"node": "AI Urgency Classifier",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"AI Acknowledgment Writer": {
"main": [
[
{
"node": "Dispatch Tenant Email",
"type": "main",
"index": 0
}
]
]
},
"Record in Google Sheets": {
"main": [
[
{
"node": "AI Resolution Advisor",
"type": "main",
"index": 0
}
]
]
},
"Setup Variables": {
"main": [
[
{
"node": "Standardize Complaint Info",
"type": "main",
"index": 0
}
]
]
},
"AI Urgency Classifier": {
"main": [
[
{
"node": "Urgency Routing Switch",
"type": "main",
"index": 0
}
]
]
},
"Merge Complaint Paths": {
"main": [
[
{
"node": "Record in Google Sheets",
"type": "main",
"index": 0
}
]
]
},
"Standardize Complaint Info": {
"main": [
[
{
"node": "AI Urgency Classifier",
"type": "main",
"index": 0
}
]
]
},
"Incoming Complaint Webhook": {
"main": [
[
{
"node": "Setup Variables",
"type": "main",
"index": 0
}
]
]
},
"Dispatch Tenant Email": {
"main": [
[
{
"node": "Merge Complaint Paths",
"type": "main",
"index": 1
}
]
]
},
"OpenAI Email Engine": {
"ai_languageModel": [
[
{
"node": "AI Acknowledgment Writer",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"OpenAI Resolution Engine": {
"ai_languageModel": [
[
{
"node": "AI Resolution Advisor",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Alert Manager on High": {
"main": [
[
{
"node": "Merge Complaint Paths",
"type": "main",
"index": 0
}
]
]
}
}
}