Step 2: Connect Gmail and Retrieve Messages

Fetch the full email content and attachments for downstream processing.

1. Open Retrieve Email Messages.
2. Set Operation to getAll and Limit to 1.
3. Enable Options → Download Attachments to true.
4. Credential Required: Connect your Gmail credentials.

Step 3: Set Up Guardrails and Initial Filtering

Screen incoming content for safety and booking relevance before processing.

1. In Content Safety Guard, set Text to {{ $('Retrieve Email Messages').item.json.text }}.
2. Confirm the guardrails include NSFW and topical alignment thresholds (already configured in the node).
3. Open Settings: User Config and set gSheetID to your spreadsheet ID and adminEmailForErrors to your admin email (e.g., [YOUR_ID], [YOUR_EMAIL]).
4. In Guardrail Condition Check, verify the conditions check {{ $json.checks[0].triggered }} and {{ $json.checks[1].triggered }} are both false.
5. In Filter Reservation Emails, confirm the subject filters use {{ $('Incoming Email Watcher').item.json.Subject }} and keywords like Booking Request, reservation, and booking.

Step 4: Set Up AI Extraction for Email Body and PDF

Use AI to extract booking details from either the email body or attached PDF.

1. In Attachment Presence Check, confirm the condition checks {{ Object.keys($binary || {}).length }} > 0.
2. In Extract PDF Attachment, set Operation to pdf and Binary Property Name to {{ Object.keys($json.binary || {})[0] || 'attachment_0' }}.
3. In AI Extract PDF Data, set Text to {{ $json.text }} and keep Prompt Type as define with output parser enabled.
4. In AI Extract Email Body, set Text to {{ $('Retrieve Email Messages').item.json.text }} and keep Prompt Type as define with output parser enabled.

Step 5: Validate and Route Booking Data

Validate extracted JSON and apply routing rules for team assignment and priority.

1. Open Validate AI Output and confirm it checks required fields and date logic in the provided JavaScript.
2. In Check Error Flag, verify it checks {{ $json.error_occurred }} is false before continuing.
3. Open Apply Routing Rules and replace all [YOUR_EMAIL] placeholders with real team emails.
4. Note that Apply Routing Rules outputs to both Record Team Assignment and Sanitize Special Requests in parallel.

Step 6: Sanitize Requests and Append Records

Remove sensitive data from special requests and record cases in Google Sheets.

1. In Sanitize Special Requests, keep Operation as sanitize and ensure PII guardrail includes CREDIT_CARD.
2. In Combine Sanitized Fields, set special_requests to {{ $('Sanitize Special Requests').item.json.sanitized_text }}.
3. In Append Case Records, confirm Sheet Name is Cases and Document ID is {{ $('Settings: User Config').item.json.gSheetID }}.

Step 7: Send Confirmation and Track Metrics

Send confirmation emails and record success metrics after the case is appended.

1. In Send Booking Confirmation, set Send To to {{ $json.contact_email }} and Subject to Booking Request Received - Ref #{{ $json.case_id }}.
2. Keep the HTML email in Message as provided to include booking details and priority styling.
3. In Track Success Metrics, verify Sheet Name is Success Metrics and Document ID is {{ $('Settings: User Config').item.json.gSheetID }}.
4. Credential Required: Connect your Gmail credentials for Send Booking Confirmation.

Step 8: Add Error Handling

Log invalid emails and processing errors, then notify admins.

1. From Guardrail Condition Check, confirm invalid emails flow to Define Invalid Email Error → Record Invalid Email Error → Dispatch Invalid Email Alert.
2. In Define Invalid Email Error, keep error_message as {{ $json.is_aligned === false ? "Email is off-topic." : "Email contains NSFW content." }}.
3. From Check Error Flag (false branch), confirm the flow to Log Processing Error → Send Processing Alert.
4. Credential Required: Connect your Gmail credentials for Dispatch Invalid Email Alert and Send Processing Alert.

Step 9: Test and Activate Your Workflow

Verify end-to-end behavior before enabling hourly monitoring.

1. Click Execute Workflow and send a test email with and without a PDF attachment to the monitored inbox.
2. Confirm Append Case Records and Record Team Assignment append new rows in the correct sheets.
3. Verify Send Booking Confirmation delivers a confirmation email and Track Success Metrics logs a success row.
4. Test a non-booking email to ensure Define Invalid Email Error and Dispatch Invalid Email Alert trigger correctly.
5. When satisfied, toggle the workflow to Active for production use.