Guide to Automating Email Sending with N8N

In today's strong digitalization era, automating business processes plays a pivotal role in boosting work productivity and minimizing manual errors. N8N—a powerful open-source workflow automation platform requiring no deep coding knowledge—is increasingly chosen and implemented by businesses.

With the goal of assisting technical staff and employees at CompanyVPTSeasily access and deploy simple automation workflows, this document was created to:

• Overview of the n8n platform

• Step-by-step guide to creating a basic Project

• Provide illustrative examples aligned with the company's practical needs

This guide is suitable for both beginners and experienced technical staff, ensuring that anyone in the company can quickly, efficiently, and scalably build custom automation workflows.

Introduction to N8N

N8N is an open-source integration and automation tool that allows users to build workflows through an intuitive drag-and-drop interface. It supports hundreds of different services such as Gmail, Slack, Google Sheets, PostgreSQL, Webhooks, etc.

N8N is a workflow automation tool (workflow automation tool) open source, allowing you to connect and integrate multiple services, applications, and APIs together through a simple drag-and-drop interface.

Highlights of n8n:

• 100% open-source– Can be installed on dedicated servers, tailored to enterprise needs.

• Drag-and-drop interface– No coding skills required to build workflows.

• Integrate hundreds of services– Native support for Google Sheets, Gmail, Slack, Telegram, MySQL, PostgreSQL, Webhooks, REST APIs, etc.

• Custom code can be written– Allows inserting JavaScript to handle complex logic.

• Event-driven automation– Automatically send emails, save data, and trigger APIs upon specified events.

Guide on creating a simple project with n8n – an automated email sending system for customers

Step 1: Access n8n

First, you need to access the n8n web interface. If you purchased a VPS pre-installed with n8n from VPTS, simply access the provided link and log in.

Step 2: Create a new Workflow

• Click “+ New Workflow”

• Set name, for example:Hệ thống gửi email cho khách hàng

Step 3: Add Google Sheets

• Search google sheets

• Click google sheet and select Create spreadsheet; the interface will appear as shown below

• Under Credential to connect with, select the checked box

• Select Sign in with Google, choose an existing Gmail account, and click Continue

Step 4: Prepare Google Form and customer information questions

• Create a customer information sheet via Google Sheets

• For example, as shown below

• Once the questions are created, switch to the responses tab, click on the spreadsheet link, name the new spreadsheet, and click create

• Now link the Google Forms sheet with n8n

• Copy the link of the sheet above (note: only take from after d/ up to before /edit)

• After copying, paste it into the By ID field

• From list will display form 1 responses and choose

• After completing the selection, return to the main page. You have now finished setting up the Google Sheets button

Step 5: Create email

• Next, create a button to send emails to customers

• Click the + icon, enter Gmail, and select Send a message

• In the Credential to connect with box, enter the email as in the step of creating the Google Sheet

• In the Input section, click execute previous node to display the information from the Google Sheet you created

• Use your mouse to drag the email into the To field

• In the Subject box, name it for example Order Placed Successfully

• The last box is message, which is the order content. For example:
  Thank you for your order
  - Order:
  - Name:
  - Address: 
  We will deliver within the next 3 or 4 days; please keep an eye on your phone when the courier calls.

• After entering the message content, continue dragging the full name into the message box. Click that box again and delete that full name part (highlighted as shown below)

• Continue by dragging the full name directly into the name field inside the message box, along with phone number, email, and address.

• When customers place an order, an automated notification message will be sent to them

• If you want to remove the last line as shown below, click on the successfully created Gmail entry

• Click add option and select the first line, then close it and you're done

Benefits of Using n8n

• Open-source&free

• Easily integrate across multi-platforms

• Create flexible workflows just like programming

• Easy deployment&flexible

• Increase productivity – reduce operating costs

• Data security and control

• Strong community, comprehensive documentation

CONCLUSION

Through the guide above, users have grasped the process of creating a simple automation project with n8n—from interface setup and input/output node configuration to linking data and outputting results. With its intuitive drag-and-drop ease of use, n8n significantly saves manual processing time and optimizes workflow efficiency.

CompanyVPTShopes this guide serves as a starting point for applying n8n to real-world tasks such as: bulk emailing, webhook handling, automated API integrations, or building professional data workflows.

VPTS – Comprehensive Digital Infrastructure Solutions Provider

VPTS Team Contact Information